Vendor Status Definitions
Every vendor in VIVE has a status that shows where they stand in the registration and approval process. Use this guide to understand what each status means, whether any action is needed, and what happens next.
Quick Reference
| Status | What it means | Action needed | What happens next |
|---|---|---|---|
| Registering | Registration started, not yet complete | Vendor completes remaining steps | Moves to Inactive after 4 months if not completed |
| Awaiting Payment | Registration complete, fee unpaid | Vendor pays annual fee | Moves to Inactive after 4 months if not completed |
| Registered | Registration and payment complete | None - VIVE begins outreach | Moves to Reviewing |
| Reviewing | Active compliance review | Vendor/agent may need to supply documents | Approved or Suspended within 30 days |
| Approved | Fully vetted and eligible | None - monitored for insurance expiration | Renewing (at annual renewal) |
| Site Conditional | Approved to work only at the specific association(s) listed under the Sites tab of their profile. | Vendor may resubmit documents to be approved for all sites | Renewing (at annual renewal) or Re-evaluated on resubmission |
| Suspended | Did not meet compliance requirements | Vendor may resubmit documentation | Re-evaluated on resubmission |
| Renewing | Annual renewal payment submitted | None - VIVE reviews updated info | New status assigned after review |
| Inactive | Registration lapsed or deactivated | Vendor must re-register, if applicable | — |
Registering
What it means: The vendor has started the VIVE registration process but hasn't completed all required steps.
Vendor action: Complete the remaining registration steps. VIVE sends automated reminders in the meantime.
What happens next: No compliance review is performed while in this status. If registration isn't finished within four months, the vendor moves to Inactive.
Awaiting Payment
What it means: The vendor has completed every registration step except paying the annual registration fee.
Vendor action: Submit payment. As with Registering, VIVE sends email reminders and does not begin vetting at this stage.
What happens next: If payment isn't received within four months, the vendor moves to Inactive.
Registered
What it means: The vendor has completed registration and payment.
Vendor action: None required yet.
What happens next: VIVE begins its review process, including outreach to the vendor's insurance agent for a Certificate of Insurance (COI). This status is transitional. The vendor will soon move to Reviewing.
Reviewing
What it means: The vendor is under active review by VIVE.
Vendor action: Vendor and insurance agent may be asked to provide documentation.
What happens next: Vendors can stay in this status for up to 30 days. If all requirements are met, the vendor is Approved; if not, the vendor may be Suspended.
Approved
What it means: The vendor has passed all VIVE and client-specific compliance requirements and is eligible and vetted.
Vendor action: Keep insurance coverage current.
What happens next: VIVE continues to monitor for insurance expiration and requests updated COIs as needed.
Site Conditional
What it means: The vendor has been fully evaluated again the client-specific compliance requirements and is eligible to work on a limited number of sites.
Vendor action: Keep insurance coverage current. Submit updated documentation to be re-evaluated for approval for all sites.
What happens next: VIVE continues to monitor for insurance expiration and requests updated COIs as needed.
Suspended
What it means: The vendor did not meet compliance standards within the allowed timeframe.
Vendor action: Submit updated documentation if the vendor wants to be re-evaluated.
What happens next: VIVE generally does not initiate further communication at this stage, but will review new documentation if submitted.
Renewing
What it means: The vendor was previously Approved and has submitted payment for annual renewal.
Vendor action: None required unless VIVE requests updated information.
What happens next: VIVE reviews updated business information, licensing, and ownership details, if applicable, before assigning a new status. Renewing vendors remain eligible for work on client properties during this review.
Inactive
What it means: The vendor's registration has lapsed for one of these reasons:
- Registration wasn't completed within 4 months
- The vendor remained in a non-verified status for more than 120 days
- The vendor requested deactivation
Vendor action: Re-register if the vendor wishes to be considered again.
What happens next: No compliance checks or reminders are issued while in this status.
Understanding vendor status types in VIVE is essential for tracking where a vendor is in the registration and approval process. Each status defines the current standing of the vendor and what actions, if any, are required.
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
- Email: support@getvived.com