Overview
VIVE assigns each vendor a status based on their position in the registration and compliance process, from initial registration through full approval or suspension. Statuses let your team see at a glance where a vendor stands and whether they're cleared to work.
Some vendors also display a Sub Status, a secondary label layered on top of the primary status. A vendor's status tells you where a vendor is in the process; the Sub Status tells you why. Sub Statuses update automatically as account activity changes, so you don't need to open a vendor's full record to understand what's happening.
Note: The Approved to Work column below indicates whether vendors in a given status are permitted to perform work on your properties. Always confirm a vendor's current status before allowing them on site.
Vendor Status Definitions
| Status | Definition | Approved to Work |
|---|---|---|
| Non-Verified (Admin only) | A temporary status for vendors who still need to register with VIVE. Their information was uploaded by the VIVE implementation team or a client admin. Vendors stay in this status for up to four months before moving to Inactive. If an email is on file, VIVE sends automated registration requests. | No |
| Registering | The vendor has started but not finished registration. VIVE sends automated reminders to prompt completion. Because company information isn't fully entered yet, VIVE does not vet vendors in this status. | No |
| Awaiting Payment | The vendor has completed every registration step except paying the annual registration fee. Automated reminders continue until payment is made. VIVE does not vet vendors in this status. | No |
| Registered | The vendor has finished registration. VIVE begins its review within the hour and moves the vendor to the Reviewing status. VIVE also emails the vendor and their insurance agent to request a Certificate of Insurance (COI). | No |
| Reviewing | VIVE is actively evaluating the vendor's information and working with the vendor and their insurance agent to obtain and validate COIs. The vendor has up to 30 days to resolve outstanding requirements. Vendors who meet all compliance requirements move to Approved; those who don't move to Suspended. | No |
| Approved | The vendor has passed all client requirements and is fully vetted. VIVE proactively requests updated COIs as expiration dates approach. | Yes |
| Site Conditional | The vendor didn't meet one or more compliance requirements but received a waiver for those fail points. They're approved to work only at the specific locations listed under the Sites tab of their profile. | Conditional |
| Renewing | A previously Approved vendor has paid their annual renewal fee. VIVE reviews the vendor's business information, licenses, and owner information, if applicable, before re-approving or suspending them. The vendor can continue working during this review, since they were previously approved. | Yes |
| Suspended | The vendor failed to meet client requirements. VIVE stops proactive outreach, but will review any updated documentation the vendor submits for possible reinstatement. | No |
| Inactive | The vendor didn't complete registration within four months, stayed Non-Verified for more than 120 days, requested inactivation, or was inactivated at the client's request. VIVE does not vet vendors in this status. | No |
| Compliance Exempt | The vendor is excluded from VIVE's vetting process entirely. These vendors are added and maintained solely by the client. | Yes |
| Business Verified (Admin only) | Applies only to clients using VIVE's Business Verification package. The client uploads vendor information and manages the review of results. If an email is included, the vendor is also invited to register as a traditional vendor. | No |
Note: Statuses marked (Admin only) are visible only to users in the Admin permission group. Standard client users won't see vendors in these statuses.
Vendor Sub Status Definitions
Sub Statuses are system-generated and update automatically based on account activity. They can't be set manually. To clear one, the underlying issue needs to be resolved (for example, the vendor submits updated insurance or completes a renewal).
| Sub Status | Definition |
|---|---|
| Waived Findings | One or more compliance requirements have been manually waived, allowing the vendor to remain active despite the outstanding item. |
| No Renewal | The vendor is past due on their required renewal payment. |
| Expired Insurance | The insurance certificate on file has passed its expiration date and hasn't been updated. |
| Never Paid | The vendor was set up but has never made a payment toward their account fees. |
| Fee Waived No Renewal | The vendor has a fee waiver on their account but didn't renew or update their information when renewal was due. |
| Cancelled Insurance | The vendor's insurance agent notified VIVE that the policy was canceled, and the vendor no longer has active coverage on file. |
A vendor displays whichever Sub Status best reflects the most relevant condition on their account at a given time.
How Statuses Progress
Standard registration: Non-Verified or Registering → Awaiting Payment → Registered → Reviewing → Approved or Suspended
Annual renewal: Approved → Renewing → Approved or Suspended
Vendors who don't complete registration within the required timeframe move to Inactive.
Frequently Asked Questions
What happens if a vendor is Suspended? Suspended vendors aren't approved to work on your properties. VIVE stops proactive outreach, but will review any documentation the vendor submits. If they meet all requirements, they can be moved back to Approved.
What happens if a vendor is Site Conditional? Site Conditional vendors are approved to work only at specific locations. Check the Sites tab on the vendor's profile to confirm they're eligible before scheduling work.
Can an Approved vendor perform any work? Approved vendors are approved only for the specific trades listed on their account. Review those trades before scheduling work to confirm eligibility. VIVE also applies a two-week grace period on insurance expiration: a vendor stays Approved for two weeks after their insurance expires, giving their agent time to submit an updated policy for VIVE's review. You're responsible for confirming a vendor's insurance is active before scheduling work and that it won't expire mid-project.
What's the difference between Suspended and Inactive? Suspended vendors went through the review process and failed to meet compliance requirements. Inactive vendors either didn't complete registration in time or were inactivated by request. Neither status is approved to work.
Can a vendor have more than one Sub Status? No. A vendor displays whichever Sub Status best represents the most relevant condition on their account at that time.
Can a Sub Status be changed manually? No. Sub Statuses are driven entirely by account data and activity. Resolving the underlying issue, like submitting updated insurance or completing a renewal, clears the Sub Status automatically.
Who can see Non-Verified and Business Verified statuses? Only users in the Admin permission group. Standard client users won't see vendors in these statuses.
Need More Help?
For further assistance, contact VIVE's customer service:
Available 9:00 am - 6:00 pm Monday - Friday EST
- Online chat under the "Help" icon
- Phone: 844-476-8038
- Email: support@getvived.com