---
title: Configuring Payment and Email Settings
description: "VendorHearth Pro includes global settings for payment processing and system email. These settings affect important workflows throughout VendorHearth, so changes should be tested before relying on them with live vendors. ## Payment Settings VendorHearth's payment settings control the connection between…"
url: "https://vendorhearth.com/docs/configuring-payment-and-email-settings/"
updated: "2026-09-23"
category: "Settings & Licensing — organization settings, branding, portals, license activation and updates"
---

# Configuring Payment and Email Settings

VendorHearth Pro includes global settings for payment processing and system email.

These settings affect important workflows throughout VendorHearth, so changes should be tested before relying on them with live vendors.

## Payment Settings

VendorHearth's payment settings control the connection between VendorHearth and your supported payment processor.

For Square, the configuration includes information such as:

- Environment
- Application ID
- Location ID
- Access Token
- Webhook URL
- Webhook Signature Key

For complete Square setup instructions, see **Setting Up Square Payments** in the Payments documentation.

## Sandbox vs. Production

When configuring Square, make sure you are using the correct environment.

**Sandbox** is intended for testing.

**Production** is used for real transactions.

Credentials from one environment should not be mixed with credentials from the other.

Before accepting real vendor payments, verify that VendorHearth is configured with the appropriate Production credentials.

## Protect Payment Credentials

Your Square Access Token and Webhook Signature Key are sensitive credentials.

Never provide these credentials to:

- Vendors
- Event staff who do not need them
- Customers
- Public support forums
- Public screenshots or documentation

Treat them similarly to a password.

## Test Payments After Configuration

After configuring or changing payment settings, perform an appropriate test before opening payments to vendors.

Confirm that:

1. VendorHearth can initiate the payment workflow.
2. Square processes the transaction correctly.
3. VendorHearth receives the appropriate payment update.
4. The vendor's payment status updates correctly.

Do not assume a successful connection means the entire payment workflow has been tested.

## Webhook Configuration

The Square webhook allows Square to notify VendorHearth when supported payment activity changes.

VendorHearth uses the `payment.updated` event as part of this process.

If payments succeed in Square but VendorHearth does not update appropriately, review your webhook configuration and Signature Key.

## Email Settings

VendorHearth also allows you to configure information used for outgoing system email.

This includes settings such as:

- From Name
- From Email
- Email templates
- Test email functionality

Use a recognizable sender name so vendors can easily identify messages from your organization.

## From Name

The **From Name** is the name vendors see as the sender of VendorHearth-generated messages.

In most cases, use your organization's recognizable public name.

Avoid using a staff member's personal name unless that is intentionally how your organization communicates with vendors.

## From Email

The **From Email** should be an appropriate email address associated with your organization.

Make sure the address is valid and properly configured for your website's email-delivery system.

Using an address your website is not authorized to send from can contribute to delivery problems.

## Send a Test Email

After configuring email settings, use VendorHearth's test email feature.

Verify that the message:

- Is generated successfully
- Reaches the intended inbox
- Shows the correct sender name
- Shows the correct sender address
- Does not contain unexpected formatting problems

Also check the spam or junk folder during initial testing.

## WordPress Handles Email Delivery

VendorHearth generates system messages, but WordPress and your hosting/email configuration handle the actual delivery.

If VendorHearth generates emails but they consistently fail to arrive, investigate your WordPress email configuration.

Many WordPress sites use an SMTP or transactional email service for more reliable delivery.

## Review Email Templates

Before opening applications for an event, review your VendorHearth email templates.

Pay particular attention to messages involving:

- Application approval
- Application decline
- Requests for more information
- Payment instructions
- Payment reminders
- Payment deadlines
- Application closure
- Other automated vendor communications

Make sure the wording reflects your organization's current policies.

## Test After Making Changes

If you change important payment or email settings, test the affected workflow afterward.

For payment changes, verify the payment process.

For email changes, send a test message.

A small configuration error can affect many vendors if it is not discovered before the system goes live.

## Check System Readiness

After configuring important settings, review:

**VendorHearth → System Readiness**

System Readiness can help identify issues involving payment configuration, automation, portal pages, and other important VendorHearth components.

Resolve significant warnings before relying on the affected feature.

## Next Step

Continue to **Managing Your VendorHearth Pro License** to learn how license activation, validation, expiration, renewal, and moving a license between websites work.