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Overview

The Vendor Management system lets you track and manage all vendors for a market in one place. Review applications, update statuses, assign booths, collect payments, message vendors, and keep notes — all from the vendor management table on your market’s management page.

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Accessing Vendor Management

Open your market’s management page and scroll to the vendor table:
Market Management Dashboard

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The Vendor Table

Vendor Management Table
Each row shows a vendor with their status, booth assignment, and payment info. Expand a row to see full details.

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Adding Vendors

Vendors apply through your market’s application form link. Their submissions appear automatically in the table. See Vendor Application Form for setup details.

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Import from Previous Markets

Import vendors from other markets you’ve managed:
  1. Click Import Vendors.
  2. Select the market to import from.
  3. Standard vendor info is transferred (name, contact, etc.). Custom question responses are not imported.

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Add Manually

Click Add Vendor to manually add a vendor by entering their details. The vendor receives a welcome email with a link to create their account.

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Vendor Status

Set each vendor’s status:
StatusMeaning
PendingDefault. Waiting for your review.
ApprovedAccepted to the market.
DeniedNot accepted.
WaitlistedOn the list if a spot opens.
CancelledVendor withdrew or host cancelled.
Vendors automatically receive an email notification when you change their status. You can customize these email templates at Settings → Email Preferences & Templates.

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Viewing Vendor Details

Expand any vendor row to see:
  • Application responses — all form answers including custom questions.
  • Payment history — pending, paid, and failed payments.
  • Booth assignment — current booth or option to assign one.
  • Giveaway prize contributions — what the vendor offered for giveaways.
  • Notes — internal notes visible only to your team (see below).

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Booth Assignment

From the expanded vendor row, assign a booth:
  1. Click Assign booth.
  2. Select from available booths on your map.
  3. Save — the vendor’s name appears on the booth in the map designer and the Digital Market Guide.
For vendor self-selection (where vendors pick their own booth), see Booth Map → Vendor Booth Self-Selection.

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Payment Management

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Requesting Payment

  1. Click Request Payment for a vendor.
  2. Enter the amount and a description (e.g. “Booth Fee — 10x10 Space”).
  3. Submit — the vendor receives an email with a secure Stripe checkout link.

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Recording Manual Payments

If a vendor paid outside of Stripe (cash, check, etc.):
  1. Click Record Payment (or add a manual payment).
  2. Enter the amount and description.
  3. Mark as paid — this updates the vendor’s payment status without going through Stripe.

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Payment Statuses

  • Pending — payment requested, not yet paid.
  • Paid — payment completed (Stripe or manual).
  • Failed — payment attempt failed.
  • Refunded — payment was refunded.
  • Cancelled — payment request was cancelled by the host.

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Notes

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Vendor Notes

Add internal notes to any vendor — visible only to your team. Use them to track conversations, special requirements, or reminders.
  1. Expand the vendor row.
  2. Go to the Notes section.
  3. Add, edit, or delete notes.

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Market Notes

Add market-level notes that are shared across your team — visible from the market management page. Use these for logistics, planning, or anything about the event itself (as opposed to a specific vendor). Market notes are separate from vendor notes. Both are only visible to your team.

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Direct Messaging

Message vendors directly from the table:
  • Click the DM / message icon on a vendor row.
  • Opens a direct message thread for that market.
  • Vendors see and reply to messages in their portal and the mobile app.
You can also access all DM threads from the Messages page.

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Booth Selection Settings

Control whether vendors can pick their own booths:
  1. On the market management page, find Booth Selection Settings.
  2. Enable or disable vendor self-selection.
  3. Set an optional hold time for reservations.
When enabled, approved vendors see the booth map and can reserve a booth. Paid booths require Stripe checkout.

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Exporting Data

Export your vendor list as a CSV for offline use, reporting, or importing into other tools. Click the Export button above the table.

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Best Practices

Vendors are waiting to hear back. Quick reviews improve their experience and your market’s reputation. Use the status filters to focus on pending applications.
Instead of email back-and-forth, use the built-in DM to ask a vendor a quick question about their application or setup needs.
Add notes about vendor conversations, special requirements, or past issues. Your team can see these when reviewing the vendor in the future.

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Frequently Asked Questions

Yes. Vendors receive an email whenever you change their status. You can customize these templates in Settings → Email Preferences.
Yes. Use Import Vendors and select the source market. Standard info is copied; custom question responses are not.
Use the manual payment option to record the payment. It updates the vendor’s status without requiring Stripe checkout.

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Next Steps

Vendor Applications

Set up and customize your application form

Payment Processing

Set up Stripe and manage payments

Booth Map

Design your layout and assign booths