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Vendor Application Status Guide Understanding application statuses, workflows, and actions Generated: January 23, 2026 Table of Contents 4 Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Who This Guide Is For . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Key Concepts 5 Application Status Overview 6 Understanding Each Status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Incomplete . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Applied . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Received . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Pre-approved . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Approved . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Resubmit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Declined . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Withdrawn 10 Typical Application Workflows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Simple Approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Formal Review Process . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Juried Market with Pre-approval . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Resubmission Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Decline Workflow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Withdrawal Workflow 12 Actions You Can Take . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Adding Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Document Requests 13 Automated Status Replies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 How Status Replies Work . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Setting Up Status Replies 14 Application Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Application Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Acceptance Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Payment Methods 15 Quick Reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Status Summary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Status Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Statuses Requiring Reasons Introduction When vendors apply to your market, their application moves through different statuses as it progresses from submission to final decision. Understanding these statuses helps you manage your application workflow effectively and communicate clearly with vendors. Who This Guide Is For  Market Managers - Learn how to review and process applications  Market Staff - Understand what each status means for vendors  Vendors - Know what to expect during the application process Key Concepts Each vendor application has a status that indicates where it is in your review process. Markets can take actions on applications to move them between statuses. Vendors see their status and can respond to requests from your market. Application Status Overview Marketspread uses eight application statuses to track where each vendor application is in your review process: Status What It Means Who Controls It Incomplete Vendor started but hasn't submitted Vendor Applied Vendor submitted, awaiting your review Vendor Received You acknowledged receipt of application Market Pre-approved Provisionally accepted, pending final approval Market Approved Fully accepted into your market Market Resubmit You requested changes or more information Market Declined Application was not accepted Market Withdrawn Application was withdrawn Either Tip: Most markets use Applied → Received → Approved or Applied → Approved as their primary workflow. The other statuses handle special situations. Understanding Each Status Incomplete The vendor has started filling out your application but has not yet submitted it. They may still be gathering required documents, photos, or answering questions. Visible to Vendor Yes - they see it on their dashboard Vendor Can Edit Yes - they can continue working on it Market Action Needed No - wait for vendor to submit Fees Collected No - application fees are collected on submit What you can do: You can send reminder emails to vendors with incomplete applications to encourage them to complete and submit. Applied The vendor has completed and submitted their application. Application fees (if any) have been collected. The application is now in your inbox waiting for review. Visible to Vendor Yes - status shows 'Applied' Vendor Can Edit No - they must wait for your response Market Action Needed Yes - review and take action Fees Collected Yes - application fees charged at submit What you can do: Review the application, then choose to mark it Received, Pre-approve, Approve, Request Resubmission, or Decline. Received You have acknowledged receiving the application. This optional status lets vendors know their application is in your queue and being considered. It's useful when you have a formal review process or committee. Visible to Vendor Yes - status shows 'Received' Vendor Can Edit No - still waiting for final decision Market Action Needed Yes - complete your review process Common Use High-volume markets with review committees When to use: Use Received when you want to acknowledge an application before making a final decision. Skip it if you approve or decline applications immediately. Pre-approved The vendor is provisionally accepted, but final approval is pending. This status is useful when you need to collect acceptance fees, verify insurance, or complete other requirements before full approval. Visible to Vendor Yes - status shows 'Pre-approved' Vendor Can Edit No - waiting for final approval Acceptance Fees Collected when Pre-approved (if configured) Common Use Juried markets, insurance verification When to use: Use Pre-approved when you want to give vendors a positive signal while still requiring additional steps. For example, if you jury vendors before checking their insurance documents. Approved The vendor is fully accepted into your market. They can now be assigned to events, added to the scheduler, and participate in your market. This is the final positive outcome for an application. Visible to Vendor Yes - status shows 'Approved' Vendor Can Edit Limited - depends on your settings Scheduler Access Yes - vendor can be assigned booths Acceptance Fees Collected if not already (from Pre-approved) After approval: Vendors appear on your vendor list and can be assigned to events. If you use seasons, they're linked to the season associated with this application. Resubmit You've reviewed the application and are requesting the vendor make changes or provide additional information. The vendor is notified and can edit their application to address your feedback. Visible to Vendor Yes - shows 'Resubmit Requested' Vendor Can Edit Yes - they can update and resubmit Reason Required Yes - you must explain what's needed After Resubmit