> For the complete documentation index, see [llms.txt](https://vendorspace.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://vendorspace.gitbook.io/docs/communication/email-notifications.md). # 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. *** ## 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. ### New Message Notification * **Sent to:** Vendors * **Trigger:** When you send a message to a vendor through the Messages page or their company profile * **Contains:** Your organization name, a preview of the message, and a link to the vendor portal Messages tab Notifies the vendor that you have sent them a message. The vendor clicks the link to view the full message and reply directly from their portal. This email is always sent and is not controlled by the per-event email toggles. *** ## 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. *** ## 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. *** ## Email Delivery Vendor Space uses [Resend](https://resend.com) to deliver emails. Emails are sent from `noreply@vendorspace.io` (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). --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://vendorspace.gitbook.io/docs/communication/email-notifications.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.