When vendors submit required documents through VendorHearth Pro, organizers can review those uploads and monitor applicable expiration information.
Uploading a document does not automatically mean that the document meets your organization’s requirements.
Reviewing an Uploaded Document #
Open the Vendor Documents area in VendorHearth and locate the vendor’s submitted document.
Review the actual file before considering the requirement complete.
Depending on the type of document, check:
- Vendor or business name
- Document type
- Effective date
- Expiration date
- Required coverage or information
- Whether the document is readable
- Whether it meets your organization’s requirements
Your organization determines what makes a submitted document acceptable.
Uploaded Does Not Mean Approved #
A vendor successfully uploading a file only confirms that a file was submitted.
It does not guarantee that:
- The correct document was uploaded.
- The document is current.
- The information is complete.
- The document meets your requirements.
Review the document before relying on it.
Expiration Dates #
VendorHearth can track expiration information for documents that have a limited validity period.
Examples may include:
- Insurance certificates
- Business licenses
- Health permits
- Food permits
- Professional licenses
- Certifications
Enter or verify the appropriate expiration information when applicable.
Documents Without Expiration Dates #
Not every document expires.
If a document does not have an expiration date, do not invent one simply to fill the field.
Expiration tracking should reflect the actual document.
Expired Documents #
If a required document has expired, the vendor may need to provide an updated version.
Follow your organization’s normal process for requesting updated documentation.
Do not change the expiration date simply to make an expired document appear current.
Replacement Documents #
When a vendor provides a renewed or replacement document, review the new file and update the applicable document information.
Make sure the new expiration date corresponds to the newly submitted document.
Review Documents Before the Event #
For documents that are required for participation, it is a good practice to review them before the event.
This gives both the organizer and vendor time to resolve:
- Missing documents
- Incorrect uploads
- Expired documents
- Unreadable files
- Missing information
Waiting until event day can make these issues more difficult to resolve.
Protect Uploaded Documents #
Vendor documents may contain information that should not be publicly accessible.
Only authorized users should access documents submitted through VendorHearth.
Avoid downloading, copying, or distributing vendor documents unnecessarily.
Keep the Record Accurate #
The Vendor Documents system is most useful when it reflects the actual status of the vendor’s documentation.
Do not mark documentation as current simply to move a vendor through the process.
If something is missing, expired, or incorrect, address the underlying document requirement instead.
Next Step #
Continue to Troubleshooting Agreements & Documents for common issues involving agreement acceptance, document uploads, expiration dates, and vendor access.
