--- title: Troubleshooting Email and Automated Communications description: "VendorHearth Pro can generate application updates, payment reminders, requests for information, and other vendor communications. If an email is not received, determine whether VendorHearth failed to generate the message or WordPress failed to deliver it. ## Start With Communication History…" url: "https://vendorhearth.com/docs/troubleshooting-email-and-automated-communications/" updated: "2026-09-23" category: Troubleshooting — System Information, email problems, payment issues, roles/access, common problems --- # Troubleshooting Email and Automated Communications VendorHearth Pro can generate application updates, payment reminders, requests for information, and other vendor communications. If an email is not received, determine whether VendorHearth failed to generate the message or WordPress failed to deliver it. ## Start With Communication History Review VendorHearth's communication history for the affected vendor or message. If the email appears in the history, VendorHearth likely generated the communication successfully. The next step is to investigate WordPress email delivery. ## Check Email Diagnostics Use VendorHearth's available email diagnostic tools to help determine whether WordPress can send email from your website. A successful VendorHearth action does not guarantee that the recipient's email provider accepted the message. ## Send a Test Email Send a test email from VendorHearth. Verify: - The message is generated - The recipient address is correct - The From Name is correct - The From Email is correct - The message reaches the recipient If the test message also fails, the problem may be with the site's general WordPress email configuration. ## Check the Vendor's Email Address Confirm that the vendor's account contains the correct email address. Look for: - Misspellings - Missing characters - Old email addresses - Incorrect domains VendorHearth cannot deliver a message to an incorrect address. ## Check Spam and Junk Folders Ask the recipient to check: - Spam - Junk - Promotions - Other filtered folders Email providers may filter automated WordPress messages even when they were sent successfully. ## Review the Email Template If the email arrives but the content is incorrect, review the corresponding VendorHearth email template. Check: - Subject - Message text - Available placeholders - Links - Organization information Correct the template and test it again. ## Automated Reminder Did Not Send VendorHearth uses WordPress scheduled tasks for supported automated processes. If automated reminders are not being sent, check: 1. WordPress cron is functioning. 2. VendorHearth automation is configured correctly. 3. The vendor meets the conditions for the reminder. 4. The email address is valid. 5. The expected communication does not already exist. If multiple automated features stop at the same time, WordPress cron should be one of the first things investigated. ## WordPress Cron Is Not Running Reliably WordPress cron normally runs when the website receives traffic. On low-traffic websites, scheduled tasks may not run exactly when expected. Hosting configuration, security settings, or changes to WordPress cron can also affect scheduled processes. If VendorHearth's scheduled automation consistently runs late or does not run, investigate the site's WordPress cron configuration. ## Manual Email Works but Automated Email Does Not If manually sent VendorHearth emails work but automated messages do not, focus on: - Automation conditions - Scheduled tasks - WordPress cron - Reminder timing This usually indicates that basic email delivery is functioning. ## VendorHearth Shows the Email but Vendor Never Received It If VendorHearth's history indicates that the message was generated, investigate delivery outside VendorHearth. Possible causes include: - Spam filtering - Hosting mail restrictions - WordPress mail configuration - Recipient mail-server rejection - Domain authentication problems Consider using a properly configured WordPress SMTP or transactional email solution if your hosting environment does not provide reliable WordPress email delivery. ## From Email Problems Use an appropriate email address associated with your organization or website. Some hosting providers and email services may reject or rewrite messages when the From Email does not match the sending domain or permitted mail configuration. ## Emails Started Failing After Moving the Website A hosting or domain migration can change how WordPress sends email. After a migration: 1. Send a VendorHearth test email. 2. Verify the From Name and From Email. 3. Check any SMTP or mail plugin. 4. Review DNS or domain email configuration where applicable. 5. Confirm WordPress cron is functioning. Do not assume the previous site's email configuration automatically transferred. ## Duplicate Emails If vendors receive duplicate messages, determine whether VendorHearth generated the communication more than once or whether another WordPress system is also sending a similar message. Review: - VendorHearth communication history - Automated reminder settings - Other email plugins - Form plugins - E-commerce notifications Do not disable VendorHearth automation until you determine which system generated the duplicate. ## Email Links Point to the Wrong Website If an email contains an outdated domain or incorrect portal link, review your WordPress site URL and VendorHearth portal configuration. This can occur after moving or cloning a website. Also verify that the correct VendorHearth pages are assigned. ## Changes to an Email Template Are Not Showing If you update a template but continue seeing older content: 1. Confirm the correct template was edited. 2. Save the changes. 3. Send a new test email. 4. Verify that you are not reviewing an older message. 5. Clear applicable website caches if necessary. Previously sent emails will not change when a template is edited. ## Protect Vendor Information Vendor communications can contain personal or business information. When troubleshooting, avoid posting complete vendor email addresses, private messages, or other unnecessary vendor information in public support forums or screenshots. ## Before Contacting Support Gather: - VendorHearth version - Type of email involved - Whether manual emails work - Whether test emails work - Whether the communication appears in VendorHearth history - Whether the problem affects one or all vendors - Whether WordPress cron is functioning - Whether an SMTP/mail service is being used - Any email diagnostic information or error messages Do not provide email-account passwords or SMTP passwords. ## Next Step Continue to **Troubleshooting Scheduled Tasks, Uploads, and Automation** for help with WordPress cron, automated VendorHearth processes, vendor uploads, event maps, images, and other scheduled or file-related features.