SRM - Request Badge Access — Closing Compliance Gaps

ARIA QUICK SUMMARY

Request Badge Access lets a buyer formally ask a supplier to share the details of a specific badge.

The request includes: badge(s) requested, intended use (required), and requested access duration.

The supplier can accept, decline, or choose a different access duration.

Use this when a supplier holds a badge but has not shared the details — not when the supplier does not hold the badge at all.

Access requests create an audit trail — a record of when access was requested, granted, and for how long.

Best practice: state the intended use clearly and professionally. Vague requests are more likely to be declined.

When to Use Request Badge Access

A supplier may hold a badge but have restricted visibility to your organisation — either because their badge is set to private, or because they have not yet shared credentials with you specifically. Request Badge Access is the formal mechanism to ask them to grant you visibility.

This is not for asking a supplier to obtain a badge they do not hold. For that, use direct outreach or the platform's supplier engagement tools.

How to Submit a Request

1. Open the Supplier Record for the relevant supplier.
2. Select Request Badge Access.
3. Select the badge or badges you need. Multiple badges can be requested in a single request.
4. Complete the Intended Use field — describe why you need access and how you will use the information. This field is required and visible to the supplier.
5. Select a Requested Access Duration (30 days is the recommended default).
6. Submit the request. The supplier will be notified and can accept, decline, or modify the duration.

Intended Use — make it count

The Intended Use field is the most important part of the request. Suppliers grant access far more readily when the reason is clear and professional. Example of a strong intended use statement: 'Evaluating this supplier for a federal contract procurement — Section 889 Compliant badge details required for contract submission.'

After Access Is Granted

Once a supplier grants access, their badge details become visible in the Supplier Record for the duration of the access period — including certification body, issue date, and expiry. When the access period expires, details return to restricted. Submit a new request before expiry if ongoing access is needed.

BEST PRACTICE — MANAGING BADGE ACCESS REQUESTS

• Submit requests well in advance of any deadline — suppliers may take several days to respond and some require internal approval.
• Keep a record of which suppliers were requested, the intended use stated, and the outcome. This documents your compliance due diligence.
• If a supplier declines a request for a badge you have marked as critical, escalate outside the platform — a supplier refusing to share required credentials may need to be reviewed as a compliance risk.
• Access duration should match the genuine need. 30 days is right for a one-time compliance check. For ongoing visibility, request 90 days and set a reminder to renew.
• If you need ongoing access and would like to discuss options, contact your SupplierGateway account team.

SupplierGateway SRM User Success Knowledge Base. For guidance purposes. Regulatory content should be validated with qualified advisors.