Supplier Portal Setup

Inviting suppliers

Open Supplier portal > Suppliers to invite a supplier by email. They receive a link to set up their portal login.

You can invite as many suppliers as your plan allows. Each supplier gets their own credentials and sees only what you assign to them. Pending invitations show up in the supplier list with a "Pending" badge until the supplier accepts.

Assigning products to suppliers

Once a supplier is active, assign them products to work on. Open a product record and choose "Assign supplier". You can also bulk-assign from the Products list by selecting multiple products and choosing "Assign supplier".

A single product can have multiple suppliers (useful when different suppliers provide different types of shots). Each supplier only sees the asset slots assigned to them.

Creating submission specs

Submission specs tell suppliers what files you accept. Define the required image formats (JPEG, PNG, WebP, TIFF), supported video formats (MP4, MOV, WebM), dimensions, maximum file size, and color space requirements. You can also set naming conventions like SKU_angle_sequence.jpg so files arrive consistently named.

Specs are enforced at upload time. If a supplier tries to upload a 500px image when you require 2000px, or a video in a slot that only accepts images, the portal rejects it with a clear error message. This catches problems before they reach your review queue.

Asset slot templates

Asset slots define the specific files you need per product. A typical template might include: main image (front-facing hero shot), gallery images (3-5 angles), lifestyle shots (product in context), detail shots (close-ups of texture or features), swatches (color or material variants), and optional product videos.

Open Supplier portal > Shot lists to define the asset slots required for a product. Each slot can describe the shot or media you need so suppliers know what to provide.

You can mark slots as required or optional. Required slots must be filled before a supplier can mark a product as complete. Optional slots are nice to have but won't block submission.

Organizing products into groups

For large catalogs, organize products into groups before assigning them. Groups can represent collections (Spring 2026), categories (Footwear), or any structure that matches your workflow. Suppliers see these groups on their dashboard, making it easy to navigate a large assignment.

Create groups in Products > Groups. Each group lists the conditions a product must meet, such as its type, category, brand, or tag. A product joins a group when it meets all of them, and the page shows the matching products before you save. Groups are only for organisation and don't change where assets are stored in your library.