> 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/messaging-vendors.md).

# Messaging vendors

Keep every conversation with your vendors organized in one place. Vendor Space gives you a built-in messaging system so you never lose track of important details buried in email threads.

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## How Messaging Works

Each vendor company has a single, continuous chat with your organization. There are no separate threads or subjects to manage -- just one ongoing conversation per vendor, similar to a text message thread.

### Starting a Conversation

There are two ways to message a vendor:

**From the Messages page:**

1. Click **Messages** in the left sidebar.
2. Select a vendor from the list on the left.
3. Type your message in the chat area on the right and press **Send**.

**From a vendor profile:**

1. Navigate to **Vendors** in the sidebar.
2. Click on the vendor you want to contact.
3. Open the **Messages** tab in their profile.
4. Type your message and press **Send**.

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## How Messages Are Organized

All conversations are grouped by vendor company, with one continuous chat per vendor. You can quickly find the full history of your communication with any particular business.

| View                 | What You See                                              |
| -------------------- | --------------------------------------------------------- |
| **Messages page**    | Vendor list on the left, active conversation on the right |
| **Vendor profile**   | Messages tab with the full chat history for that vendor   |
| **Unread indicator** | Badge on the vendor name when there are new replies       |

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## Email Notifications

When you send a message to a vendor, they receive an **email notification** with a preview of your message and a link to their Vendor Portal where they can read and reply. This means vendors do not need to check their portal repeatedly -- they are notified automatically.

When a vendor replies through their portal, you receive an **in-app notification** so you know to check your Messages inbox.

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## Replying to Vendor Messages

When a vendor sends you a message through their portal, it appears in your Messages page. Click the vendor's name to view the conversation and type your reply directly in the chat. Vendors are notified by email when you respond.

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## What Vendors See

Vendors access their messages through the **Vendor Portal** -- no Vendor Space account required. Their portal has a Messages tab with the same continuous chat view, showing all messages exchanged with your organization.

> **Tip:** Use messages for booth-specific questions, setup instructions, or follow-ups. For bulk communication like event announcements, consider using re-engagement campaigns instead.

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## Best Practices

* **Be specific in your first message.** Include the event name and any relevant details so the vendor has full context.
* **Check your inbox regularly.** Vendor replies trigger in-app notifications and appear in your Messages page.
* **Keep it professional.** Messages are tied to your organization, so every team member with access can see the conversation history.