What is vendor induction software?
Vendor induction software registers the suppliers, delivery drivers, service engineers and other third-party people who come to your site, gives each one your site briefing before they go past the gate, and logs their people, vehicles and materials in and out. A vendor is not a visitor, who is met by a host, and not a contractor, who works on site for weeks. A vendor comes often, briefly, usually with a vehicle and something to deliver or collect, and the question the site asks is whether this person, from this company, has been briefed and is expected today.
AtashiTech's vendor induction software runs on an Android tablet kiosk at the gatehouse, a Windows kiosk application, a browser kiosk on any device and the driver's own phone through a QR code with nothing to install, with a web portal for stores, procurement and safety. It is one edition of the platform behind our visitor management software and contractor induction software; all three share one account, one gate device and one on-site list. You can ask for a 14-day free trial from this page: we set up your account and email your login details.
The gate knows the truck, not the person
How vendor access usually works
A truck arrives. The guard recognises the livery, or does not, and rings the stores. Someone confirms a delivery is expected. The driver writes a registration number in the vehicle book, is waved to the bay, and nobody checks whether this driver has ever been told where pedestrians walk or what to do when the alarm sounds. Materials go out on a handwritten gate pass that is filed, or not. When procurement asks for every visit by a supplier in the last quarter, the answer is a stack of vehicle books and a spreadsheet nobody trusts.
How it works with vendor induction software
Stores invite the expected vendor in advance and the vendor receives a six-digit code, or the driver registers at the gate on the kiosk or on their phone by QR. They give their company, ID and photo, watch the short site briefing and receive a pass with a QR code. Where your rules require it, the visit waits for approval. At the gate the pass is scanned, the vehicle and the material movement are logged with photos, and the person who invited the vendor is emailed on arrival. Next time, the same mobile number fills in the form for them.
Invite, brief, scan and log
Invite or register
Stores or procurement invite the vendor from the portal or the Android app with the date of the visit, and the vendor gets a six-digit code by email. Walk-ins register at the kiosk or by scanning the gate QR poster with the fields your site sets: company, purpose, ID type and number with an ID photo, and a photo.
Brief the person
The site briefing plays on the kiosk: a short video first, then the document, on traffic rules, loading bays and where to report. A few questions follow where the site wants a test, or the certificate is issued straight away where it does not.
Approve and sign in
Where the vendor type needs approval, up to two approvers decide from an email link or the Android app. Once approved, the QR pass is scanned on the kiosk, a USB scanner or the guard's phone, and the time in is recorded.
Log vehicles and materials
The guard logs the vehicle number and type, and material coming in or going out with type, quantity and up to three photos. Checking out closes the vehicle and the visit, and where the site requires it the host releases the vendor before they leave.
What is included
Your registration form
Fields designed per site and vendor type, ID type and number with an ID photo, a photo of the person and consent, with returning vendors recognised by mobile number.
Invitations with a code
Expected vendors are invited ahead with a six-digit code and a visit window, so the gate knows who is due and the form is already filled in.
Approval workflow
One or two levels of approval per vendor type, by a one-tap email link or a push in the Android app. Until it is approved, the kiosk shows waiting and the gate refuses entry.
Short site briefing
A few minutes of video or document on traffic, loading bays and reporting, in the driver's language, with a test where you want one.
QR pass per person
Each driver or engineer carries their own pass. Scanning it on any gate device shows who they are, whether they are approved and whether they are on site.
Vehicle log
Vehicle number and type recorded at the gate with photos and time in and out, and a live count of vehicles inside now.
Material in and out
Goods in and out logged by type and quantity with photos, each with its own gate number, searchable later by date and type.
Host alerts and exit release
The person who invited the vendor is emailed when they arrive, and can be asked to release them before check-out. Security can always let someone out with a recorded reason.
On site now
Vendors on site appear on the same dashboard as visitors, contractors and staff, counted by kind and by site.
Reports for procurement
Registrations, gate scans, vehicles, materials and briefing results by site and date, exported to Excel.
Offline gate
The Android tablet and Windows kiosk apps keep registering vendors and logging vehicles without a connection and sync afterwards.
Fingerprint option
On the Windows kiosk, regular vendors can sign in with a fingerprint instead of a printed pass, with consent recorded.
Available on every device at the gate
One subscription, one vendor record, whichever hardware the gatehouse already has.
The 14-day trial runs on Android tablets, Windows kiosks, the browser kiosk and the phone QR pages, which cover every feature. iPad and iPhone apps are built on request for customers who need them.
Third-party access you can show
Customer audits, occupational safety and quality assessments and insurance renewals all ask how you control third parties on site. The vendor record answers with who came, from which company, when they were briefed and how they scored, who approved the visit, which vehicle they brought and what material moved in or out. Where a site has physical-security obligations, the same gate log is the access evidence for third parties.
Personal data for drivers and engineers is handled as it is across the platform: consent recorded before a photo or fingerprint is taken, no more identity data than your form asks for, and a person's record erased on request. Hosting in a particular country can be part of a customised version.
Sites with a busy gate
Factories
Raw-material deliveries, service engineers and waste collections on one gate record with the vehicle and material log.
Distribution centres
Many hauliers a day, each driver briefed once and scanned every time, with expected vendors invited ahead.
Hospitals
Medical suppliers, linen, catering and maintenance vendors briefed on infection-control rules before their pass works.
Corporate campuses
Caterers, cleaners, couriers and facilities vendors on one register, with the host emailed on arrival.
Data centres
Hardware vendors and field engineers with approval per visit and a log of the material they bring in and take out.
Multi-site groups
One account for every site, each with its own gate QR poster, kiosks and on-site count.
From trial request to first vendor at the gate
Request the trial from this page. We set up your account and email your portal login, with a demo site and a sample briefing. Set up your vendor types and the fields each must fill in, upload your own briefing, print the gate QR poster and invite one real supplier. The browser kiosk works at once; the gatehouse tablet or Windows kiosk is activated with a kiosk login from the portal.
Sites that want to import an existing supplier list, connect a barrier or weighbridge, or produce a briefing video can ask during the trial. That work is done by our kiosk application development team and does not change the product you are trialling. For your own staff, see the employee induction software on the same account, and for crews working on site, the worker induction software.
Need it shaped to your company?
The subscription covers the common journey. When your process, hardware or systems are different, we build a customised version for you.
Every customer starts with the same product and configures it from the portal: fields, rules, languages, branding and devices. Some organisations need more than configuration: a vendor company register with insurance and licence documents and expiry reminders, expected-delivery slots, approval of a company rather than each visit, a flow that follows your own approval chain, integration with your ERP, procurement or access-control system, a specific badge printer, barrier or weighbridge, or hosting in a particular country. Those are customised versions of the same product, built on request, scoped to your requirement and delivered by our kiosk application development team. Larger estates, multi-country groups and public-sector buyers usually take this route, with a pilot first and a contract that names what is being built.
Tell us what is different about your site and we will come back with a scope, not a sales pitch.
Know who is at your gate
14 days free. No card needed. We set up your account and email your login. Works on the tablet, kiosk, browser or phone your gatehouse already uses.
Start your 14-day free trialFrequently asked questions
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