Email Notifications Mathership uses email notifications to keep vendors and customers informed about important account, customer, and order events.
Emails are used for onboarding, customer setup, vendor-customer relationships, password resets, and order notifications.
What are email notifications? Email notifications are automatic messages sent by Mathership when an important action happens.
They help users:
Verify their email address
Set up their password
Learn that a vendor was added
Receive order information
Reset their password
Continue onboarding
When emails are sent Mathership can send emails in several situations.
Situation Recipient Purpose Vendor registration Vendor Verify email address New customer added Customer Set up account or password Existing customer linked Customer Inform customer that a new vendor was added Order placed Vendor Notify vendor about a new order Password reset requested User Allow the user to reset the password Email verified System action Activate pending invitations if available
Vendor registration emails When a vendor registers, Mathership can send a verification email.
The vendor must verify the email address before the account can be fully activated.
After verification, the account becomes active and pending invitations can be processed.
Customer setup emails When a vendor creates a new customer, Mathership can send the customer an account setup email.
This email allows the customer to set up a password and access Mathership.
The setup email is usually sent when:
The customer does not yet have a Mathership account
The vendor adds the customer manually
The customer needs login access
A password setup link is required
Existing customer notifications If a customer already has a Mathership account, Mathership can send an email informing the customer that a new vendor was added to their account.
This helps the customer understand why a new vendor appears in their account.
Order notification emails When a customer sends an order, Mathership sends an order notification email to the vendor.
The email can include:
Order number
Customer name
Customer number
Delivery location
Ordered products
Quantities
Packaging information
Customer message
Total amount, if prices are available
PDF or CSV attachment
Vendor notification email address Order emails are sent to the vendor company’s notification email address.
If no separate notification email is available, Mathership can use the vendor user’s email address.
Vendors should keep their notification email address up to date so order emails reach the right inbox.
PDF and CSV attachments Order emails can include an attachment.
Depending on the customer’s settings, the order attachment can be generated as:
Format Use case PDF Human-readable order summary CSV Import into ERP, accounting, or order processing systems
PDF is typically used as the default format.
Password reset emails Users can request a password reset email if they cannot log in.
The email contains a secure reset link that allows the user to set a new password.
Typical email workflow A typical email workflow can look like this:
Vendor registers
Vendor verifies email address
Vendor adds or invites a customer
Customer receives setup or vendor-added email
Customer logs in or sets up password
Customer places an order
Vendor receives an order notification email
Example: New customer setup email A vendor adds a new restaurant customer.
Field Example Vendor Fresh Food Supplier Customer Main Restaurant Customer email restaurant@example.com Result Customer receives setup email
The customer can use the email to set up access to Mathership.
Example: Existing customer linked A customer already has a Mathership account.
Field Example Customer Main Restaurant Existing account Yes Action Vendor is added to customer account Result Customer receives notification email
The customer can then see the vendor in Mathership.
Example: Vendor receives order email A customer places an order.
Field Example Customer Main Restaurant Vendor Fresh Food Supplier Delivery location Kitchen Berlin Attachment PDF or CSV Recipient Vendor notification email
The vendor receives the order by email and can process it.
Best practices Keep notification emails current Use an email address that is monitored regularly.
Examples:
Use a shared order inbox For vendor order notifications, a shared inbox is usually better than a personal inbox.
This helps avoid missed orders when individual employees are absent.
Check spam filters If customers or vendors do not receive emails, check spam folders and mail filtering rules.
Use CSV attachments for system import Use CSV attachments if your internal system can import structured order files.
Use PDF attachments if the order is mainly processed manually.
Keep customer email addresses clean Customer setup and invitation emails depend on the correct customer email address.
Avoid placeholder emails or outdated addresses.
Common problems Customer did not receive setup email Check that:
The customer email address is correct
The email is not in the spam folder
The customer account was created correctly
The customer does not already have an existing account
Vendor did not receive order email Check that:
The vendor notification email is correct
The order was sent, not only saved as draft
The order was not scheduled for later
The email is not blocked by spam filters
The vendor company has a valid email address
Email goes to the wrong address Check the vendor company’s notification email address.
If no notification email is configured, Mathership may use the vendor user’s email address.
Customer cannot set up password Check that:
The setup link is valid
The token has not expired
The customer is using the correct email address
The customer account exists
Password reset email does not arrive Ask the user to check:
Correct email address
Spam folder
Mail filters
Whether the account exists in Mathership
Related pages
Invite Customers Learn how vendors invite new customers.
Link Existing Customer Connect a customer that already exists in Mathership.
CSV PDF Attachments Learn how order email attachments work.
Customer Numbers Manage customer numbers for vendor-customer relationships.
