> 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/vendors/vendor-pipeline.md).

# 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:

| Stage                   | What it means                                                                                    |
| ----------------------- | ------------------------------------------------------------------------------------------------ |
| **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:

| Stage        | What it means                                                 |
| ------------ | ------------------------------------------------------------- |
| **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| **Archived** | The vendor relationship has been archived for record-keeping.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](/docs/events/event-settings.md):

* **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:

```
Lead --> Waitlist --> Offer --> Paid --> Onboarding Sent --> Onboarding Complete
```

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.