Vendor evaluations: structured, fast, and tied to every job
Vendor evaluations in Evalystar are structured, job-level quality records that facility teams build in about four taps: a secure single-use email link, stars on criteria specific to that service type, an optional comment, a photo if needed. No account, no app install. Every submission is timestamped and tied to the vendor, site, and job record, feeding sentiment analysis and the next sourcing or renewal decision.
- Quality of workRequired
- TimelinessRequired
- CleanlinessRequired
- CommunicationRequired
From completed job to scored evaluation in seconds
Each evaluation in Evalystar is not a standalone form. It is always anchored to a specific job, vendor, site, and reviewer. Performance data stays contextual, not floating.
A job completes
Cleaning shift, HVAC visit, catering service, grounds run. Any completed job can trigger an evaluation. It is always anchored to the specific job record.
The assigned reviewer gets an email link
The reviewer receives a secure single-use link by email and opens the evaluation on their phone or desktop. No account, no login, no app install. The link stays valid for 7 days.
They rate each criterion for that service type
Stars, comments, or photo upload per category. Each criterion is specific to the service type. A cleaning evaluation asks different questions than an HVAC or catering review.
The overall score calculates automatically
The overall rating is computed as a precise average of all star-rating criteria. No manual math, no rounding shortcuts. The number reflects exactly what was submitted.
Data rolls up to vendor, site, and analytics
The evaluation immediately feeds the vendor profile, the site record, and the analytics dashboard. Nothing needs to be exported or manually aggregated.
Every dimension of vendor performance, captured
Not a generic five-star form. A structured evaluation engine built for facility management.
Reviewers receive a signed, single-use link by email the moment a job completes and rate the work without logging in. Occasional reviewers never need an account, a password, or an app install, so evaluations actually get done.
Cleaning evaluations ask about different things than HVAC or catering. Criteria are configured per vendor type, so reviewers are always asked the right questions for the service they just received.
Mark specific criteria as required before submission. Reviewers cannot submit until they have rated the dimensions that matter most. This prevents incomplete evaluations that undermine your data.
Every comment submitted is analysed in the background. Evalystar extracts recurring positive and negative themes across all evaluations for a vendor, surfacing patterns that would take hours to read manually.
When a rating falls below threshold, Evalystar flags the evaluation and can auto-create an incident record. Problems get documented the moment they are scored, not three weeks later when someone remembers to log them.
Free template
Not ready for software? Start with the scorecard.
The Excel vendor scorecard rates each job on quality, timeliness, cleanliness and communication from 1 to 5, then rolls the scores up per vendor.
Common questions
How does a vendor evaluation actually get submitted?
The reviewer accountable for that service window receives a secure single-use link by email when the job completes, and rates the work from their phone or desktop. There is no account, no password, and no app install, and the link stays valid for 7 days. That is deliberate: occasional reviewers will not maintain a login, and an evaluation nobody submits is worth nothing.
Does Evalystar score vendors automatically?
No. A person submits every score. Evalystar calculates the overall rating as a precise average of the star criteria that reviewer submitted, and rolls the result up to the vendor, the site, and the reports, but it never generates a score for a job nobody rated.
Can the evaluation criteria be different for cleaning than for HVAC?
Yes. Criteria are defined per service type, so a cleaning evaluation asks different questions than an HVAC or catering review. Individual criteria can be made mandatory, which stops reviewers skipping the dimensions that matter most and keeps scores comparable between jobs.
Can reviewers attach photos or comments?
Yes. Each criterion can take a star rating, a free-text comment, and a photo upload. Photo evidence is what turns a disputed complaint into something a vendor cannot argue with at renewal.
Who should be the reviewer?
Whoever was actually present for the work, not whoever owns the contract. A floor lead, kitchen manager, or site director sees what a portfolio director never will. The contract owner reads the resulting record; they do not need to fill it in.
Configure your first evaluation criteria in under 20 minutes
Start free. No credit card required. Add your vendors, set your criteria, and start capturing performance data from day one.
- A real person reads every message
- Demo requests get a tailored walkthrough
- Or skip the call: the Free plan needs no card