Email notifications

Vendor Space sends automatic email notifications to vendors at key moments in the booking process. You can control which emails are sent on a per-event basis.

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Automatic Emails

These emails are triggered automatically by system actions. Each can be toggled on or off in your event settings.

Waitlist Notification

• Sent to: Vendors

• Trigger: When you move a vendor to the Waitlist stage

• Contains: Event name and confirmation that they have been placed on the waitlist

Lets the vendor know they are on the waiting list and will be contacted when a spot opens up.

Offer Email

• Sent to: Vendors

• Trigger: When you create an offer for a vendor (manually or via application approval)

• Contains: Event name, product name, price, and a link to the vendor portal

This is the main email that gets vendors started -- it contains their unique portal link where they can review the offer and complete payment.

Payment Confirmation

• Sent to: Vendors

• Trigger: After a vendor successfully completes payment through Stripe

• Contains: Order total, order ID, and event name

Confirms that payment was received and processed.

Application Approved

• Sent to: Vendors

• Trigger: When you approve a vendor's application

• Contains: Event name and confirmation that they've been accepted

Only relevant when your event has Approval Required turned on.

Application Declined

• Sent to: Vendors

• Trigger: When you decline a vendor's application

• Contains: Event name and a polite notification

Only relevant when your event has Approval Required turned on.

Onboarding Link

• Sent to: Vendors

• Trigger: Automatically after a vendor completes payment

• Contains: Event name, company name, and a direct link to the onboarding form

This email kicks off the post-payment onboarding flow. The vendor clicks the link to provide setup details, insurance documents, and any other information you've configured. The vendor's pipeline stage moves to Onboarding Sent when this email goes out.

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Controlling Email Notifications

You can toggle each automatic email on or off per event:

1. Open the event you want to configure

2. Click Edit to open the event form

3. Scroll to the Email Notifications section

4. Use the toggles to enable or disable each email type

5. Save your changes

All emails are enabled by default when you create a new event.

Tip: Disabling an email only stops the notification -- it doesn't change the underlying action. For example, turning off the offer email still creates the offer and portal link; it just doesn't email the vendor about it. You can always share the portal link manually.

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Manual Emails

These emails are sent only when you explicitly choose to send them. They are not affected by the per-event email notification toggles.

Payment Reminders

Sent via the Reminders feature. You create a reminder, choose which vendors to target (unpaid, no onboarding, etc.), and send it manually or on a schedule.

Onboarding Reminders

Also sent via Reminders. Targets vendors who have paid but haven't completed their onboarding form.

Re-engagement Campaigns

Sent via the Re-engagement feature. Used to invite past vendors to future events with a personalized message.

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Email Delivery

Vendor Space uses Resend to deliver emails. Emails are sent from [e-mail] (or your configured sender address).

If an email fails to send, the system retries automatically with exponential backoff. Failed emails are logged but never block the underlying action (offers still get created, payments still get recorded).