Getting Started
Set up your business profile
Configure your business name, home address, mileage rate, and social details so FairKeep can auto-calculate deductions and personalize your reports.
Find your way around FairKeep
A tour of the simple set-up — Dashboard, Events, Calendar and Reports — what each one is for and the order to use them in.
Find your way around: the full set-up
A tour of everything FairKeep can do once all the features are switched on — and which of them you actually need.
Track your first event
Learn how to log an event in FairKeep — from entering the show details before the event to filling in income and expenses afterwards.
View your events calendar
Use the FairKeep calendar to see every event and application at a glance — solid for committed, dashed for tentative, muted for cancelled — and quickly jump to any event detail.
Events & Tracking
Plan your event day
Set your normal setup and breakdown times once, override them on the shows that need it, and see your whole day — leave, arrive, set up, sell, pack down — on the calendar.
Understand Income Per Hour (IPH)
Income Per Hour helps you compare shows on a fair basis — learn how FairKeep calculates it and how to use it to prioritize next year's market schedule.
Track your mileage
Log round-trip miles for each show and let FairKeep automatically calculate your IRS mileage deduction — no spreadsheets required.
Use the packing list
Build a reusable booth packing list so you never forget tent stakes or your card reader again — check items off before each show and reset for the next one.
Delete or archive an event
Remove a cancelled show or tuck away old events you no longer need on your active dashboard without losing the historical data.
Add a deposit to a booth fee
Track partial booth fee payments — record an initial deposit when you apply and mark the remainder as paid once you've been invoiced by the organizer.
Filter and search your events
Quickly find any past or upcoming show using FairKeep's search bar, year filter, and status filters on the Events list.
Keep a diary for a show
Write down how a market actually went — the weather, the pitch, what sold — so next year you are deciding from notes instead of memory.
Attach photos and files to a journal entry
Keep the booth photo, the receipt and the signed form with the day you wrote about, instead of in a separate folder.
Spread a booth fee across a season
Distribute a single season or annual booth fee across all same-named events in a year so each event shows its true per-show cost.
Add photos to an event
Upload booth photos to any event, add captions in the lightbox, and browse your full event gallery with year navigation.
Import and export events via CSV
Export your full event list as a spreadsheet or bulk-import events from a CSV file with automatic upsert matching.
Repeat a show across a run of dates
Create the whole run at once — every other Saturday until November — instead of duplicating the same event a dozen times.
Save an event as a template
Store a show's setup under a name — venue, times, booth fee, drive — and start next year's event from it in one click.
Use sticky notes for recurring events
Write shared instructions once and have them appear automatically on every event in the same series — visible to you and your crew.
Use crew notes on an event
Write separate notes for your crew on any event, and control whether crew can also see your main event notes.
Watch today’s sales live
The Live View shows today’s takings across every event you are at, and your web orders — totals, each location, other income, your best sellers and income by hour — and refreshes itself every minute.
Count stock before and after a show
Count what you take to a market and what comes home, and FairKeep works out what sold, what it earned, and what needs restocking.
Filter inventory by stock level
Quickly find out-of-stock or low-stock items before a show using FairKeep's inventory search and stock level filters.
Applications
Use the applications tracker
Manage every market application in one place — log it when you apply, update the status as you hear back, and convert acceptances into full event records.
Turn an accepted application into an event
Promote any application straight onto your event calendar — FairKeep carries over the name, location, booth fee, and status, and splits a multi-day show into one event per day.
Import historical applications via CSV
Bulk-import past market applications using a CSV spreadsheet so you can get years of show history into FairKeep in minutes.
Find markets to apply to using FairFinder
Browse and discover craft fairs, art markets, and book fairs near you through FairFinder — right from within FairKeep.
Copy applications to next year
Carry forward your favourite market applications into the new season with one click — FairKeep resets statuses to "Planning" so you can re-apply fresh.
Update your application status
Keep your application tracker accurate by updating statuses as organizers respond — from Applied through to Accepted, Waitlisted, or Declined.
Reports & Taxes
Run a tax report
Generate a complete year-end tax summary — income, expenses, and mileage deductions — and export it as a CSV to hand to your accountant.
Understand the analytics dashboard
Walk through every section of the Analytics dashboard — year-over-year comparisons, quarterly revenue charts, top events, and expense breakdowns.
Set an annual income goal
Set a yearly revenue target and watch a live progress bar on your dashboard update as you log events throughout the season.
Use the analytics year comparison
Compare revenue, expenses, and event counts side-by-side across two seasons to spot growth trends and make smarter show selections.
Reading your Square numbers on the tax report
Why Square sits outside the Combined Tax Summary, why its fees are real where Shopify’s are estimated, and what to add up yourself when you file.
