When a vendor submits an application, VendorHearth Pro gives organizers the tools needed to review the submission and determine what should happen next.
Applications should be reviewed before they are approved, declined, or moved into another status.
Accessing Applications #
From your WordPress Dashboard:
- Go to VendorHearth Pro → Applications.
- Locate the application you want to review.
- Open the application to view its details.
VendorHearth provides application management tools that allow you to work with submissions without needing to edit the underlying WordPress user account.
What Information Can Be Reviewed? #
The information available depends on your event and application configuration.
An application may include:
- Vendor name
- Business name
- Contact information
- Vendor category
- Product or service description
- Requested booth type
- Application responses
- Event information
- Current application status
- Payment information
- Related vendor information
Review the complete application before taking action.
Review the Vendor Category #
Check the category associated with the application.
VendorHearth tracks category availability separately from booth capacity, so a booth may still be available even when a particular category has reached its configured limit.
If your event uses category limits, review the current availability before approving the application.
Review the Requested Booth Type #
Confirm that the requested booth type is appropriate and still available.
Booth capacity and vendor category capacity are separate restrictions, so both may need to be considered during the review.
Approving an Application #
If the application is accepted, use the available approval action.
When payment is required, approval can move the application into the appropriate payment stage rather than immediately treating the vendor as fully paid and confirmed.
The payment workflow is covered in the Payments documentation.
Declining an Application #
If the application will not be accepted, use the decline action rather than deleting the application.
A declined status preserves the application record and provides a clearer history of what happened.
Requesting More Information #
Sometimes you may need additional information before making a decision.
VendorHearth includes Request More Information for this purpose.
Use this action when you need the vendor to clarify or provide additional details before you continue reviewing the application.
You can enter the message that should be sent to the vendor.
VendorHearth records the communication while keeping the application’s existing review status intact.
This means you do not need to approve, decline, or otherwise change the application simply because you have a question for the vendor.
Using the Waitlist #
If the vendor is otherwise acceptable but space or category availability is not currently available, the application can be placed on the waitlist when appropriate.
Waitlisted applications remain in VendorHearth and can be promoted later if capacity becomes available.
Review Payment Information Separately #
Do not assume that an approved application has been paid.
VendorHearth maintains payment information separately so you can distinguish between:
Approved and Awaiting Payment
and
Confirmed/Paid
This distinction is important when reviewing your final vendor roster.
Application Actions Are Recorded #
VendorHearth maintains activity information for administrative actions and communications.
This creates a more useful history than simply deleting applications when their status changes.
When possible, use the appropriate VendorHearth action so the application record accurately reflects what occurred.
Search and Filters #
As your application list grows, use the available application search, filtering, and pagination controls to locate the records you need.
These tools are especially useful when managing multiple events or a large number of applications.
Before Approving #
Before approving an application, verify the information relevant to your event, including:
- Correct event
- Vendor information
- Category
- Category availability
- Requested booth type
- Booth availability
- Application responses
- Any additional information you requested
Once the application has been reviewed, choose the VendorHearth action that accurately represents your decision.
Next Step #
Continue to Approving, Declining, and Cancelling Applications for a closer look at the primary application status actions available to organizers.
