Overview
VIVE assigns a status to every vendor based on where they are in the registration and compliance process. These statuses help clients track vendors at each stage — from initial registration all the way through to full approval or suspension.
In addition to the primary status, vendors may also display a Sub Status — a secondary label that provides more detail about why a vendor is in their current status. Sub Statuses are designed to give you a quick, at-a-glance understanding of what is happening on a vendor's account without needing to dig into the full record.
Understanding both statuses will help your team quickly identify where a vendor stands, whether they are approved to perform work, and what next steps may be needed.
Note: The "Approved to Work" column indicates whether vendors in a given status are permitted to perform work on your properties. Always verify a vendor's status before allowing them on site.
Vendor Status Definitions
| Status | Definition | Approved to Work |
|---|---|---|
| Non-Verified (Admin Only) | A temporary status for new or existing vendors who need to register with VIVE. Their information was uploaded by the VIVE implementation team or a client admin. Vendors remain in Non-Verified status for four months before being moved to Inactive. If an email address is on file, automated emails are sent requesting registration. | No |
| Registering | The vendor has started but not yet completed the registration process. Automated reminder emails are sent to prompt them to finish. VIVE does not vet vendors in this status, as not all company information has been entered. | No |
| Awaiting Payment | The vendor has completed all registration steps except payment of the annual registration fee. Automated reminders are sent to prompt them to complete registration. | No |
| Registered | The vendor has completed VIVE registration. VIVE will begin the review process within an hour and the account will move to Reviewing status. VIVE also sends emails to the vendor and their insurance agent requesting a Certificate of Insurance (COI). | No |
| Reviewing | VIVE is actively evaluating the vendor's submitted information and working with the vendor and their insurance agent to obtain and validate Certificates of Insurance (COIs). Vendors have up to 30 days to address any outstanding requirements. Vendors who meet all requirements will move to Approved; those who do not within 30 days will move to Suspended. | No |
| Approved | The vendor has passed all client requirements and is fully vetted. VIVE will proactively request and review updated COIs as expiration dates approach. | Yes |
| Site Conditional | The vendor did not meet one or more compliance requirements but received a board waiver to waive one or more fail-points. They are approved to perform work only at the specific association(s) listed under the Sites tab of their profile. | Conditional |
| Renewing | The vendor was previously Approved and has completed their annual renewal payment. VIVE reviews the vendor's business information — and if applicable, owner information and licenses — before determining whether to re-approve or suspend the vendor. Vendors in Renewing status may continue working, as 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 potential reinstatement. | No |
| Inactive | The vendor did not complete registration within four months, remained Non-Verified for more than 120 days, requested inactivation, or was inactivated at the client's request. VIVE does not vet vendors in Inactive status. | No |
| Compliance Exempt | Vendors marked as Compliance Exempt are excluded from VIVE's vetting process. They 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 business verification results. If an email address is included, the vendor is invited to register as a traditional vendor. | No |
Note: Statuses marked as "Admin Only" are visible to Admin permission groups only and are not visible to standard client users.
Vendor Sub Status Definitions
A Sub Status is a secondary label that works alongside a vendor's primary status to provide additional context about their account at a glance. While the primary status tells you where a vendor is in the process, the Sub Status tells you why.
Sub Statuses are system-generated and update automatically as changes occur on the vendor's account.
| Sub Status | Definition |
|---|---|
| Waived Findings | The vendor has a waived requirement on their account. One or more compliance items have been manually waived, allowing the vendor to remain active despite the outstanding requirement. |
| No Renewal | The vendor failed to pay their renewal fees. Their account has not been renewed and is past due on the required renewal payment. |
| Expired Insurance | The vendor has expired insurance on file. The insurance certificate on their account has passed its expiration date and has not been updated with a current policy. |
| Never Paid | The vendor never paid for their account. The vendor was set up but has not made any payment toward their account fees since registration. |
| Fee Waived No Renewal | The vendor has a fee waiver applied to their account; however, they did not renew or update their information when renewal was due. |
| Cancelled Insurance | The vendor's insurance agent sent a cancellation notice indicating that the vendor's insurance policy has been cancelled. The vendor no longer has active coverage on file. |
Note: Sub Statuses are driven by data and activity on the vendor's account. To resolve a Sub Status, the underlying issue will need to be addressed — for example, a vendor submitting updated insurance or completing their renewal.
How Statuses Progress
A vendor will typically move through the following statuses during a standard registration:
- Non-Verified or Registering → Awaiting Payment → Registered → Reviewing → Approved or Suspended
Vendors who are already Approved will move through the following at renewal:
- Approved → Renewing → Approved or Suspended
Vendors who do not complete registration within the required timeframe will move to Inactive.
Frequently Asked Questions
Can a vendor's status change automatically?
Yes. VIVE updates vendor statuses automatically based on their activity, compliance data, and registration progress. For example, a vendor who completes registration will move from Registering to Reviewing without any manual action needed.
What happens if a vendor is Suspended?
Suspended vendors are not approved to perform work on your properties. VIVE will stop proactive outreach to the vendor but will review any updated documentation they submit. If the vendor meets all requirements, their status can be updated to Approved.
What is the difference between Suspended and Inactive?
Suspended vendors failed to meet compliance requirements after going through the review process. Inactive vendors did not complete registration within the required timeframe or were inactivated by request. Neither status is approved to perform work.
Can a vendor have more than one Sub Status?
A vendor will reflect the Sub Status that best represents the most relevant condition on their account at a given time.
Can a Sub Status be manually changed?
Sub Statuses are driven by the data and activity on the vendor's account. To resolve a Sub Status, the underlying issue will need to be addressed — for example, the vendor submitting updated insurance or completing their renewal.
Who can see Non-Verified and Business Verified statuses?
These statuses are only visible to users in the Admin permission group. Standard client users will not 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