Application problems in VendorHearth Pro are often related to event settings, booth capacity, category limits, application status, or the vendor’s existing records.
Use these steps to identify the cause before manually changing vendor records.
Vendor Cannot Apply for an Event #
If a vendor cannot submit an application, check the event first.
Verify:
- The event exists and is active
- Applications are open
- Appropriate booth types are available
- Relevant vendor categories are available
- Capacity has not been reached
- The vendor does not already have an application for the event
If applications are intentionally closed, VendorHearth should not allow normal application submission.
Newly Created Event Is Not Accepting Applications #
This may be expected.
New VendorHearth events begin with applications closed intentionally.
After creating and reviewing the event, open applications when you are ready for vendors to begin applying.
Booth Type Is Not Available #
If a vendor cannot select an expected booth type, review that booth type’s configuration.
Check:
- Booth capacity
- Location classification
- Availability
- Any applicable role restrictions
- Existing reservations or assignments
A booth option may exist in the event while still being unavailable to a particular vendor.
Category Is Not Available #
VendorHearth allows individual events to control category availability and category limits.
If a category cannot be selected, review:
- Whether the category is enabled for the event
- The category limit
- Current participation within that category
Remember that category capacity and booth capacity are separate.
An event can still have booth space available while a particular category is full.
Category Changes Are Not Appearing #
After changing multiple category limits or availability settings, make sure the changes were saved.
Use the applicable Save All Limits option when managing event category capacity.
Then refresh the event information and verify the updated settings.
Vendor Is Showing the Wrong Application Status #
Review the application record and its workflow history.
VendorHearth applications may move through statuses such as:
- Pending Review
- Awaiting Payment
- Confirmed
- Waitlisted
- Declined
- Cancelled
Do not change a status simply to make the display look correct without first determining why the existing status is present.
Approved Vendor Is Not Confirmed #
Approval and confirmation are not always the same point in the workflow.
If payment is required, an approved vendor may remain in an Awaiting Payment state until the payment process is completed.
Check the payment record before manually changing the application to Confirmed.
Request More Information Did Not Change the Application Status #
This may be expected.
VendorHearth’s Request More Information feature is designed to send a message requesting additional details while leaving the application’s current review status intact.
The communication and activity are recorded without automatically moving the application into an unrelated status.
Vendor Should Be on the Waitlist #
If an event or appropriate capacity is unavailable, review whether the application should be placed on the waitlist.
Check the event’s current:
- Booth capacity
- Category capacity
- Application status
- Existing vendor participation
Do not increase event capacity simply to avoid using the waitlist unless the venue actually supports additional vendors.
Waitlisted Vendor Cannot Be Promoted #
Before promoting a vendor from the waitlist, verify that appropriate capacity is available.
VendorHearth performs capacity-related checks as part of vendor-management workflows.
A cancellation or other change may create availability, but make sure the space is appropriate for the vendor being promoted.
A Cancellation Created an Opening #
When a confirmed vendor cancels, review the event’s waitlist.
The newly available capacity may allow an appropriate waitlisted vendor to be promoted.
Check both booth and category requirements before completing the promotion.
Vendor Selected the Wrong Booth #
If your event uses VendorHearth’s booth-selection tools, review the vendor’s current selection and the remaining available booth options.
Correct the assignment using the appropriate booth-management tools.
If the vendor has already received their Event Packet or event map, communicate significant booth changes directly.
Two Vendors Appear to Have the Same Booth Number #
Review the booth assignments and event map.
Determine whether:
- The duplicate assignment is intentional
- A vendor was moved without updating their record
- The event map is outdated
- The booth number was manually entered incorrectly
Correct the VendorHearth record and update the map if necessary.
Vendor Was Transferred to Another Event #
If a transferred vendor appears incorrect, review both the original and destination events.
Verify:
- Destination event
- Application status
- Booth availability
- Category availability
- Payment information where applicable
A transfer should not be used to bypass legitimate capacity restrictions.
Imported Application Looks Different #
Imported applications may not have exactly the same history as applications originally submitted through VendorHearth.
For example, an imported application marked Confirmed/Already Paid can create a labeled historical/manual payment record.
VendorHearth does not fabricate a Square or PayPal transaction for that payment.
Likewise, VendorHearth does not fabricate agreement acceptance records that did not actually occur.
Application Cannot Be Deleted #
Some records may need to be archived rather than permanently deleted.
VendorHearth preserves important historical relationships where appropriate.
If deletion is unavailable, review whether archiving is the correct action.
Event Shows Unexpected Capacity #
When capacity appears incorrect, review both:
Booth capacity — physical/vendor booth availability.
Category capacity — limits placed on specific vendor categories.
These are separate systems.
Also review confirmed vendors, active applications, waitlisted vendors, and any recent cancellations or transfers that could affect your interpretation of availability.
Clear Caches After Changes #
If the backend shows the correct information but a vendor continues to see outdated availability or status information, clear applicable site and browser caches.
Then have the vendor sign out and back in.
Before Contacting Support #
Gather:
- Event involved
- Vendor involved
- Application status
- Booth type
- Vendor category
- Current booth capacity
- Current category capacity
- Whether the vendor was transferred or imported
- Whether the problem affects other vendors
- Any visible error message
- Relevant screenshots
This information can help determine whether the issue involves the application record, capacity rules, or event configuration.
Next Step #
Continue to Troubleshooting Payments and Square for solutions to payment-status problems, webhook issues, missing transactions, and Square configuration errors.
