> For the complete documentation index, see [llms.txt](https://vendorspace.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://vendorspace.gitbook.io/docs/operations/documents.md).

# Documents

Keep all your vendor-related documents organized and accessible in Vendor Space. Whether it is contracts, insurance certificates, or permits, you can upload, track, and manage everything from one central location.

***

## Uploading a Document

1. Navigate to the vendor's profile by clicking their name in the **Vendors** list.
2. Click the **Documents** tab.
3. Click **Upload Document**.
4. Select the file from your computer.
5. Choose the document type and fill in the details.
6. Click **Save**.

***

## Document Types

When uploading a document, select the type that best describes it:

| Type          | Common Use                                                           |
| ------------- | -------------------------------------------------------------------- |
| **Contract**  | Vendor agreements, booth rental contracts, terms and conditions      |
| **Rider**     | Technical riders, setup specifications, special requirements         |
| **Insurance** | Certificates of insurance, liability coverage proof                  |
| **Permit**    | Food handler permits, business licenses, health department approvals |
| **Other**     | Any document that does not fit the categories above                  |

***

## Document Statuses

Every document moves through a lifecycle so you can track exactly where things stand:

| Status      | Meaning                                                   |
| ----------- | --------------------------------------------------------- |
| **Draft**   | Document has been uploaded but not yet sent to the vendor |
| **Sent**    | Document has been delivered to the vendor for review      |
| **Viewed**  | Vendor has opened and viewed the document                 |
| **Signed**  | Vendor has signed or acknowledged the document            |
| **Expired** | Document has passed its expiration date and needs renewal |

***

## Linking Documents to Events and Vendors

Documents are always linked to a specific vendor. You can also associate them with an event, which is helpful when:

* A vendor participates in multiple events and needs separate contracts for each.
* You want to see all documents related to one event in a single view.
* You need to verify that every vendor for an event has submitted their required paperwork.

***

## Managing Documents

From the Documents tab on a vendor's profile, you can:

* **View** a document to see its contents and status history.
* **Update the status** as the document progresses through its lifecycle.
* **Download** a copy for your records.
* **Delete** a document if it was uploaded in error.

***

## Checking Document Completeness

To see which vendors are missing required documents:

1. Go to **Vendors** in the sidebar.
2. Use the filter bar to narrow by event.
3. Look at each vendor's document status indicators.

Vendors with incomplete documentation will be easy to spot, allowing you to follow up before it becomes a last-minute issue.

> **Tip:** Set up a Document Reminder (see [Payment Reminders](/docs/communication/payment-reminders.md)) to automatically notify vendors who have not submitted required documents. This saves you from having to send individual follow-up emails.

***

## Best Practices

* **Upload contracts early.** Send contracts as soon as a vendor is approved so there is plenty of time for review and signing.
* **Check expiration dates.** Insurance certificates and permits often have expiration dates. Make sure they are valid through your event date.
* **Use consistent naming.** Name your documents clearly (for example, "Summer Market 2025 - Vendor Contract") so they are easy to find later.
* **Keep records after the event.** Documents stay in Vendor Space even after the event ends, giving you a history you can reference for future events.