How to add suppliers under PPWR
Last updated: June 9, 2026
Suppliers are the second step in your PPWR setup, after adding your products. Each supplier you add gets their own Coolset workspace where they provide packaging data, material composition, substance information, and test results for the products they supply to you.
Prerequisite: Add your products before adding suppliers. You need at least one product in your catalog before you can link suppliers to it.
Where to add suppliers
Go to Suppliers in the left navigation. You'll see an overview of all suppliers you've added, their invitation status, country, and point of contact.
Suppliers can be added manually or imported in bulk via CSV.
Adding suppliers manually
Click Add+ to open the supplier form.
Fill in the company name and country.
Enter the contact email of your primary contact at the supplier. This is the person who will receive the invitation to join Coolset and provide packaging data.
Decide whether to enable Self Declare (see below).
Click Save to add the supplier. You can send the due diligence request in a later step, once you have linked the supplier to your products.
Invitation emails are sent from requests@coolset.com. If your supplier doesn't receive the invite, ask them to check their spam or junk folder and whitelist this address.
Should you use Self Declare?
When you add a supplier, you have the option to toggle on Self Declare. This is one of the most important decisions in your PPWR setup.
Self-declare ON | Self-declare OFF | |
|---|---|---|
Supplier workspace created? | Yes | Yes |
You have access to their workspace? | Yes | No |
Supplier receives an invitation email? | No | Yes |
When to use | Supplier responsiveness is uncertain; you want to add packaging data on their behalf first | You are confident your supplier will engage and manage their own workspace |
Recommendation: When in doubt, use Self Declare. You can always invite the supplier to take over their workspace later by adding them as a team member. Starting with Self-declare gives you full control to begin entering packaging data on their behalf immediately, without waiting for them to respond.
If you do not use Self Declare and your supplier has not accepted yet, their status will show as Invitation sent.
Understanding supplier statuses
Status | What it means |
|---|---|
Connected | Supplier has accepted the invitation and their workspace is active |
Invitation sent | Invitation was sent but not yet accepted |
Not invited yet | Supplier has been created in Coolset but no invitation has been sent |
Switching to a self-declared supplier's workspace
When you self-declare for a supplier, you manage their workspace on their behalf. To do this, you need to switch into their workspace.
Click your company name in the top-left corner of the screen.
A dropdown appears showing all workspaces you have access to.
Select the supplier's workspace from the list.
You are now inside the supplier's workspace. From here you can add packaging types, fill in questionnaires, and upload technical documentation on their behalf.
To return to your own workspace, click the company name in the top-left corner again and select your own company.
Important: Any packaging data you want to share with your supplier must be entered in their workspace, not your own. Data entered in your workspace is not visible to your supplier, and vice versa.
Adding suppliers in bulk (CSV import)
If you have many suppliers, you can import them using a CSV template.
Go to Suppliers and click Add > Import.
Download the CSV template from the import screen.
Fill in the template with supplier name, country, and contact email for each supplier.
Upload the completed file.
For instructions on bulk importing your products check out:
📄 Import guide for CSV uploads
Uploading generic supplier documents
At the supplier level, you can also upload generic documents that apply to a supplier as a whole, for example, a general quality certificate or material safety data sheet. These are separate from packaging-type-specific documents, which are uploaded within the supplier's workspace.
To upload a document, open the supplier from your supplier overview and click on documents.
FAQ
Will my supplier receive an invitation if I use Self Declare? No. Self Declare suppresses the invitation email. You manage the workspace on their behalf. If you want to hand over the workspace to your supplier later, switch into their workspace and invite them as a team member.
My supplier says they didn't receive the invitation email. Invitations are sent from requests@coolset.com. Ask them to check their spam or junk folder and whitelist this address. If it still can't be found, contact support via the in-app chat.
Can I start adding packaging data before my supplier accepts the invitation? Yes, if you use Self Declare. Switch to the supplier's workspace and start adding packaging types and filling in questionnaires on their behalf. You can invite the supplier to join later once you want them to take over.
I added a supplier without Self Declare but now want to manage their workspace myself. Can I switch? You cannot switch to self-declare, but you can ask your supplier to invite you to their workspace.
Do I need to create a separate supplier entry for each product they supply? No. One supplier entry covers all products you source from that supplier. You link individual products to the supplier when you send the due diligence request.