VendorHearth Pro provides several actions for managing an application after it has been reviewed.
Choosing the correct action keeps the vendor’s status clear while preserving an accurate application history.
Approving an Application #
Use Approve when you have reviewed the application and want to accept the vendor for the event.
To approve an application:
- Go to VendorHearth Pro → Applications.
- Locate the application.
- Review the application details.
- Select the appropriate approval action.
- Confirm the change when prompted.
If the vendor still needs to pay, approval can move the application into an Awaiting Payment stage.
Approval does not automatically mean that payment has been completed.
Approved vs. Confirmed #
These two stages should not be confused.
An approved vendor has been accepted by the organizer but may still have outstanding requirements such as payment.
A confirmed vendor has completed the applicable payment process or has been appropriately recorded as already paid.
Keeping these stages separate makes it easier to identify vendors who have been accepted but still need to complete payment.
Declining an Application #
Use Decline when you have reviewed an application and determined that it will not be accepted for the event.
Declining the application preserves the application record while clearly identifying its outcome.
This is generally preferable to deleting the application.
A declined application can remain part of the event’s historical records.
Cancelling an Application #
Cancellation is different from declining an application.
Declined generally indicates that the application was reviewed but not accepted.
Cancelled indicates that an application that existed in the event workflow is no longer proceeding.
For example, cancellation may be appropriate when a vendor withdraws from an event after their application has already progressed beyond the initial review stage.
Do Not Use Delete as a Status #
Deleting an application and changing its status are not the same thing.
If a vendor withdraws, is declined, or otherwise leaves the event workflow, use the appropriate VendorHearth status whenever possible.
Deleting an application can remove useful historical context.
What Happens to Payment History? #
Changing an application’s status does not mean that legitimate historical payment information should be erased.
If a vendor previously made a payment, that transaction remains part of your records even if the vendor’s application is later cancelled.
Refunds and payment adjustments should be handled through the appropriate payment workflow rather than by deleting the application.
What Happens to Agreement Records? #
Agreement acceptance records represent actions previously completed by the vendor.
Changing an application’s current status does not mean those historical acceptance records should be recreated or altered to represent something that did not occur.
VendorHearth is designed to preserve meaningful historical records.
What If I Need More Information First? #
You do not have to approve or decline an application simply because you have started reviewing it.
Use Request More Information when you need clarification from the vendor.
This allows you to contact the vendor while keeping the application’s existing review status.
What If the Event Is Full? #
If the vendor is otherwise acceptable but appropriate capacity is unavailable, consider using the VendorHearth waitlist instead of declining the application.
The waitlist keeps the application available in case space becomes available later.
Choose the Status That Reflects What Happened #
A simple way to think about these actions is:
Approve — The vendor has been accepted and can continue through the event workflow.
Decline — The application was reviewed and will not be accepted.
Cancel — The application was participating in the workflow but is no longer proceeding.
Waitlist — The vendor may be accepted later if appropriate availability becomes available.
Request More Information — You need additional information before deciding what happens next.
Using the correct action makes your VendorHearth records much easier to understand later.
Next Step #
Continue to Requesting More Information from an Applicant to learn how to contact a vendor during application review without prematurely approving or declining their application.