Application returns to 'Applied' status Common reasons: Incomplete product list, missing photos, unclear vendor type selection, missing required documents, or needing clarification on application answers. Declined The application was not accepted. The vendor is notified of this decision. While final, you can still change a declined application to approved later if circumstances change. Visible to Vendor Yes - status shows 'Declined' Vendor Can Edit No - application is closed Reason Required Yes - you must provide a reason Reversible Yes - you can approve later if needed Best practice: Always provide a clear, professional reason for declining. This helps vendors understand the decision and whether they might qualify in the future. Withdrawn The application has been withdrawn. This can happen because the vendor withdrew their own application, or because the market withdrew an approved vendor. A reason is required to document why. Visible to Vendor Yes - status shows 'Withdrawn' Who Can Withdraw Both vendor and market Reason Required Yes - must document why Reversible Yes - can be moved back to active status Common uses: Vendor changed their mind, vendor moved away, market removed vendor due to policy violation, or season ended without the vendor participating. Typical Application Workflows Here are the most common paths applications take through your review process: Simple Approval For markets that approve vendors quickly without a formal review process: Incomplete → Applied → Approved  Vendor starts application (Incomplete)  Vendor submits application (Applied)  Market reviews and approves immediately (Approved) Formal Review Process For markets with review committees or formal evaluation processes: Incomplete → Applied → Received → Approved  Vendor starts application (Incomplete)  Vendor submits application (Applied)  Market acknowledges receipt (Received) - vendor knows you have it  Committee reviews and approves (Approved) Juried Market with Pre-approval For juried markets that jury first, then verify documents: Incomplete → Applied → Pre-approved → Approved  Vendor submits application with photos (Applied)  Jury reviews and accepts vendor (Pre-approved)  Staff verifies insurance and documents (Approved) Resubmission Workflow When you need the vendor to make changes before approval: Applied → Resubmit → Applied → Approved  Vendor submits application (Applied)  Market requests changes - provides reason (Resubmit)  Vendor updates and resubmits (Applied again)  Market reviews and approves (Approved) Decline Workflow When an application doesn't meet your requirements: Applied → Declined  Vendor submits application (Applied)  Market reviews and determines vendor doesn't qualify (Declined)  Reason is provided to vendor Withdrawal Workflow When a vendor or market needs to end the relationship: Approved → Withdrawn  Vendor is approved and active (Approved)  Vendor or market withdraws - provides reason (Withdrawn)  Vendor no longer participates Actions You Can Take Here are the actions available to market staff when managing applications: Action What It Does When to Use Mark Received Acknowledges you have the application After reviewing, before deciding Pre-approve Provisionally accepts the vendor After jury, before final checks Approve Fully accepts the vendor When ready to add to market Request Resubmit Asks vendor to make changes When application needs updates Decline Rejects the application When vendor doesn't qualify Withdraw Removes an approved vendor When ending the relationship Adding Comments You can add comments to any application to communicate with the vendor or leave internal notes for your team. Comments appear in the application's activity log and can be marked as read by either party. Document Requests Even after submission, you can request additional documents from vendors. The vendor will be notified and can upload the requested files. This is useful for insurance certificates, certifications, or other documents that may expire or need updating. Automated Status Replies Marketspread can automatically send customized email responses when application statuses change. This ensures vendors receive prompt, consistent communication without manual effort. How Status Replies Work  Create templates for each status (Applied, Received, Approved, etc.)  When you change an application's status, the matching email is sent  Templates can include merge fields for vendor name, market name, etc.  Different templates can be set for different vendor types Setting Up Status Replies Configure your status reply templates in your market settings under the Applications section. You can create replies for: Status Typical Message Content Applied Thank you for applying, we'll review soon Received We've received your application and are reviewing Pre-approved Congratulations! You're provisionally accepted Approved Welcome to our market! Here's what's next Resubmit We need some changes (reason included) Declined Unfortunately we cannot accept at this time Withdrawn Your application has been withdrawn Application Fees You can collect fees at two points in the application process: when vendors submit their application, and when they're approved. Application Fees Charged when: Vendor submits their application (moves to Applied)  Covers the cost of reviewing applications  Typically non-refundable  Can be different amounts for different vendor types Acceptance Fees Charged when: Vendor is Pre-approved or Approved  Charged once when first accepted (Pre-approved or Approved)  Commonly used for membership fees or season passes  If Pre-approved first, fee is collected then (not again at Approved) Payment Methods Method When It's Used Credit Card Charged immediately at submission/approval Invoice Invoice sent for later payment Manual Payment handled outside the system Quick Reference Status Summary Status Meaning Vendor Can Edit? In Review? Incomplete Not yet submitted Yes No Applied Submitted, awaiting review No Yes Received Acknowledged by market No Yes Pre-approved Provisionally accepted No Yes Approved Fully accepted Limited No Resubmit Changes requested Yes Yes Declined Not accepted No No Withdrawn Removed from process No No Status Transitions From Applied, you can:  Mark Received - acknowledge the application  Pre-approve - provisionally accept  Approve - fully accept  Request Resubmit - ask for changes  Decline - reject the application From Resubmit, the vendor can:  Resubmit - returns to Applied status From Approved, you can:  Request Resubmit - ask for updates (rare)  Withdraw - remove from market Statuses Requiring Reasons These statuses require you to provide an explanation to the vendor:  Resubmit - What changes or information is needed  Declined - Why the application wasn't accepted  Withdrawn - Why the vendor was removed