Help & Support for Buyers

Access to Hellios communities is managed by the nominated person (or people) within your organisation. Hellios is unable to arrange access without authorisation from a nominated person. If you are unsure who this is, please contact us here for assistance.

Before being able to access our communities, you will be sent an invitation email similar to the one shown below. To ensure you receive all communications from Hellios, please whitelist all emails from the hellios.com domain (you may need to ask your IT department.)

The email contains a unique link for your organisation. Clicking the 'GET STARTED' button will take you through to the following page where you can set your password for first time access:

Enter your chosen password into the box provided, then again to confirm it.

Note: When setting your password, you will be asked to make it strong by ensuring it is at least 8 characters long and includes the following: lower case letters, upper case letters, numbers and special characters.

Once done, click the submit button to set your password.

You will then be taken to the main system login page.

See help article on how to log on here.

Browse to the login pages here: https://hellios.com/login/buyer

Enter your username and password, then click the pink 'Log in >' button to access the system.

If in the future you forget your password, simply click the 'Don't remember your password?' link on the login page to start the renew password process. After clicking the link you will see the following screen:

Enter the email address that you use as your username and click 'SEND EMAIL >'. The email will contain a link which you should click to take you through to the set password page where you can reset your password.

Note: When setting your password, you will be asked to make it strong by ensuring it is at least 8 characters long and includes three of the following: lower case letters, upper case letters, numbers, and special characters.

After logging in, the first screen you will see is your home page.

From here, you can access the key features of the system, either via the three boxes (Source Suppliers/Quick Search/Invite Supplier) or the navigation icons at the top of the page.

The key features of the system include:

• Suppliers page - On this page you can view all suppliers in your community, suppliers tagged to your organisation and suppliers you are following. You can also use multiple filtering on this page to find specific suppliers matching your criteria.
• Quick search - Search for suppliers on the homepage, by name, location, risk level, status or identifying number.
• Invite Supplier - If you would like to invite a new supplier to join the community, firstly please check that they are not already registered by searching their company name as broadly as possible. For example, try searching for 'Hellios' instead of 'Hellios Information Limited'.
• Reports - This area of the portal contains a reporting tool and Business Intelligence (BI) Dashboards. On this page, you can view, create and export reports to analyse supplier data within your organisation, or across your community.
• User management - Add new users from your organisation here, or make changes to existing users.
• My Profile - Update your own account and profile here.

Please note: Features may vary depending on your access level.

Using the search box (highlighted below) on the home page, enter the name, location, risk level, status or identifying number of the supplier you wish to find.

If the supplier is registered, their information will appear on the search results:

To access the supplier record, simply click the supplier's name:

This will take you through to the supplier overview page:

From this page you can:

• View the supplier's Questionnaire Status, Document status and Renewal or Deadline date.
• View the primary contact details for the supplier.
• View the supplier's SME determination.
• Download a PDF of the supplier's details and published information.
• View the supplier's full published questionnaire answers and documents.
• Tag the supplier to your organisation (if you are an admin user).
• Follow the supplier to receive alerts to your email address.
• View the suppliers latest annual revenue and total employees.
• View the products and services provided by the supplier.
• View all policies/accreditations/insurances held by the supplier.

Note: Some of the information above will only be available for suppliers with a published questionnaire.

Underneath the Company information module there are three boxes detailing the supplier's:

• Questionnaire status
• Documents status
• Questionnaire Deadline or Renewal Deadline

Questionnaire status

This indicates the supplier's high-level RAG questionnaire completion or renewal status. For current, published suppliers this will be Complete and Green.

Other statuses you may see here include Invited, In Progress, In Validation or Expired. If the colour of the status is Amber, the deadline for the supplier to complete their questionnaire is within the next two weeks. If it is Red, the supplier has exceeded their completion or renewal deadline.

Documents status

This indicates the validity of the supplier's documents, such as insurances and certifications. Green signifies that all documents are in date.

Amber signifies that one or more documents are due to expire soon or have recently expired. If the status is Red, one or more of the supplier's documents have not been updated within the four week grace period allowed post-expiry.

Questionnaire Deadline / Questionnaire Renewal

This indicates the date the Supplier needs to complete or renew their questionnaire by.

To view the supplier's questionnaire, simply click on 'Questionnaire' on the navigation panel

This will load a list of the questionnaire sections that the supplier has completed. Click on the section names to view the supplier's corresponding information and documents. You can also tick 'expand all' to expand every section.

The supplier's questionnaire answers can also be downloaded as a PDF. Click on the 'Downloads' button on the right hand side of the page, then click 'Questionnaire' to download a full copy of the supplier's details and questionnaire answers.

Please note: Only Admin users can request new suppliers.

If you would like to invite a new supplier to join the community, firstly please check that they are not already registered by searching their company name as broadly as possible. For example, try searching for 'Hellios' instead of 'Hellios Information Limited'.

If you find the supplier is not already registered, simply click the 'Invite Supplier' button on the homepage.

This will open up the following form.

