Vendor Help

Your vendor dashboard,
made simple

A quick visual walkthrough of everything you can do from your dashboard — keeping your profile up to date, uploading your documents, booking market dates, and paying your invoices. Follow along with the screenshots below.

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Step 1

Logging in & your dashboard at a glance

Log in with your Vendor Reference ID and email — there’s no password to remember. You’ll land on your dashboard home, which is your base for everything.

  1. Log inEnter your Vendor Reference ID and email address, then click Access Dashboard. Those two details are all you need — there’s no separate password.
  2. Your name & Vendor Reference IDYour Vendor Reference ID (for example VND241547CF5B) is your login ID. You’ll need it together with your email every time you sign in.
  3. Complete your profileThe bar shows how complete your profile is. Aim for 100% — market managers and customers see this information.
  4. Your statsTotal bookings, confirmed bookings, total spent and your attendance rate, all in one row.
  5. Book a MarketStarts a new stall booking. You’ll find this button at the top right and again on the Upcoming Markets tab.
  6. The four tabsUpcoming Markets, My Documents, Booking History and Profile. Everything in this guide lives under one of these.
  7. What it looks like when you’re set upThe last screenshot shows a dashboard with everything filled in — a complete profile, verified documents and bookings on the board. That’s what you’re aiming for, and the rest of this guide walks you there.

Seeing “No upcoming bookings”? That just means you haven’t booked a date yet. Hit Book a Market to get started.

Step 2

Keeping your profile up to date

A complete profile builds trust and appears on the public sellers page. Open the Profile tab and work your way down.

  1. Profile photo / logoUpload a JPG or PNG at 800 × 600px (4:3) or square, under 500KB.
  2. Email & Vendor Reference IDYour login details. The Vendor Reference ID is read-only — you can’t change it, but you’ll use it to log in.
  3. Contact detailsFirst name, last name and phone. These are required.
  4. Business informationBusiness name, ABN, product category and a short description (40 words or less) that shows on the public sellers page.
  5. Price range & online presenceAdd your price range and links. Paste the full URL for your website and socials (starting https://) — not just your @handle.
  6. Emergency contactA name and phone number, required for market-day safety.
  7. Save ChangesNothing is saved until you click Save Changes at the bottom of the tab.

The Public liability insurance chip in your profile meter only turns green once you’ve uploaded a valid certificate and the market team has verified it — that’s the next section.

Good to know

Your free marketing — the public sellers list

Once you’ve paid for a market, your profile automatically appears on the public Caloundra Markets - Booking Platform website for that day. It’s promotion that runs itself — so a sharp profile is the easiest marketing you’ll do.

  1. Customers browse the marketsEvery upcoming market appears on the public site with its date, place and trading hours.
  2. They click View SellersThis opens the sellers directory for that day — shoppers can filter by category to find exactly what they’re after.
  3. Your listing appearsOnce you’ve paid for that market, your card shows here alongside every other confirmed seller — your logo, business name, category, description and links, all pulled straight from your profile.

This is why a complete profile pays off: a clear photo, a tidy 40-word description and working social links can turn a browser into a customer before market day. Update yours any time under the Profile tab.

Step 3

Uploading your documents

Upload the paperwork your stall type needs. Public liability insurance is required for everyone; food vendors also need their food certificates.

  1. Your document listEach row shows a document type and its status — Not Uploaded, pending, or verified.
  2. Choose the typePick from Public Liability, Food Licence, Food Handling, Food Safety, Business Licence, Blue Card, or Commercial Kitchen Details.
  3. Add the detailsEnter the document or policy number and the issuer.
  4. Set the expiry dateSo the system can remind you before it lapses.
  5. Attach the file & UploadChoose your file, then click Upload.

Uploaded documents are checked by the market team before they show as verified, so allow a little time. A verified public liability certificate is needed before some bookings are confirmed.

Step 4

Booking a market stall

Booking takes under a minute. Click Book a Market from your dashboard and follow the form top to bottom.

Prefer to watch? This runs through a booking from start to finish. The market name shown is a demonstration market used for training — your dashboard works exactly the same way.

  1. Select a marketChoose the market you’d like to trade at.
  2. Select a dateDates appear once you pick a market. A green “X spots available” banner confirms there’s room.
  3. Choose your sitePick your preferred site type and size. Prices update live and only sites that are still available are shown.
  4. Power & add-onsIf the market offers power, set your requirement here. Food and drink stalls usually need it.
  5. Promo codeHave a code? Enter it and click Apply.
  6. Check the summary & SubmitReview the market, date, site fee and GST-inclusive total, then click Submit Booking.

