VendorHearth Pro allows organizers to export vendor information into CSV files for use outside of WordPress.
Vendor rosters and directory exports are useful for event preparation, staff reference, recordkeeping, and backup planning.
Vendor Roster Exports #
A vendor roster provides information about vendors associated with an event.
Rosters are especially useful when preparing for event day.
Depending on the available records, exported information can help you work with details such as:
- Vendor or business name
- Event participation
- Booth information
- Vendor categories
- Contact information
- Other relevant vendor details
When to Export a Vendor Roster #
Consider generating a roster:
- Before creating your final event layout
- When preparing staff information
- Before vendor check-in
- When creating a printed backup
- After major vendor changes
- Shortly before the event
Because your vendor list can change, generate a fresh roster when you need current information.
Vendor Directory Exports #
The Vendor Directory export provides vendor information in a format that can be opened in spreadsheet software.
This can be useful when you need to review or organize vendor records outside of VendorHearth.
For example, you may use the exported file for internal recordkeeping or other legitimate business purposes.
Opening the Export #
VendorHearth generates reports in CSV format.
After downloading the file, open it using software such as:
- Microsoft Excel
- Google Sheets
- Apple Numbers
- LibreOffice Calc
You can then sort and filter the information without changing the records stored in VendorHearth.
Sorting Your Roster #
Once opened in a spreadsheet application, you may want to sort the roster by:
- Booth number
- Business name
- Vendor name
- Category
- Booth type
Choose the arrangement that is most useful for the people using the report.
For event-day staff, sorting by booth number may be particularly useful.
Create an Event-Day Backup #
Even if your team plans to use VendorHearth’s digital tools, consider keeping a roster available as a backup.
You may choose to:
- Print the roster
- Save the CSV to a laptop
- Save a spreadsheet copy to a staff device
This gives your team access to basic vendor information if internet service becomes unavailable.
Export After Major Changes #
Generate a new roster if significant changes occur after your previous export.
Examples include:
- Vendor cancellations
- Waitlist promotions
- Vendor transfers
- Late approvals
- Late payments
- Booth reassignments
An exported CSV is a snapshot. It does not automatically update when VendorHearth changes.
Protect Vendor Information #
Vendor exports may contain non-public contact information.
Do not publicly distribute a vendor roster simply because it can be exported.
Limit access to staff or other people who legitimately need the information.
Pay particular attention to:
- Email addresses
- Phone numbers
- Internal notes
- Application information
- Other private vendor data
Editing a CSV Does Not Update VendorHearth #
Changes made to an exported spreadsheet do not automatically change the original VendorHearth records.
For example, changing a booth number in Excel does not change the vendor’s booth assignment in VendorHearth.
If information needs to be corrected permanently, update the appropriate VendorHearth record.
Then generate a new export if needed.
Keep the Final Version Clearly Labeled #
If you generate several versions of an event roster, consider adding the export date to your saved filename.
This makes it easier for staff to identify the newest copy and avoid accidentally using outdated information.
Next Step #
Continue to Exporting Application and Category Reports to learn how VendorHearth can help you review application activity and vendor-category information outside of WordPress.
