> 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/vendor-portal/vendor-onboarding.md).

# Vendor onboarding

After a vendor completes their payment, the next step is collecting the details you need to prepare for the event. Vendor Space's onboarding flow handles this automatically, so you do not have to chase vendors for information over email.

***

## How Onboarding Works

Here is the full flow from payment to completion:

1. **Vendor pays.** The vendor completes their booth payment through the vendor portal.
2. **Onboarding email is sent automatically.** As soon as payment succeeds, the vendor receives an email with a link to their onboarding form. No manual action is required from you.
3. **Pipeline stage updates to Onboarding Sent.** The vendor's stage moves automatically so you can track who has been contacted.
4. **Vendor fills out the form.** They provide the information you have configured (setup needs, insurance, business details, etc.).
5. **Stage updates to Onboarding Complete.** Once the form is submitted, the pipeline stage advances automatically and you receive a notification.

***

## Automatic Onboarding

When a vendor completes payment, Vendor Space automatically:

1. Generates a unique onboarding token for the vendor.
2. Sends an onboarding email with a direct link to their form.
3. Transitions the vendor's pipeline stage to **Onboarding Sent**.
4. Notifies you once the vendor submits the form.

This means you do not need to manually send onboarding forms after payment. The entire flow is hands-free.

> **Tip:** You can disable the automatic onboarding email per event in your event's **Email Notifications** settings. If disabled, the portal link is still generated -- you just need to share it manually.

## Manual Onboarding

If you need to resend or manually trigger onboarding:

1. Go to **Vendors** in the sidebar.
2. Click on the vendor who has completed payment.
3. Click **Send Onboarding Form** from their profile actions.
4. The vendor receives an email with a direct link to the form.

***

## What the Onboarding Form Collects

The onboarding form can be customized to match your event's requirements. Common fields include:

| Category                 | Example Fields                                             |
| ------------------------ | ---------------------------------------------------------- |
| **Business Information** | Business name, contact person, phone number                |
| **Setup Requirements**   | Electricity needed, table/tent preferences, vehicle access |
| **Insurance**            | Certificate of insurance upload                            |
| **Permits and Licenses** | Food handler permit, business license                      |
| **Special Requests**     | Accessibility needs, neighbor preferences, early setup     |

> **Tip:** Keep your onboarding form as short as possible. Only ask for information you truly need. Shorter forms get completed faster.

***

## Tracking Onboarding Progress

You can see which vendors have completed onboarding at a glance from the Vendors page. The pipeline stage tells you exactly where each vendor stands:

| Stage                   | Meaning                                                             |
| ----------------------- | ------------------------------------------------------------------- |
| **Paid**                | Payment received, onboarding form not yet sent or not yet completed |
| **Onboarding Sent**     | Form has been emailed to the vendor                                 |
| **Onboarding Complete** | Vendor has submitted all required information                       |

Use the filter bar on the Vendors page to quickly find vendors who are still in the onboarding stage and may need a follow-up.

***

## Following Up on Incomplete Onboarding

If a vendor has not completed their form after a few days, you have a couple of options:

* **Send a reminder.** Use the Onboarding Reminder feature (see [Payment Reminders](/docs/communication/payment-reminders.md)) to automatically nudge vendors who have not submitted their form.
* **Message them directly.** Open a conversation from their profile to ask if they need help.
* **Resend the form.** If the vendor says they lost the email, you can resend the onboarding link from their profile.

> **Tip:** Set up an automated onboarding reminder to send 3 days after the form is first sent. This catches most vendors who simply forgot, without requiring any manual follow-up from you.

***

## After Onboarding Is Complete

Once a vendor submits their onboarding form, their information is saved to their vendor profile. You can review their responses anytime by opening the vendor's detail view.

From here, you might want to:

* Review any uploaded documents (insurance, permits).
* Assign the vendor to a specific booth if you have not already.
* Add internal notes about their setup requirements for your event-day team.


---

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