Availability changes in real time as other vendors book, so the site list may update while you’re deciding. Lock in popular dates early.

Step 5

When a date is full — the waitlist

If a date is sold out or not yet open for bookings, you’ll see a pink banner instead of the green one.

  1. Read the banner“This event is currently not open to bookings yet or sold out.”
  2. Join the waitlistClick Join the waitlist. The organiser will be in touch if a spot opens up.

Joining the waitlist doesn’t charge you — it simply puts you in line. You’ll be contacted directly if a site becomes available.

What the offer email looks like

When a spot opens and you’re next in line, this lands in your inbox — and the clock starts. (Example)

The offer is time-limited. You have a set number of hours (shown in the email) to book before it passes to the next vendor. If you can’t make it, decline promptly so someone else gets the chance.

Step 6

Paying for & managing your bookings

The Upcoming Markets tab lists your booked dates and what to do next. Below is a permanent (monthly) vendor’s view.

  1. Permanent booking summaryHold a regular monthly spot and all that month’s dates group under one banner, showing how many are still to pay.
  2. Pay all [month]Settle the whole month in one payment with this button — here, all of August at once.
  3. Awaiting paymentEach date shows its status. “Awaiting payment” means your site is held but not yet paid.
  4. Payment due dateA monthly invoice has one due date — every booking on it is due together.
  5. Amount & booking referenceThe site fee and each booking’s reference number (starting BK) for your records.
  6. Contact the coordinatorPermanent bookings are changed or cancelled by the coordinator, not from the dashboard.

Booking casually (date by date) instead? Each booking shows one of these:

  • Awaiting payment Pay NowYour site is held but not yet paid. Clicking Pay Now opens a secure Stripe payment page where you can pay by card. Your booking confirms itself the moment the payment clears.
  • Deposit paid Pay RemainingA part-payment is recorded. Click Pay Remaining to clear the balance through the same secure Stripe page.
  • Confirmed & paid You’re all setNothing more to do. Use View Invoice for your receipt.

Paying is handled by Stripe. Pay Now opens a secure Stripe payment page to enter your card details. Stripe is one of the world’s largest payment providers — your card details go straight to them and are never seen or stored by the market or by TEKRAM. You’ll get a receipt by email, and your tax invoice appears in your dashboard straight away.

Paid and confirmed looks like the second screenshot above. The status turns green, your booking reference is shown, and a View Invoice button appears. Once you see that, your site is locked in and there’s nothing further to do before market day.

Permanent vs casual: casual means you book each date as you go and pay per booking. Permanent means a standing monthly spot with a pre-held site and a permanent rate, paid as one monthly invoice. Cancelling a permanent booking moves you back to casual rates and releases your held site.

Need to cancel? You can cancel an unpaid casual booking yourself with Cancel Booking. For paid or permanent bookings, contact the market coordinator — cancellation terms apply.

Step 7

Your booking history & invoices

The Booking History tab is your complete record of every stall you’ve booked.

  1. Every bookingPast and present, each with the market name and date.
  2. Status tagsConfirmed and Paid show at a glance so you always know where each one stands.
  3. Reference number & amountHandy for your own records and any enquiries.
  4. View InvoiceOpen or download the tax invoice for any paid booking.
  5. Your tax invoiceShown in the second screenshot. It’s a proper GST tax invoice with the market and date, the site fee, the GST component stated separately and the total paid. Any discount or promo code appears as its own line.

Every paid booking has an invoice here — keep them for your BAS and tax records. Use the print option in your browser to save one as a PDF.

Troubleshooting

Common questions

Quick fixes for the things vendors ask about most.

Log in with your email plus your Vendor Reference ID (it starts with VND…). You’ll find your Vendor Reference ID on your dashboard home and in the Profile tab. Check for typos and that Caps Lock is off.
Uploading is only step one — the market team then reviews and verifies the certificate before the status changes. If it’s been more than a few days, contact the coordinator using the button below.
Join the waitlist on that date. If a site opens up, the organiser will contact you directly. Joining doesn’t charge you anything.
Payments can take a moment to confirm. Refresh the page first. If it still hasn’t updated, contact the coordinator and quote your booking reference number.
Paid and permanent bookings are changed by the market coordinator, not from the dashboard. Get in touch and they’ll sort it — cancellation terms apply.

Still stuck?

The market team is happy to help with anything your dashboard can’t sort out.

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