03. Documents and compliance
Every vendor document, tracked. Every expiration, caught before it matters.
Insurance certificates, health permits, resale licenses, food handler cards: every document lives in one place with a full metadata record and expiration tracking. Vendors get nudged before anything lapses. You get an alert dashboard that shows what is expiring in the next 30 days. Across active VIBEPro markets, 365 documents are tracked today.
What it does
Here is what happens when a real weekly market uses Insurance and permits, never expired.
Per-vendor document library
Every document a vendor uploads lives on their profile, viewable in-browser without downloading. Full history of every version uploaded.
Configurable document types
Define which document types your market requires (insurance, health permit, resale license, food handler card) and which fields each needs (expiration date, certificate number, issuing county).
Expiration countdown and alerts
The dashboard shows every document expiring within 30 days, color-coded by urgency. Red/yellow/green so you know at a glance what needs attention this week.
Automatic vendor reminders
Vendors are notified before their documents lapse, not after. The reminder cadence is configurable. You stop being the one who sends the expiration emails manually.
AI-assisted document review
An optional AI layer reads the uploaded document, extracts key fields (coverage amounts, expiration, named insured), and flags whether it meets your requirements. You still make the final call.
Manual approval workflow
Review, approve, or reject each document with a click and optional reviewer notes. Full audit trail of who reviewed what and when.
Why it matters
The operational reality behind Insurance and permits, never expired.
A lapsed insurance certificate is not just a compliance problem. It is a liability conversation with your venue, a tense exchange with a vendor who did not know their cert expired, and a judgment call about whether they set up anyway. Most market managers find out about expirations after the fact, because they are not running a document-management system. VIBEPro is.
With 365 documents tracked across active markets, the document system is not a nice-to-have: it is the part of VIBEPro that protects you from the thing you would never see coming.
Related features
Features that work alongside Insurance and permits, never expired.
01. Vendor self-serve
A branded portal your vendors actually use
Vendors apply, confirm dates, pay invoices, and upload documents on your own market subdomain. No more chasing people down by email.
Learn more →04. Vendor messaging
One message to every vendor attending this Saturday
46,673 messages sent at 99.4% delivery across 57 market days. Send to all vendors, a type, or just one. Email or in-app. Track who saw what.
Learn more →02. Space assignments
A real map. Drag and drop.
Live visual booth map with drag-and-drop assignment, conflict detection, and reusable layouts. 11,547 space requests handled without a spreadsheet.
Learn more →Get started
Ready to make your market run smoother?
Tell us about your market, how many vendors, how often you run, what's working and what isn't. We'll show you how VIBEPro fits. No pressure, no hard sell.
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