Complete all information then click the 'Continue' button at the bottom right-hand corner. Once you have confirmed all details are correct, click 'Invite Supplier' to submit your invite request. On receipt of your request, Hellios will review and verify the supplier before processing their invitation, normally within one working day.

All fields without an 'optional' tag against them must be completed before the 'Continue' button is enabled.

Hellios recognise that occasionally suppliers need to complete the process more urgently and have included a 'fast track' option. If you need to Onboard a supplier urgently, tick 'Yes onboard urgently' at the bottom of the page.

Please note: fast-track is designed for exceptional use only.

The system includes a 'Follow' feature to allow users to receive daily email notifications on chosen suppliers' registrations.

If you choose to follow a supplier, you will be sent email updates daily or whenever there is a change in the supplier's questionnaire status, documents status or CompanyWatch H-Score or questionnaire R.A.G. status.

You can opt to 'Follow' a supplier from either the search results page or the supplier record view:

Clicking the star icon to follow a supplier will open the following box. From here you can select which changes you would like to track for that supplier.

You will then notice the 'Follow button on the supplier record page change to 'Followed' and the 'Follow' star icon on the search results change to a blue star:

Please note: Only admin users can tag suppliers

Tagging a supplier provides a simple way to link that supplier to your organisation for:

• Reporting and dashboards.
• So that Hellios knows to manage the supplier on your behalf.
• And so that the supplier is presented with your code of conduct compliance questions in Stage 1, if relevant.

It allows you to store information, comments and documents about that supplier that only colleagues in your organisation can view.

To tag a supplier, simply either click 'Tag' button next to each supplier listed in your search results:

Or click 'Your information' on the Suppliers page:

Either will take you through to the following screen where you can add information. Enter a value in the 'Vendor ID' field to tag the supplier to your organisation:

The system will auto-save any information you add. As soon as you add a Vendor ID, the supplier will become 'Tagged' which is indicated underneath the suppliers name and in the search results list.

Use the enhanced reporting tool to create, save and export powerful reports across your organisation's supplier community.

Click the reports icon on the main navigation at the top of the page to access reports.

On this page you will see three tabs:

• Community reports - common reports available to all users of the community
• Buyer reports - reports that are specific to your organisation
• My reports - reports only visible to you

You can also schedule for a report to run at a specified time and be emailed straight to your inbox or a colleague’s. To do this, right click on the relevant report and select 'schedule'.

Clicking 'Create schedule' will display the following screen where you can set the date and time you want to receive the report and if it is recurring.

Finally, click the notifications tab to set the where you want the report emailed to. You can send to multiple people, just add their email addresses separated by a comma. If you just want to know that the report has been run and sent out, simply add your contact details into the 'Send job status notifications' form on the right-hand side.

ESG Analysis is an innovative addition to the Hellios platform, using a fair and data-driven methodology to transform existing supplier data into comprehensive scores and actions suppliers can take to progress with their ESG strategy. Together, these scores and actions provide a precise and transparent overview of a company's ESG performance.

ESG Analysis is available to suppliers and Buyers on the Hellios platform at no extra cost.

No additional information is required from suppliers, as ESG Analysis is calculated from existing supplier data.

Comparing both ESG Analysis scores offers the simplest and most precise means of obtaining a comprehensive overview.

Suppliers are compared to other organisations of a similar size.

The Hellios questionnaire content is governed by Buyer members, so ESG Analysis is industry specific.

The ESG Analysis scores can pinpoint areas for enhancement, creating positive changes aligned with industry standards. Suppliers demonstrating commitment to ESG through these scores communicates their dedication to environmental and social responsibility to their customers.

There are two scores presented in ESG Analysis: an absolute score that objectively evaluates each supplier's responses, and a relative score that compares each supplier's performance to other suppliers of similar size, providing valuable insights into their standing within the industry.

This is shown for the Total, for each Pillar and for each Theme.

For additional information, please contact us on:

JOSCAR (Defence & Aerospace)

E: joscar@hellios.com

FSQS (Financial Services)

E: fsqs@hellios.com

FSQS-NL (Financial Services)

E: fsqs-nl@hellios.info

FSQS-ES (Financial Services)

E: fsqs-es@hellios.info

Clicking the 'Add User' button will launch a form for you to add the new user's details.

Complete the form, then click the 'Add' button to add the user.

Click the user's name to access their account, make any amendments then click 'Save'.

Changes will be active immediately.

There are three possible roles for users - Standard, Standard Plus and Admin.

All users can search, view reports, view dashboards, follow suppliers and see which suppliers are tagged to your organisation.

Standard plus and admin users have the additional ability to invite new suppliers.

Admin users can also

• Create new users from your organisation
• Manage existing users from your organisation
• Tag and Untag Suppliers

Use the 'My Profile' section to manage your own account information and credentials.

Click 'Menu' at the top, then 'My Profile' on the left-hand navigation panel. From here you can update your details.

Please note: You cannot change your email address as this is intrinsically linked to your system access. If you need to change your email address please contact us here for assistance.