Editable Fields

Availability: full-service clients, on vendors and tenants alike.

Overview 🗂️

Full-service clients can edit details directly on vendor, tenant and compliance assignment records, and can create custom fields to store the information their team tracks — internal cost codes, trade type, contract dates, regional groupings, and anything else that lives in spreadsheets today.

This article says "compliance assignment". If your account renames these to Jobs, Projects, Properties or something else, everything below applies in the same place under your own label.

Editing a vendor or tenant record ✏️

Open the record from your Vendors or Tenants directory and edit the details in place. You can edit the website, the address, and any custom fields your account has created.

Some fields are read-only. Those are the ones that identify the record or that the BCS compliance team relies on — leaving them open would risk disconnecting a record from the certificates and history tracked against it. Company name is read-only, but you can request a correction — see the next section.

Suggesting a corrected company name 🏷️

Open the company record.
Next to the company name, select Suggest a new name.
Enter the correct name and send the suggestion.

The suggestion goes directly to the BCS team, who review it and apply the change. You will see the new name on the record once it has been actioned.

Why this one goes through us: a company name is how a record is matched to its certificates, its vendor portal profile and its activity history. The review step confirms the change is a correction to the same company — not a different company typed over the top of one, which would quietly break that history.

Editing a compliance assignment 📋

Open the assignment from the vendor or tenant record, or from the Assignment View, and edit its fields the same way.

Location and Requirement Category are read-only here, along with a small number of other compliance-critical fields. Together those two define what "compliant" means for the assignment — Location drives which certificate holder and additional insured entities must appear on the COI, and Requirement Category drives the policies, limits and provisions required. If an assignment is on the wrong Location or Category, contact your account manager.

Everything else on the assignment, including any custom assignment-level fields, is editable by your team.

Creating custom fields ⚙️

Go to Settings → Fields.
Choose the level the field lives at: company level (about the vendor or tenant itself) or compliance assignment level (about the individual certificate being tracked).
Name the field and choose a type.
For the dropdown types, enter the options your users will pick from.

The field appears immediately on records at that level, ready for your team to populate and edit from the directory.

Which level? Ask whether the information describes the company or the individual assignment. A vendor’s trade type is the same no matter how many buildings they work at — company level. A project number, contract value or site contact differs per assignment — assignment level.

Field types 🧩

Text — single-line free text: account numbers, reference codes.
Long text — multi-line free text: notes, descriptions, internal context.
Date — date picker: contract start and end, renewal dates.
Checkbox — on/off flags: "W-9 on file", "approved supplier".
Dropdown (single select) — one option from a list you define: region, tier, status.
Dropdown (multi select) — any number of options from a list you define: trades performed, services provided.

Tips ✅

📌 Use a dropdown rather than a text field wherever the answer comes from a known set. Free text produces "HVAC", "H.V.A.C." and "hvac" as three different values, which makes filtering and reporting unreliable.
🧾 Custom fields work at both levels for vendors and tenants alike — you can mix company-level and assignment-level fields freely.
🏷️ For company name corrections, use the suggestion flow rather than emailing support — it lands directly with the team that applies the change.