If vendors are not receiving emails from VendorHearth Pro, the problem may involve the vendor’s email address, VendorHearth configuration, WordPress email delivery, scheduled tasks, or the recipient’s email provider.
Use the following steps to narrow down the cause.
Step 1: Verify the Vendor’s Email Address #
Start with the simplest possibility.
Confirm that the email address stored for the vendor is correct.
Look for:
- Misspellings
- Missing characters
- Incorrect domains
- Old email addresses
If only one vendor is experiencing the problem, this should be one of the first things you check.
Step 2: Review Communication History #
Check VendorHearth’s communication history to determine whether the expected message was generated.
If the message appears in the history, VendorHearth may have already passed the email into the WordPress email process.
Remember that a communication record does not necessarily guarantee delivery to the recipient’s inbox.
Step 3: Send a Test Email #
Use VendorHearth’s email testing or diagnostic tools to send a test message.
If the test email arrives successfully, your site’s basic email functionality is working.
If it does not arrive, investigate the site’s WordPress email configuration.
Step 4: Check Spam and Junk Folders #
Ask the vendor to check:
- Spam
- Junk
- Promotions
- Other filtered folders
The vendor may also need to add your organization’s sending address to their contacts or allowed senders.
Step 5: Determine How Many Users Are Affected #
Look for a pattern.
One Vendor #
If only one vendor is affected, check their email address and email provider first.
One Type of Email #
If approval emails work but payment reminders do not, review the affected template and workflow.
Automated Emails Only #
If manually triggered emails work but automated reminders do not, investigate WordPress scheduled tasks.
All Emails #
If no VendorHearth emails are arriving, investigate your site’s general WordPress email configuration.
Step 6: Check Automated Tasks #
VendorHearth uses WordPress cron for supported automated processes.
If automated reminders are not running, review:
VendorHearth → System Readiness
Look for relevant warnings involving scheduled tasks or automation.
Step 7: Review the Email Template #
If one particular type of email is causing problems, review its template.
Check:
- Subject
- Message content
- Dynamic placeholders
- Links
- Recipient information
- Any recently changed settings
If the issue began immediately after editing a template, review those changes first.
Step 8: Check WordPress Email Configuration #
VendorHearth relies on WordPress to send email.
VendorHearth can generate the message, but your website still needs a functioning email-delivery system.
If email delivery is unreliable, you may want to configure WordPress with a reputable SMTP or transactional email service.
That service operates separately from VendorHearth.
Step 9: Check Your Hosting Environment #
Some hosting environments restrict or poorly handle the default WordPress email system.
If VendorHearth and WordPress appear to be functioning correctly but messages consistently fail, contact your hosting provider or review your site’s mail configuration.
Step 10: Avoid Repeatedly Resending #
Do not repeatedly resend the same message while troubleshooting.
If the issue is delayed delivery rather than complete failure, the vendor could eventually receive multiple copies.
Review the history and diagnose the problem before sending another message.
Email Says Sent but Vendor Never Received It #
A message being generated by VendorHearth does not guarantee that it reached the recipient’s inbox.
Email travels through several systems after VendorHearth initiates it.
Delivery problems can occur because of:
- Server configuration
- SMTP problems
- Spam filtering
- Recipient filtering
- Email-provider rejection
- Incorrect DNS/email authentication configuration
If VendorHearth consistently generates messages but they are not being delivered, investigate the website’s mail system.
VendorHearth Emails Are Going to Spam #
If multiple vendors report that messages are reaching spam folders, the problem may involve your site’s email configuration or sending reputation.
Review your WordPress email setup and the domain authentication requirements of your chosen email provider.
This is generally an email-delivery issue rather than a VendorHearth application issue.
Automated Reminder Did Not Send #
If other VendorHearth emails work but an automated reminder did not:
- Verify that the vendor meets the conditions for the reminder.
- Check the applicable application or payment status.
- Review the reminder template.
- Check communication history.
- Review WordPress scheduled tasks.
- Check VendorHearth System Readiness.
This can help determine whether the issue is the reminder workflow or WordPress automation.
Before Contacting Support #
Gather the following information:
- Type of email affected
- Whether the issue affects one or multiple vendors
- Whether test emails work
- Whether manually triggered emails work
- Whether automated emails work
- Whether the message appears in communication history
- Any relevant System Readiness warnings
Do not include passwords, Square Access Tokens, webhook Signature Keys, or other private credentials.
Next Step #
Continue to Vendor Spotlights to learn how VendorHearth can turn confirmed vendor information into promotional WordPress posts and help automate vendor features before your events.
