VendorHearth Pro includes reporting and export tools that allow organizers to take information stored in VendorHearth and use it outside of WordPress.
Reports are especially useful for event preparation, recordkeeping, accounting, and creating backup information for event day.
What Can Be Exported? #
VendorHearth provides CSV reporting for several areas of the system, including:
- Vendor rosters
- Applications
- Vendor categories
- Vendor directory information
- Payments
- Season Passes
- Paid Add-On orders
Available information depends on the records stored in VendorHearth.
What Is a CSV File? #
VendorHearth reports are exported in CSV format.
CSV stands for Comma-Separated Values.
These files can be opened with common spreadsheet applications such as:
- Microsoft Excel
- Google Sheets
- Apple Numbers
- LibreOffice Calc
You can then sort, filter, print, or further organize the information.
Vendor Rosters #
Vendor roster exports are useful when preparing for an event.
Depending on the report, roster information can help you review participating vendors and prepare information needed by event staff.
A roster can also serve as a backup if internet access becomes unavailable during an event.
Application Reports #
Application information can be exported for additional review or recordkeeping.
This can be useful when you need to analyze application activity outside of VendorHearth or maintain an external event record.
Category Reports #
Category information can help organizers understand the types of vendors participating in an event.
These reports may be useful when reviewing:
- Category distribution
- Vendor mix
- Category capacity
- Event planning
Remember that category capacity and booth capacity are separate controls within VendorHearth.
Vendor Directory #
Vendor directory exports provide a convenient way to work with vendor information outside of WordPress.
This can be useful for internal records or other legitimate organizer workflows.
Vendor information should be handled responsibly and only shared with people who need access to it.
Payment Reports #
Payment exports can help organizers review payment records stored in VendorHearth.
These reports may include records associated with supported payment workflows as well as applicable manual or historical payment records.
VendorHearth payment reports should not be treated as a replacement for the official financial records provided by your payment processor or accounting system.
Season Pass Reports #
Season Pass reporting can help you review vendors who purchased or were assigned Season Pass participation.
This can be useful when checking:
- Season Pass holders
- Participation across included events
- Payment information
- Event assignments
Paid Add-On Reports #
If your organization uses VendorHearth’s Paid Add-On features, related order information can also be exported.
This can help when preparing items or services that vendors purchased in addition to their normal event participation.
Reports Do Not Change VendorHearth Data #
Exporting a report does not remove or modify the original records stored in VendorHearth.
The CSV file is a separate copy of the information available at the time the export was generated.
If VendorHearth records change later, an older CSV export will not automatically update.
Generate a new report when you need current information.
Protect Exported Vendor Information #
Reports may contain vendor contact or business information.
Store exported files appropriately and avoid sharing them publicly unless the information was specifically intended for public distribution.
Be especially careful with reports containing:
- Email addresses
- Phone numbers
- Payment information
- Internal application information
- Other non-public vendor data
Generate Reports Close to When You Need Them #
If you are preparing an event-day roster, generate the report after your vendor list is reasonably finalized.
Late payments, cancellations, waitlist promotions, and transfers can make an older report inaccurate.
For event-day use, consider generating a fresh export shortly before the event.
Reports as Event-Day Backups #
Even if you plan to use VendorHearth digitally during the event, keeping an exported roster available can be useful.
If your internet connection or website becomes temporarily unavailable, staff can still reference the exported information.
Next Step #
Continue to Exporting Vendor Rosters and Directories to learn how to prepare vendor information for event operations and external recordkeeping.
