Module
Suppliers
Suppliers represent the manufacturers and material providers behind your products. Adding and verifying suppliers strengthens the supply-chain data in your Digital Product Passports and directly affects the compliance scores that end consumers and regulators see.
Purpose
The Suppliers module stores structured records for every organisation that manufactures or sources the materials in your catalog. Each supplier record can be linked to one or more products, and the supplier's verification status is surfaced directly in passport compliance data. This gives buyers, auditors, and regulators traceable supply-chain provenance without requiring manual data exports.
When to Use
You are onboarding a new manufacturer or material provider.
You need to link a supplier to a product before generating a passport.
You have received verification confirmation and want to check the supplier status.
You need to update a supplier's contact email, location, or certifications.
You want to audit which products are associated with a given supplier.
Prerequisites
An active PassportBox subscription (Starter plan or above).
The supplier's legal name, country of operation, and a contact email.
Any certification documents (ISO, OEKO-TEX, etc.) you want to record for compliance purposes.
Adding a Supplier
Route: /dashboard/suppliers/new
- 1.Navigate to Suppliers in the left sidebar, then click "Add Supplier".
- 2.Enter the supplier name. This is a required field and appears in passport supply-chain sections.
- 3.Select the supplier's country from the location dropdown. This is required for compliance traceability.
- 4.Enter the contact email. This is used for supplier verification communications.
- 5.Optionally add certifications (e.g. ISO 9001, OEKO-TEX Standard 100). Each certification is a free-text entry.
- 6.Optionally add internal notes visible only to your team (not shown on public passports).
- 7.Click "Save Supplier". The supplier is created with status PENDING.
Editing a Supplier
Route: /dashboard/suppliers/[id]
- 1.Open the supplier by clicking its name in the Suppliers list.
- 2.Click "Edit" in the top-right corner.
- 3.Update any fields: name, country, contact email, certifications, or notes.
- 4.Click "Save Changes". Changes are reflected immediately in all linked products and their passports.
Editing a verified supplier's name or country may trigger a re-verification review. The status will revert to PENDING if material details change. Contact support before making significant edits to a verified supplier.
Supplier Verification Status
Every supplier moves through a defined status lifecycle. Status is set by PassportBox administrators after reviewing the supplier record and any supporting documentation. You cannot self-verify a supplier.
PENDING
The default status for every new supplier. The record is active and can be linked to products, but it has not been reviewed. Passports that include a PENDING supplier will show a lower compliance score and a “Unverified supplier” indicator on the public passport page.
To request verification: ensure the supplier record is complete (name, country, contact email, certifications), then email support@rogueonetech.com with the supplier name and your account ID.
VERIFIED
A PassportBox administrator has reviewed the supplier and confirmed the record is accurate. Verified suppliers show a green badge in the supplier list and on all associated passport pages. Compliance scores for passports linked to verified suppliers are boosted accordingly.
Verification is not permanent. Significant edits to name or country may trigger a return to PENDING for re-review.
REJECTED
The administrator found the supplier record to be incomplete, inaccurate, or in violation of PassportBox compliance policies. Passports linked to a REJECTED supplier display a warning badge and receive a reduced compliance score.
To appeal: update the supplier record with corrected information and contact support to request a re-review. The status will move back to PENDING while the review is in progress.
Linking Suppliers to Products
Suppliers are linked to products from the Products module. When creating or editing a product, select the supplier from the Supplier dropdown. Only saved suppliers appear in the list.
A supplier can be linked to any number of products. From the supplier detail page (/dashboard/suppliers/[id]), you can see a read-only list of all products associated with that supplier.
Removing a supplier from a product does not delete either record. The association is simply cleared, and the product will show no supplier on its next passport view.
Fields Reference
| Field | Required | Notes |
|---|---|---|
| Name | Yes | Legal or trading name of the supplier. Appears on passport supply-chain pages. |
| Country | Yes | Country of manufacturing or material sourcing. Required for compliance traceability. |
| Contact email | No | Primary contact for verification communications. Not shown on public passport pages. |
| Certifications | No | Free-text list (e.g. ISO 9001, OEKO-TEX). Each entry is shown on passport compliance sections. |
| Notes | No | Internal-only text field. Never shown on public passport pages or to buyers. |
| Status | N/A | Set by PassportBox admins. Values: PENDING, VERIFIED, REJECTED. Not user-editable. |
How Supplier Status Affects Compliance Scores
The compliance score on a published passport is a weighted aggregate of several factors. Supplier verification is one of the highest-weighted signals.
| Supplier status | Score impact | Passport badge |
|---|---|---|
| No supplier linked | No supply-chain contribution | No supplier indicator |
| PENDING | Partial credit; supply-chain section is incomplete | "Unverified supplier" amber warning |
| VERIFIED | Full supply-chain credit; maximum contribution to score | Green verified shield badge |
| REJECTED | Negative adjustment; score is reduced | Red rejected warning — visible to all public viewers |
To maximise your passport compliance score, ensure all linked suppliers are VERIFIED before publishing. You can publish a passport with a PENDING supplier, but the score will be lower until verification is granted.
Validation Rules and Edge Cases
| Rule | Behavior |
|---|---|
| Name required | Submitting without a name returns an inline validation error. The name field is highlighted in red. |
| Country required | Country must be selected from the predefined country list. Free-text country entry is not accepted. |
| Contact email format | If provided, the email must be a valid RFC 5321 address. Invalid formats block form submission. |
| Status is read-only | The Status field is display-only. It cannot be changed through the UI. Only PassportBox admins can set it. |
| Deleting a supplier linked to products | Suppliers linked to one or more products cannot be deleted. Unlink all products first, then delete the supplier. |
| Duplicate supplier names | Duplicate names are allowed (different factories can share a trading name). Use the notes field to distinguish them. |
What Success Looks Like
The supplier appears in the Suppliers list with a PENDING or VERIFIED badge.
The supplier is selectable in the product form's Supplier dropdown.
The supplier detail page shows any linked products in the Associated Products section.
Passports linked to this supplier display the supplier name in the supply-chain section.
Once verified, passports show a green shield badge and an improved compliance score.
Troubleshooting
My supplier is not appearing in the product form's supplier dropdown.
The supplier must be saved before it appears in the dropdown. If you just created it, navigate back to the product form and reload the page. If it still does not appear, confirm the supplier record was saved by checking the Suppliers list.
My supplier has been PENDING for a long time.
Verification is a manual process performed by PassportBox administrators. If more than 5 business days have passed, email support@rogueonetech.com with your account ID and the supplier name to check the review status.
My supplier was marked REJECTED and I believe it is incorrect.
Update the supplier record with corrected information (especially name, country, and certifications), then contact support to request a re-review. The status will move to PENDING while the appeal is processed.
I cannot delete a supplier.
Suppliers linked to one or more products cannot be deleted. Open the supplier detail page and check the Associated Products list. Remove the supplier from each product, then retry the delete.
Passport compliance score did not increase after my supplier was verified.
Compliance scores are recalculated when a passport is viewed or when its data changes. Hard-refresh the passport page (Ctrl+Shift+R or Cmd+Shift+R). If the score is still unchanged after a few minutes, contact support with the passport ID and supplier ID.