What each report tab shows you
Nine reports, and which question each one answers — what is counted, what is deliberately left out, and where the numbers come from.
Tools & Integrations
Use VendorTools from within FairKeep
Access the full free VendorTools suite — pricing calculators, break-even analysis, cash change helper, price tag maker, and more — directly from FairKeep.
Connect integrations
Link FairKeep to Shopify, Square, Etsy, or QuickBooks so your event and sales data stays in sync automatically.
Set up your public vendor page
Create a shareable public page that shows customers your upcoming markets — no account needed on their end, just a clean link you can put anywhere.
Track Shopify POS revenue per event
Name your Shopify POS devices, link them to events, and see exactly which register earned what at each market.
See what sold at a market, and when
A per-event sales report: top 10 sellers, the busiest hours, and per-day totals for a multi-day show.
Save a Shopify report, and link it to a show
Name a set of dashboard filters so it is one click away — and pin it to a multi-day show so the whole run pulls as one set of stats.
Sync Shopify products to inventory
Import your Shopify products into FairKeep's inventory counter for pre/post event tracking.
Keep Square sales off your Shopify stock automatically
Turn on Store Sync so Square sales reduce your Shopify inventory without manual counting.
Run a Shopify tax report
Generate a Schedule C-ready tax report from your Shopify order data with monthly breakdowns and CSV export.
Sync gross revenue from Shopify into an event
Pull Shopify POS gross revenue directly into an event's income field with one click — no manual entry needed.
Sync Shopify inventory by store location
Pull stock quantities for a specific Shopify location when syncing products to FairKeep's inventory counter.
Connect an AI assistant to FairKeep
Point Claude, ChatGPT or any MCP client at your account so you can ask it about your shows in plain English.
Team & Documents
Set up your team and crew roster
Add team members, assign roles, set permissions, and store employee details securely in FairKeep.
Assign crew members to events
Assign specific team members to individual events so crew only see their own schedule, and filter events by crew member.
Upload and manage documents
Store contracts, permits, and organizer PDFs in the Documents Library — with role-based access control and optional event linking.
Keep your contacts in one place
See every organizer contact from every show in one list, and add the people who belong to no show — suppliers, rental companies, a jury coordinator.
Your Account
Secure your account with 2FA
Change your password and turn on two-factor authentication, so a leaked password is not enough on its own.
Choose which features you see
Turn the parts of FairKeep you do not use off, so the sidebar shows what you actually work with — or switch between a simple and a full set-up in one click.
Set up email reminders and summaries
Get an email before a show, a recap the morning after, and a Monday summary of your week — and control which other emails FairKeep sends you.
Refer another vendor
Share your referral code and earn 10% when someone signs up through it.
Understand your plan
See which plan you are on, what it includes, and what changes if you move up.
Plans, packs and billing
How to upgrade, switch between monthly and yearly billing, add or cancel an Assistant pack, and what past-due means for your account.
Your free Maker trial
How the 30-day Maker trial works, what happens when it ends, and the 10% first-payment offer.
Create an API key
Connect FairKeep to an outside tool with a scoped key — including AI assistants that speak MCP.
Troubleshooting
My sales report shows zero
A show you know took money reporting $0.00 — what the difference is between "no sales" and "never looked".
My income figure does not match my till
Why an event’s Income can differ from Shopify or Square — discounts, and who is in charge of the number.
My income per hour is missing, or looks wrong
Why the per-hour figure is blank on an event but present on Reports, and when it is an estimate rather than a measurement.
Someone on my team cannot see part of the app
Empty screens and "not allowed" messages for a helper are usually their role working as intended.
Times or hourly charts look shifted
One time zone setting quietly drives more than the calendar feed it is filed under.
Drive miles are not filling in
What mileage needs before it can work, and why a backfill takes longer than you expect.
One show is behaving like two separate events
Why a multi-day run can come apart — and what it breaks when it does.
My calendar is not showing new events
Subscribed feeds refresh on your calendar app’s schedule, not on FairKeep’s.
My CSV import was rejected, or brought in the wrong thing
What the importer requires, what it renames, and the one character that breaks a row.
Reminder emails are not arriving
Who actually gets which reminder, and the event states that get none.
My public vendor page says not found
Two things have to be true before your page exists, and one of them is easy to miss.
A photo or document will not upload
The size caps, the per-plan document allowance, and the limit on one diary entry.
The assistant says it cannot read my document
What it can actually open, and why the answer is sometimes just further into the file.
A connected account stopped updating
Connections expire, get revoked, and occasionally need reconnecting by hand.
My income goal bar is not moving
What counts toward the goal, what is switched off by default for some people, and why it can run ahead of your bank.