Most Season Pass issues in VendorHearth Pro involve payment status, event configuration, capacity, or an existing vendor assignment.
Before manually creating or changing records, review the Season Pass and the affected events.
Season Pass Was Paid but Events Were Not Assigned #
If a paid Season Pass holder does not appear in the expected events, first verify that VendorHearth recognizes the Season Pass as paid.
Then check:
- The correct events are included in the Season Pass.
- The events are properly configured.
- Event capacity is available.
- Appropriate booth availability exists.
- Vendor category limits have not been reached.
- The vendor does not already have a participation record for the event.
Resolve the underlying issue before manually creating another assignment.
Vendor Appears in Some Events but Not Others #
This can occur when VendorHearth is able to assign the vendor to some included events but encounters a restriction with another.
Review the missing event individually.
Check its:
- Capacity
- Booth configuration
- Category availability
- Category limits
- Existing vendor records
Do not assume that the entire Season Pass failed because one event could not accept the assignment.
Season Pass Shows as Unpaid #
Verify whether the payment actually occurred.
For a Square payment, check the transaction in Square and then review the corresponding VendorHearth payment information.
If Square shows the payment but VendorHearth does not reflect it correctly, review your Square webhook configuration.
Do not create another payment until you have verified what happened to the original transaction.
Vendor Was Added Twice #
If a Season Pass holder appears more than once in an event, determine whether one record was automatically created and another was manually added.
Avoid manually adding Season Pass holders until you have checked their existing event participation.
Duplicate records can affect:
- Capacity counts
- Vendor rosters
- Booth assignments
- Reports
- Event operations
Correct the duplicate rather than continuing to work with both records.
An Event Is Full #
A Season Pass does not automatically override event capacity.
If an included event is already at capacity, review the event before attempting to add the Season Pass holder manually.
You may need to resolve the capacity situation according to your organization’s policies.
A Vendor Category Is Full #
Category capacity is separate from overall event capacity.
An event can still have available booth space while a particular category has reached its limit.
If a Season Pass assignment encounters a category restriction, review the event’s category settings before changing the vendor record.
The Wrong Events Were Included #
If a Season Pass was configured with the wrong events, correct the Season Pass configuration carefully.
If vendors have already purchased the pass, review their existing event assignments before making significant changes.
Do not automatically delete existing participation records without first determining how those vendors are affected.
An Event Was Added After Vendors Purchased the Pass #
If you add an event to an existing Season Pass after vendors have already purchased it, review existing Season Pass holders.
Do not assume that a newly added event should automatically be included for every previous purchaser.
Your organization’s Season Pass terms should determine whether existing pass holders are entitled to the newly added event.
Vendor Cannot Attend One Included Event #
If a Season Pass holder withdraws from one event, handle the individual event participation according to your normal cancellation or withdrawal process.
You generally do not need to alter the vendor’s entire Season Pass simply because they cannot attend one event.
Vendor Cancels the Entire Season #
If a vendor withdraws from all events covered by the Season Pass, review:
- The Season Pass record.
- The original payment.
- Each included event assignment.
- Any booth assignments.
- Your organization’s cancellation and refund policies.
Refunds should be handled according to your organization’s policies and the payment processor used for the transaction.
Payment Was Received Outside Square #
If the Season Pass was legitimately paid outside the normal VendorHearth Square checkout, use the appropriate manual payment workflow.
Do not create a fake Square transaction.
The VendorHearth record should accurately reflect how the payment was received.
Before Manually Fixing an Assignment #
When something appears wrong with a Season Pass, use this order:
- Verify the correct vendor.
- Verify the Season Pass.
- Verify payment.
- Confirm the event is included.
- Check event capacity.
- Check booth availability.
- Check category availability and limits.
- Look for an existing participation record.
- Correct the underlying issue.
- Only create or modify records manually when necessary.
This helps prevent duplicate records and inaccurate event counts.
Next Step #
Continue to Agreements & Documents to learn how VendorHearth manages vendor agreements, required documents, acceptance records, uploads, expiration dates, and document review.
