Vendor pipeline
The vendor pipeline gives you a clear view of where every vendor stands for each of your events. From the moment you add a vendor to an event, they move through a series of stages that reflect the real-world booking process -- from initial contact all the way to being fully set up for event day.
Pipeline Stages
Every vendor assigned to an event moves through these six main stages:
Lead
Initial contact. The vendor has been added to the event, but no action has been taken yet.
Waitlist
The vendor is on a waiting list for the event. They will be moved to Offer when a spot opens up.
Offer
You have presented the vendor with an offer and their portal link has been shared.
Paid
The vendor has completed their payment through Stripe.
Onboarding Sent
An onboarding form has been sent to the vendor to collect additional details.
Onboarding Complete
The vendor has completed onboarding and is fully set up for the event.
Terminal Stages
In addition to the main pipeline, vendors can be moved to these terminal stages:
Rejected
The vendor has been declined or removed from the event.
Archived
The vendor relationship has been archived for record-keeping.
Vendors in terminal stages are hidden from the default pipeline view but can still be found using the stage filter.
How Stages Work
Tracked per event
Pipeline stages are tracked independently for each event. A single vendor can be at different stages across different events. For example, the same vendor might be Paid for your summer market and still a Lead for your fall event.
This means you always have an accurate picture of where things stand for each event, even if a vendor participates in several.
Automatic transitions
Some stage changes happen automatically when you or the vendor takes an action:
Creating an offer for a vendor moves them to Offer and sends them a portal link (if the offer email is enabled)
Vendor completes payment through Stripe moves them to Paid and sends a payment confirmation (if enabled)
Approving an application can auto-create a company, link them to the event, and generate an offer if a product was selected
Email notifications at each stage
Automatic emails are sent at certain stage transitions. You can control these per event in your event settings:
Lead to Waitlist: Waitlist notification (if enabled)
Lead/Waitlist to Offer: Offer email with portal link
Offer to Paid: Payment confirmation email
Application approved: Approval notification
Application declined: Decline notification
Manual transitions
You can also change a vendor's stage manually at any time. This is useful when:
A vendor confirms participation over the phone or email and you want to move them to Offer
You need to move a vendor back to an earlier stage
A vendor pays outside of Stripe and you want to mark them as Paid manually
You need to reject or archive a vendor
To change a stage manually, click on a vendor row to open the quick panel, then use the stage selector.
Pipeline View
The Vendors page offers three view modes:
By Event -- Vendors grouped under each event with stage, booth, and payment details
Full List -- All vendors in a flat list with expandable event rows
Pipeline -- A drag-and-drop Kanban board where you can move vendors between stages by dragging their cards
The Pipeline view shows all six main stages as columns. Drag a vendor card from one column to another to change their stage. Vendors in terminal stages (Rejected, Archived) are excluded from the Kanban board.
Using the Pipeline to Stay Organized
The pipeline is designed to help you see your entire vendor operation at a glance. Here are a few ways to get the most out of it:
Filter your vendor list by stage to quickly see who still needs an offer, who hasn't paid yet, or who hasn't completed onboarding.
Use the Pipeline view to drag vendors between stages and manage your entire operation visually.
Check the pipeline before sending reminders. A quick look at who is still in Offer tells you exactly which vendors need a nudge to complete their payment.
Click any vendor row to open the quick panel with actions, form submission data, and stage controls.
Tip: Don't worry about moving vendors through every stage in order. If a vendor pays immediately after you add them, Vendor Space will jump them straight to Paid automatically. The pipeline reflects what actually happened, not a rigid checklist.
Pipeline at a Glance
Here is the typical flow a vendor follows from start to finish:
Not every vendor will pass through every stage. Some may skip Offer if you go straight to manual payment tracking, and some may not need onboarding at all. The pipeline adapts to however you run your events.
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