> ## Documentation Index
> Fetch the complete documentation index at: https://help.mathership.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Email Notifications
> Understand when Mathership sends email notifications to vendors and customers
# 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:
1. Vendor registers
2. Vendor verifies email address
3. Vendor adds or invites a customer
4. Customer receives setup or vendor-added email
5. Customer logs in or sets up password
6. Customer places an order
7. 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](mailto: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:
| Less ideal | Better |
| -------------------------------------------------------------- | ----------------------------------------------- |
| [personal.name@example.com](mailto:personal.name@example.com) | [orders@example.com](mailto:orders@example.com) |
| [oldmail@example.com](mailto:oldmail@example.com) | [sales@example.com](mailto:sales@example.com) |
| [info@example.com](mailto:info@example.com), if rarely checked | [orders@example.com](mailto:orders@example.com) |
### 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
Learn how vendors invite new customers.
Connect a customer that already exists in Mathership.
Learn how order email attachments work.
Manage customer numbers for vendor-customer relationships.