How to Handle a Vendor Request for More Area (Increase Servicable Area)

🎯 Objective:

To evaluate and respond to vendor requests to expand their service area (pincodes or cities), while maintaining quality and order distribution balance.

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👤 Responsible Teams:

• Operations Team

• Vendor Onboarding / Partner Success Team

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🪜 Step-by-Step Process:

✅ Step 1: Receive the Request

• Requests may come via:

  • WhatsApp

  • Vendor App Feedback

  • Direct Call

  • Email

📌 Note the vendor’s name, ID, and the requested pincodes/area names.

✅ Step 2: Evaluate the Vendor Profile

In the Admin Panel → Vendors → Vendor Profile, review:

• ✅ Total Completed Orders

• ✅ SLA Violations or Fines

• ✅ Refund ratio (failures vs success)

• ✅ Last 30-day performance (response time, payout issues, complaints)

Eligibility Tip:

Prefer vendors with:

• 90%+ order completion rate

• <5 SLA violations in the last 2 weeks

• Active status & regular pickups

✅ Step 3: Check Area Availability

• Go to Admin Panel → Area Mapping

• Confirm if:

  • Requested pincodes are active

  • There is already adequate vendor coverage

  • Devices they service are required in that area

📌 If area already has 2–3 active vendors, use judgment based on volume

✅ Step 4: Add Area (If Approved)

If approved:

1. Go to Admin Panel → Vendors → Assign Area

2. Add the requested pincode(s)

3. Ensure only relevant device categories are enabled

4. Inform the vendor:

   “Your request has been approved. You can now receive orders in the newly added area(s).”

❌ Step 5: If Denied or Delayed

• Politely inform the vendor:

  “Currently, this area has enough vendor coverage. We’ve noted your request and will consider it when expansion opens.”

✅ Optionally: Add to “waitlist” for area assignment

📝 Step 6: Log Internally

Maintain a tracker:

Date	Vendor	Requested Area	Action Taken	Reason
22 Jun	VND123	560045	Approved	High rating & low SLA