VendorHearth Pro allows organizers and authorized vendor-relations staff to communicate directly with vendors when an automated message is not appropriate.
This is useful when a vendor needs individual assistance or information specific to their situation.
When to Send a Direct Email #
Direct communication may be useful for:
- Following up on an application
- Answering a vendor question
- Clarifying payment information
- Discussing an event-specific issue
- Requesting additional information
- Providing instructions unique to a vendor
- Following up on documentation
- Resolving a vendor account issue
Routine messages that apply to many vendors may be better handled through VendorHearth’s automated communication features.
Sending a Message #
Locate the appropriate vendor or communication option within VendorHearth.
Before sending the message, verify that you have selected the correct vendor.
Write the message and review it before sending.
Keep the message focused on the issue being addressed.
Verify the Vendor’s Email Address #
VendorHearth uses the email address associated with the vendor’s information.
Before troubleshooting a missing message, confirm that the vendor’s email address is correct.
A successful send cannot reach the vendor if the address itself is incorrect.
Be Specific #
Direct emails are most useful when they clearly explain what the vendor needs to know.
Instead of:
“There’s a problem with your application.”
Use a message that identifies what needs attention.
For example:
“We need additional information about the products you plan to sell before we can finish reviewing your application.”
Clear instructions reduce unnecessary back-and-forth communication.
Request More Information #
If the issue specifically involves an application that needs additional information, consider using VendorHearth’s Request More Information feature instead of sending an unrelated message.
This keeps the request connected to the application workflow and records the communication appropriately.
Communication History #
VendorHearth maintains communication information that can help organizers track vendor contact.
Before sending repeated follow-ups, review available communication history when appropriate.
This can help prevent multiple staff members from sending the vendor the same message.
Vendor Relations Managers #
Vendor Relations Managers can use the appropriate front-end VendorHearth tools for vendor-related responsibilities without requiring full WordPress Administrator access.
This allows organizations to delegate vendor communication while keeping website administration appropriately restricted.
Keep Sensitive Information Out of Email #
Do not send sensitive payment credentials or administrative passwords through vendor email.
Never send vendors your:
- Square Access Token
- Webhook Signature Key
- WordPress administrator password
- Other private system credentials
Vendor communication should contain only the information the vendor needs.
If the Vendor Does Not Receive the Email #
First confirm:
- The email address is correct.
- The message was sent to the intended vendor.
- The vendor checked spam or junk folders.
- Your WordPress website is sending email normally.
If multiple vendors are not receiving messages, the issue may involve the website’s email configuration rather than individual vendor records.
Keep Communication Professional and Relevant #
VendorHearth helps keep communication connected to vendor management.
Use direct messages for information related to the vendor’s application, payment, documentation, or event participation.
Keeping communication clear and relevant also makes the communication history more useful if another staff member needs to review the vendor’s record later.
Next Step #
Continue to Understanding Automated Reminders to learn how VendorHearth uses scheduled processes to help follow up with vendors when action is still required.
