VendorHearth Pro generates reports in CSV format, making it easy to work with your vendor information using common spreadsheet applications.
Understanding how these files work can help you avoid accidentally relying on outdated information or assuming spreadsheet changes affect VendorHearth.
What Is a CSV File? #
CSV stands for Comma-Separated Values.
It is a common file format used to transfer structured information between different applications.
VendorHearth uses CSV files because they can be opened by most spreadsheet programs.
Opening a VendorHearth CSV #
You can open VendorHearth exports using applications such as:
- Microsoft Excel
- Google Sheets
- Apple Numbers
- LibreOffice Calc
Your computer may automatically open CSV files with a spreadsheet program when you double-click them.
Sorting Your Data #
Spreadsheet software allows you to reorganize exported VendorHearth information without changing the original records.
For example, you may sort a vendor roster by:
- Business name
- Vendor name
- Booth number
- Category
- Booth type
You may also sort payment or application reports by the columns available in that export.
Filtering Reports #
Filters can make larger reports easier to work with.
For example, you might filter an application export to review a particular application status or filter an event roster to focus on a particular vendor category.
Filtering the spreadsheet does not remove or modify records in VendorHearth.
CSV Exports Are Snapshots #
Every VendorHearth export represents the information available at the time the report was generated.
The CSV is not connected live to VendorHearth.
If something changes afterward, such as:
- A vendor pays
- A vendor cancels
- A booth number changes
- A waitlisted vendor is promoted
- A new application is approved
- A Season Pass assignment changes
the existing CSV does not automatically update.
Generate a new export when you need current information.
Editing a CSV Does Not Update VendorHearth #
Changes made inside Excel, Google Sheets, or another spreadsheet application do not change the information stored in VendorHearth.
For example, changing:
Booth 14 → Booth 27
inside a spreadsheet does not change the vendor’s actual booth assignment.
Make permanent changes inside VendorHearth and generate a new report afterward when necessary.
Save Spreadsheet Versions When Needed #
You may choose to save a CSV as another spreadsheet format after opening it.
For example, Excel users may save a working copy as an XLSX file.
This can be useful if you want to add:
- Formatting
- Highlighting
- Additional internal notes
- Custom calculations
- Multiple worksheet tabs
Remember that the resulting spreadsheet remains separate from VendorHearth.
Label Important Exports #
If you regularly export reports, consider including the date in the saved filename.
For example:
Vendor-Roster-2027-03-05.csv
This can make it easier to determine which copy is the most recent.
Be Careful With Old Reports #
Outdated spreadsheets can create confusion if several staff members have different versions.
For important workflows such as event-day check-in, generate a fresh report close to when it will be used.
Clearly identify which version staff should reference.
Protect Exported Information #
VendorHearth reports may contain information that should not be publicly distributed.
Depending on the report, this may include:
- Email addresses
- Phone numbers
- Application information
- Payment information
- Vendor records
- Internal administrative information
Only share reports with people who legitimately need access.
Event-Day Backup Copies #
CSV exports can be especially useful as an event-day backup.
Before an event, consider generating a current vendor roster and either:
- Printing a copy
- Saving it to a staff laptop
- Saving an appropriate working copy to a device available at check-in
This gives your team another way to access important vendor information if your website or internet connection becomes temporarily unavailable.
VendorHearth Remains the Live Record #
Spreadsheets are useful for reporting and external organization, but VendorHearth should remain your primary source for current vendor-management information.
When there is a difference between an older exported spreadsheet and the current VendorHearth record, verify the current information inside VendorHearth.
Next Step #
Continue to Settings & Licensing to learn how to configure organization information, portal behavior, VendorHearth settings, and your Pro license.
