Vendor Tracker

Inputs

Quick Reference

Vendor Types and Default Lead Times

Phase-Based Urgency Thresholds

Workflow by Task

Task 1: Build Vendor Status Overview

Script mode (recommended):

python skills/vendor-tracker/scripts/status_check.py \
  --event "Summit 2026" \
  --date 2026-05-10 \
  --spreadsheet "SPREADSHEET_ID" \
  --output vendor-status.md

Interactive mode (Claude-guided with Composio tools):

1. Collect vendor data from the provided source.
   • Spreadsheet: GOOGLESHEETS_BATCH_GET: spreadsheet_id={ID}, ranges="Sheet1"
   • Or accept a JSON file / verbal list from user
2. For each vendor, capture:
   • Vendor name and type (AV, catering, venue, etc.)
   • Contract status: Signed / Pending / Not started
   • Key deliverables: What's expected and by when
   • Payment status: Deposit paid / Balance due / Fully paid
   • Last communication date: When was the last email or confirmation?
   • Outstanding items: What's still needed from them OR from us
3. Calculate current event phase based on event date.
4. Apply phase-based urgency to each outstanding item.
5. Sort vendors by urgency: Critical items first, then by vendor type impact.

Task 2: Flag Overdue Items

1. For each vendor with outstanding items, check:
   • Days since last communication vs. phase-based threshold
   • Days until deliverable deadline — is there still time to recover?
   • Vendor type impact — AV/venue overdue is more critical than signage overdue
2. Flag items as:
   • OVERDUE — past deadline with no confirmation
   • AT RISK — approaching deadline, last communication exceeds threshold
   • ON TRACK — confirmed or within normal response window
   • BLOCKED — waiting on us, not the vendor
3. For BLOCKED items, clearly state what action our team needs to take to unblock.

Task 3: Generate Escalation Actions

Script mode:

python skills/vendor-tracker/scripts/status_check.py \
  --event "Summit 2026" --date 2026-05-10 \
  --spreadsheet "ID" --json --output status.json

python skills/vendor-tracker/scripts/escalation.py \
  --status status.json --event "Summit 2026" --date 2026-05-10 \
  --create-drafts

For each OVERDUE or AT RISK item, recommend the appropriate escalation:

Escalation path by vendor type:

For show day overdue: Skip email. Phone call immediately. NEVER send follow-up emails on show day — phone call or in-person only.

Task 4: Generate Follow-Up Communications

For each vendor requiring follow-up:

1. Draft an email via Composio:

   GMAIL_CREATE_EMAIL_DRAFT: to={vendor_email}, subject="RE: {original_subject}", body={draft}
   

   The draft must:
   • Reference the original request or deliverable specifically
   • State the deadline clearly
   • Ask for a specific response ("Can you confirm delivery by [date]?")
   • Does NOT use guilt or pressure language — vendors respond better to clarity
2. For phone follow-ups, prepare a brief:
   • Vendor name and account manager
   • Specific item needed
   • Deadline and why it matters
   • Fallback question: "If [original plan] isn't possible, what's the alternative?"

Output Format

Vendor Status Dashboard

# Vendor Status — {Event Name}
Updated: {timestamp}
Event Date: {date} ({X days away} — {phase})
Vendors: {n} total · {n} on track · {n} at risk · {n} overdue · {n} blocked

## OVERDUE — Immediate Action Required

| Vendor | Type | Item | Due Date | Days Over | Last Contact | Action |
|--------|------|------|----------|-----------|--------------|--------|
| Sound Systems Inc | AV | Final equipment list | Mar 25 | 3 days | Mar 22 | Phone call to AM — [name] |
| Grand Hotel | Venue | COI confirmation | Mar 24 | 4 days | Mar 20 | Email + cc venue sales manager |

## AT RISK — Monitor Closely

| Vendor | Type | Item | Due Date | Last Contact | Risk |
|--------|------|------|----------|--------------|------|
| Bloom Florals | Decor | Centerpiece final count | Mar 28 | Mar 23 | Waiting on our headcount |

## ON TRACK

| Vendor | Type | Status | Next Milestone |
|--------|------|--------|----------------|
| SecureTeam | Security | Contract signed, crew confirmed | Badge list due Mar 30 |
| PrintCo | Signage | Proofs approved | Delivery Mar 29 |

## BLOCKED — Waiting on Us

| Vendor | Type | What They Need | Who Owns It | Deadline |
|--------|------|----------------|-------------|----------|
| City Catering | F&B | Final headcount | [Our team] | Mar 28 |

Principles

1. Vendor non-response is not neutral. In event production, silence from a vendor means one of two things: they're handling it (good) or they've forgotten (bad). After the threshold, assume the latter and act. Waiting costs more than a redundant follow-up.

2. Phase changes everything. A 48-hour response gap in month one is fine. The same gap in advance week is a production risk. Always calculate urgency relative to event proximity, not absolute time.

3. BLOCKED items are your team's problem, not the vendor's. When a vendor is waiting on your headcount, your floor plan, or your approval — that's not a vendor issue. Surface these prominently so your team can act.

4. Escalation is not confrontation. The escalation path exists to get answers, not to punish vendors. Phone calls are faster than emails. Cc'ing a sales manager surfaces priority. Contingency research is preparation, not threat.

5. AV and venue are never "medium" priority. If AV or venue has an outstanding item within 14 days of the event, it's critical. Everything else can be worked around. These two cannot.

What to Avoid

1. Treating all vendors with the same urgency threshold. AV overdue by 24 hours in advance week is a crisis. Rental linens overdue by 24 hours is a phone call. MUST apply vendor-type impact to every urgency assessment — AV overdue ≠ linen overdue.

2. Sending follow-up emails on show day. On event day, email is too slow. Phone call or in-person only. If you're emailing a vendor on show day, you've already lost time.

3. Flagging vendor items as overdue when WE are the bottleneck. ALWAYS check the BLOCKED column before flagging vendor items as overdue. If we haven't sent the headcount, the caterer can't confirm the menu. That's on us.

4. Generic follow-up language. "Just checking in on the status" doesn't get results. Name the specific deliverable, the specific deadline, and the specific ask: "Can you confirm the lighting plot will be delivered by Thursday 3/28?"

5. Losing track of payment status alongside deliverable status. A vendor with an unpaid balance may deprioritize your event. Track payment alongside deliverables — an overdue invoice is a production risk.

Examples

Follow-up email:

• BAD: "Just checking in on the status of our order."
• GOOD: "Can you confirm the lighting plot will be delivered by Thursday 3/28? We need it to finalize the venue floor plan before Friday's walkthrough."

Escalation tone:

• BAD: "This is the third time we've reached out and we still haven't received confirmation."
• GOOD: "I know it's a busy season — want to confirm the March 28 delivery is still on track, or if the timeline has shifted so we can adjust our production schedule."

Tool Integration

Composio Tools (Primary)

Scripts

Composio Notes

Sheets Read Pattern

GOOGLESHEETS_BATCH_GET: spreadsheet_id="ID", ranges="Sheet1!A:H"

Returns a 2D array. First row is typically headers. Map columns to vendor fields.

Sheets Update Pattern

To update a specific vendor's status:

GOOGLESHEETS_BATCH_UPDATE: spreadsheet_id="ID", range="Sheet1!F3", values=[["CONFIRMED"]]

Gmail Vendor Communication Check

Search for recent vendor emails:

GMAIL_FETCH_EMAILS: query="from:[email protected]", max_results=5