VendorHearth Pro provides options for managing applications that no longer need to remain in the normal active workflow.
In most situations, preserving an application’s history is preferable to permanently deleting it.
Archiving an Application #
Archiving allows an application to be removed from the normal active workflow while preserving its record.
This can be useful for applications connected to:
- Completed events
- Cancelled participation
- Historical vendor activity
- Previous payments
- Past communications
- Agreement records
Archived records can provide useful context if you need to review a vendor’s history later.
When Should an Application Be Archived? #
Consider archiving when the application represents real activity that you may need to reference again.
For example, an application may have:
- Been reviewed by an organizer
- Been approved or declined
- Reached the payment stage
- Been paid
- Been waitlisted
- Been cancelled
- Generated communications
- Been connected to event operations
In these situations, retaining the record usually provides more useful history than deleting it.
Deleting an Application #
Deleting is intended for application records that should be permanently removed when VendorHearth allows the action.
Use deletion more cautiously than status changes or archiving.
An application may be connected to other records throughout VendorHearth, so removing it can affect the historical information available later.
When Might Deletion Be Appropriate? #
Deletion may be appropriate for records such as:
- Test applications
- Accidental duplicate entries
- Applications created during system testing
- Erroneous records that contain no history you need to preserve
Before deleting an application, verify that it is the correct record.
Do Not Delete an Application Just Because It Was Declined #
A declined application still represents a real application and review decision.
Use the Declined status to record that outcome.
Deleting it instead removes useful historical context.
Do Not Delete an Application Just Because a Vendor Cancels #
If a vendor withdraws after applying, use the appropriate Cancelled status.
A cancelled application may still contain important information related to payments, agreements, communications, or other activity.
Be Careful With Paid Applications #
Use particular caution before removing an application associated with a payment.
Payment records represent financial activity that occurred and may be needed for reporting or historical reference.
Changing a vendor’s participation status does not mean the payment history should disappear.
Agreement and Communication History #
Applications can also be associated with agreement activity and communications.
Preserving the application helps maintain context for those records.
VendorHearth’s activity and communication history is most useful when the underlying application records remain accurate.
Archive vs. Delete #
A simple guideline is:
Real vendor application with useful history → Archive or retain
Declined application → Retain as Declined
Vendor withdrawal → Mark Cancelled
Waitlisted vendor → Keep on Waitlist while applicable
Accidental or disposable test record → Consider Delete
When You’re Unsure #
If you are uncertain whether an application may be needed later, preserve it.
Historical application records can help answer questions about previous participation, payment, communications, or administrative actions.
Permanent deletion should be reserved for situations where the record truly does not need to remain in VendorHearth.
Next Step #
Continue to the Vendors documentation to learn how VendorHearth manages vendor profiles, business information, account records, and vendor history across events.
