VendorHearth Pro can automatically send supported emails as vendors move through different parts of the application, payment, and event workflow.
Customizing these messages allows your organization to provide clear instructions without manually writing the same email each time.
What Is an Automated Email? #
An automated email is triggered by an action or workflow change in VendorHearth.
Depending on the feature being used, automated communication may be associated with actions such as:
- Application status changes
- Application approval
- Application decline
- Payment requirements
- Payment reminders
- Requests for more information
- Season Pass activity
- Other supported vendor notifications
The exact message sent depends on the applicable VendorHearth email template.
Customize the Template, Not Each Email #
For routine automated communication, customize the corresponding email template before vendors begin using the system.
VendorHearth can then use that template whenever the appropriate action occurs.
This helps maintain consistent communication across all vendors.
Make the Next Step Clear #
Every automated email should make it easy for the vendor to understand what happens next.
For example, an approval message might explain that the vendor has been approved and now needs to complete payment.
A payment reminder should explain that payment is still outstanding and provide the appropriate next step.
A Request More Information message should clearly explain what information the organizer needs.
Use Supported Placeholders #
VendorHearth may provide placeholders or dynamic values for supported email templates.
These allow information from VendorHearth to be inserted automatically into the message.
When placeholders are available, use the options provided by VendorHearth.
Do not create your own placeholder syntax unless VendorHearth specifically supports it.
Keep Automated Messages Current #
Automated emails can continue sending long after you originally configured them.
Review them periodically for:
- Old event years
- Incorrect deadlines
- Outdated policies
- Old contact information
- Broken links
- Previous organization information
- Instructions that no longer apply
A forgotten automated template can repeatedly send incorrect information until it is updated.
Avoid Conflicting Instructions #
Make sure automated messages agree with your actual VendorHearth configuration.
For example, if your payment process gives vendors a particular amount of time to complete payment, the email should reflect that same policy.
Do not tell vendors one thing in an automated email while VendorHearth is configured to do something different.
Request More Information Messages #
Request More Information is slightly different from a standard automated notice because the organizer can explain exactly what is needed from the applicant.
Use this message to be specific.
For example, rather than saying:
“Your application needs more information.”
Explain what is actually missing, such as a product description, clarification about merchandise, or another application detail.
VendorHearth records the communication while allowing the application to remain in its review workflow.
Payment Communications #
Payment-related automated emails should clearly distinguish between:
- Approval
- Awaiting payment
- Payment reminders
- Confirmed payment
An approved vendor should not receive wording that implies they are fully confirmed if payment is still required.
Keeping these messages accurate helps vendors understand their actual status.
Test Important Templates #
After significantly changing an automated email, review the completed template and test your website’s email functionality when appropriate.
Check:
- Subject
- Formatting
- Dynamic information
- Links
- Instructions
- Sender information
It is easier to correct a template before it is sent to dozens of vendors.
Automation Depends on WordPress #
VendorHearth uses WordPress scheduled processes for supported automated tasks.
If scheduled communications are not being processed, the issue may involve WordPress cron or the website’s configuration rather than the wording of the email template.
Use VendorHearth’s communication diagnostics and System Readiness when troubleshooting broader automation problems.
Next Step #
Continue to Sending Emails to Vendors to learn how organizers can communicate directly with vendors when a message does not need to be triggered automatically.
