VendorHearth Pro can use automated reminders to help follow up with vendors who still need to complete an action.
These reminders reduce the amount of time organizers spend manually checking records and contacting vendors individually.
How Automated Reminders Work #
VendorHearth periodically checks for supported vendor records that require follow-up.
When the conditions for a reminder are met, the appropriate communication can be sent automatically.
This allows VendorHearth to handle routine follow-up while organizers focus on vendors who require individual attention.
Payment Reminders #
One of the most useful automated workflows involves vendors who have been approved but have not completed payment.
VendorHearth can help remind these vendors that payment is still required.
This keeps approved vendors separate from vendors who are fully confirmed and paid.
Payment Deadlines #
If your VendorHearth workflow uses a payment deadline, make sure the related reminder emails accurately explain that deadline.
Your templates should clearly tell the vendor:
- That payment is still outstanding
- What action they need to take
- When payment is due
- What may happen if the deadline is missed
The wording should match your organization’s actual policies.
Warning Reminders #
VendorHearth can use reminder communications as a payment deadline approaches.
These messages give vendors another opportunity to complete payment before additional action is taken on their application.
Review the applicable email templates before opening applications so vendors receive accurate instructions.
Automated Closure #
If your organization uses VendorHearth’s unpaid-application workflow, an application that remains unpaid beyond the configured period may eventually be closed according to that workflow.
Make sure your reminder and closure communications accurately explain your organization’s payment policy.
Automated processing should support the policy you have communicated to vendors rather than surprise them with an unexpected deadline.
WordPress Scheduled Tasks #
VendorHearth relies on WordPress scheduled tasks for supported automation.
VendorHearth’s recurring automation runs through WordPress cron and periodically checks for work that needs to be processed.
This means automated reminders do not require an organizer to remain logged into WordPress.
WordPress Cron Must Be Working #
If automated reminders stop running, the problem may not be the email template.
Check whether WordPress scheduled tasks are functioning normally.
VendorHearth’s System Readiness and communication diagnostic tools can help identify broader configuration problems.
Avoid Duplicate Manual Reminders #
Before manually sending a payment reminder, review the vendor’s communication history when appropriate.
VendorHearth may have already sent an automated message.
Checking the history can prevent a vendor from receiving several copies of essentially the same reminder.
Keep Reminder Templates Current #
Before each event season, review automated reminder templates for:
- Payment deadlines
- Event names
- Organization information
- Payment instructions
- Contact information
- Links
- Outdated policies
Because these emails can be sent without manual intervention, outdated information can affect multiple vendors before an organizer notices it.
Automation Does Not Replace Review #
Automated reminders can reduce repetitive work, but organizers should still monitor applications and payments.
Periodically review:
- Vendors awaiting payment
- Upcoming payment deadlines
- Unpaid applications
- Communication history
- Any records that appear to be stuck in the workflow
Automation works best when combined with occasional organizer review.
If Reminders Are Not Sending #
Check:
- The vendor’s email address.
- The applicable email template.
- The vendor’s current application/payment status.
- WordPress scheduled tasks.
- VendorHearth communication diagnostics.
- VendorHearth System Readiness.
- Your site’s general email delivery.
If other VendorHearth emails are also failing, the problem may involve WordPress email delivery rather than the reminder system itself.
Next Step #
Continue to Viewing Communication History & Email Diagnostics to learn how to review previously generated communications and investigate email-related problems.
