VendorHearth Pro allows organizers to create document requirements for information that vendors need to provide.
Unlike agreements, which vendors accept, document requirements are used when the vendor needs to upload a file for your organization to review.
What Can Be Required? #
The documents your organization requires will depend on your events and policies.
Examples might include:
- Certificate of Insurance
- Business License
- Health Department Permit
- Food Service Permit
- Sales Tax Documentation
- Professional License
- Other required certificates or permits
VendorHearth provides the system for collecting and tracking these documents. Your organization determines which documents are actually required.
Creating a Document Requirement #
Open the Vendor Documents area in VendorHearth.
Create a new document requirement and give it a clear name.
For example:
Certificate of Insurance
is more useful to vendors than:
Insurance Document
The name should make it immediately clear what the vendor is expected to provide.
Provide Clear Instructions #
When creating a requirement, clearly explain what document the vendor needs to upload.
If there are specific requirements, include them in the instructions.
For example, you may need a document that:
- Shows the vendor’s business name
- Covers a particular event period
- Includes required information
- Has not expired
Clear instructions can reduce incorrect uploads and unnecessary communication with vendors.
Required vs. Optional Documents #
Only make a document mandatory when your organization actually requires it.
Not every vendor necessarily needs the same documentation.
For example, a food vendor may have different document requirements than a handmade craft vendor.
Your organization’s policies should determine which requirements apply.
Document Expiration #
Some documents are only valid for a specific period.
VendorHearth can track expiration information for applicable vendor documents.
This can be useful for:
- Insurance certificates
- Permits
- Licenses
- Certifications
Expiration tracking helps organizers identify documents that may need to be renewed.
Vendor Uploads #
Once a document requirement is available to the vendor, the vendor can upload the requested file through the appropriate VendorHearth workflow.
The uploaded document becomes available for organizer review.
An uploaded file should not automatically be assumed to meet your organization’s requirements simply because it was submitted.
Review Submitted Documents #
Organizers should review uploaded documents when required by their organization’s process.
Check that:
- The correct document was uploaded.
- The document belongs to the correct vendor.
- Required information is present.
- The document is readable.
- Applicable dates are current.
- The expiration information is accurate.
Do Not Use Document Uploads for Agreements #
If the vendor simply needs to acknowledge or accept your organization’s terms, use the Agreements system instead.
Remember:
Vendor accepts terms → Agreement
Vendor provides a file → Document Requirement
Keeping the two systems separate makes vendor records easier to understand.
Keep Requirements Current #
Review your document requirements periodically.
Remove or update requirements that no longer apply to your organization.
If requirements change from one event season to another, make sure vendors are being asked for the correct documentation.
Protect Vendor Information #
Vendor-uploaded documents may contain business or personal information that should not be publicly accessible.
Only authorized staff should review vendor documentation.
Avoid sharing uploaded documents outside your organization unless there is a legitimate reason to do so.
Next Step #
Continue to Reviewing Vendor Document Uploads and Expiration Dates to learn how to review submitted files, monitor expiration information, and keep vendor documentation current.
