What is vendor induction software?
Vendor induction software registers the suppliers, delivery drivers, service engineers and other third-party companies that come to your site, checks that each one holds the documents you require and has taken your site briefing, and logs their people, vehicles and materials in and out at the gate. 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, with a vehicle and something to deliver or collect, and the question the site asks is whether this company and this driver are approved to be here today.
AtashiTech's vendor induction software is a subscription product that runs on an iPad, an Android tablet, a Windows kiosk application, a web browser and the driver's own phone through a QR code with nothing to install. It is one edition of the platform behind our visitor sign-in 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 company
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 the haulier's insurance is current, whether this driver has ever been told where pedestrians walk, or whether the company is still on the approved supplier list. Materials go out on a handwritten gate pass that is filed, or not. When procurement asks for every delivery 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
Each vendor company registers once, uploads the documents your site requires, insurance, licences, compliance certificates, with expiry dates, and is approved by procurement or safety. Each of its drivers or engineers takes the short site briefing on their phone and receives a QR pass. At the gate the pass is scanned, the company's status and the driver's briefing are checked, the vehicle and the material movement are logged, and the stores are notified. When a document expires the company is told before its next visit, and the gate refuses the pass until it is renewed.
Company first, then people, then the gate
Register the vendor company
Procurement invites the supplier by email or the supplier registers from a link on your supplier page. They enter company details and upload the documents your site requires, each with an expiry date. The registration can be approved by one or two people before it is active.
Brief the people
Each driver or engineer the vendor sends registers under the company, takes the short site briefing on their phone, traffic rules, loading-bay rules, where to report, and answers a few questions. A pass with a QR code is issued per person.
Sign in at the gate
The pass is scanned on the kiosk, the tablet or the guard's phone. The system checks the company is approved and its documents are in date, the person's briefing is valid, and records the vehicle registration and the purpose. The stores or the host are notified.
Log materials and sign out
Goods in and out are recorded against the visit with a description, quantity and the person who authorised it, so the gate pass becomes a searchable record. Exit approval can be required for material leaving. Sign-out closes the visit.
What is included
Vendor company register
One record per supplier with contacts, categories, approved sites and status. Procurement sees every vendor; a site sees its own.
Document and expiry control
Insurance, licences, compliance and quality certificates with expiry dates. Reminders go to the vendor before expiry; the gate refuses the pass after it.
Approval workflow
One- or two-level approval of a vendor company and, where needed, of each visit, by email or in the app.
Short site briefing
A few minutes of slides or video on traffic, loading bays and reporting, with a handful of questions, in the driver's language, taken on their phone.
QR pass per person
Each driver or engineer carries their own pass. Scanning it shows the company's status, their briefing and the visits they have made.
Vehicle log
Registration, vehicle type and driver recorded per visit, with time in and out, so the yard has an answer for every truck that was on site.
Material in and out
A gate pass for goods, with description, quantity, authoriser and optional exit approval, searchable later by vendor, date or item.
Stores and host alerts
The person expecting a delivery or an engineer is notified by email and push notification at the moment of sign-in.
Expected deliveries
Stores can pre-register expected vendors and slots, so the gate knows what is due today and flags what is not.
On-site list and muster
Vendors on site appear in the same live list and evacuation roster as visitors, workers and staff.
Reports for procurement
Visits by vendor, vehicles by day, documents expiring, materials moved and briefing status, exported to Excel.
Offline gate
The tablet, iPad and Windows kiosk apps keep checking passes and logging vehicles without a connection and sync afterwards.
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 web version and the phone QR pages. The iPad and iPhone apps are the same product and are installed for paying customers during onboarding, because Apple distributes business apps through a developer account that is set up per customer deployment.
Supplier due diligence you can show
Customer audits, ISO 9001 and ISO 45001 assessments and insurance renewals all ask how you control third parties on site. The vendor register answers with the documents you required, when they were checked, who approved the company and every visit it has made. Where a site operates under NIS2 or ISO 27001 obligations, the same log is the physical-access evidence for third parties.
Personal data for drivers and engineers is handled as it is across the platform: a privacy notice before anything is stored, consent recorded for photos, retention periods per site, erasure on request, and European hosting for European customers. Company documents are visible to the roles you choose and to nobody else.
Sites with a busy gate
Factories
Raw-material deliveries, service engineers and waste collections on one gate record with the vehicle log.
Distribution centres
Dozens of hauliers a day, each driver briefed once and scanned every time, with expected-delivery slots at the gate.
Hospitals
Medical suppliers, linen, catering and maintenance vendors inducted on infection-control rules before their pass works.
Corporate campuses
Caterers, cleaners, couriers and facilities vendors under one register, with stores and reception alerted on arrival.
Data centres
Hardware vendors and field engineers with per-visit approval and material-out control for anything that leaves.
Multi-site groups
One vendor register approved centrally, with each site applying its own briefing and gate rules.
From sign-up to first approved vendor
Request the trial from this page. We email your portal login, usually within one business day, with a demo site, a sample vendor company and a sample briefing. Add the documents your site requires, invite one real supplier, and print the gate QR poster. The web version works at once; the gatehouse tablet or Windows kiosk pairs with a QR code from the portal.
Sites that want to import an existing approved-supplier list, connect a barrier or weighbridge, or produce a briefing video can ask during the trial. That work is done by the team behind our site-access kiosk software and does not change the product you are trialling. For your own staff, see the employee induction software on the same account.
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 flow that follows your own approval chain, screens in your corporate design system, integration with your HR, ERP, access-control or hospital system, a specific badge printer, turnstile or payment terminal, a Windows kiosk built for the hardware you have already bought, or hosting in a particular country. Those are customised versions of the same product, scoped to your requirement and delivered by the team behind our site-access kiosk solutions. 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 which companies are on your site
14 days free. No card needed. Works on the tablet, kiosk, browser or phone your gatehouse already uses.
Start your 14-day free trial