> For the complete documentation index, see [llms.txt](https://hub.equipme.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hub.equipme.io/pro/administration/email-notifications.md). # Email notifications Email notifications in Equipme Pro: internal notifications for your team (e.g. incoming orders, new leads), customer emails with custom templates, and sender name and sender address. **Path:** "Administration" → "Email notifications" Here you define which emails Equipme Pro sends, who receives them and what they look like. The page has three tabs: | Tab | Content | | ------------------------------------- | --------------------------------------------------------------------------------------------------------- | | **"Internal supplier notifications"** | Emails to your own team for relevant events, e.g. a new customer order | | **"Customer-side notifications"** | Emails to your customers: turn them on and off and design them with your own templates, also per customer | | **"Email sender settings"** | Sender name, sender address and reply-to addresses for you and your customers | Access: **"Administrator"** role. ## "Internal supplier notifications" tab On the left, you select the notification (with search field); on the right, you configure it. ### The notifications | Notification | When | | ------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------- | | **"New lead"** | As soon as a new customer has registered | | **"New partnership"** | As soon as a customer or another supplier wants to connect with you via the partner directory | | **"Order authorization requested"** | As soon as a customer requests order authorization | | **"Incoming order"** | As soon as a customer has placed a new order with you | | **"Open order items"** | Daily at 11:00 and 16:00 (CET) with the number of your customers' open, unprocessed order items | | **"Purchasing goods"** | Template for purchase orders sent by email to your suppliers | | **"Reservation of advance orders"** | As soon as a customer reserves services in the warehouse | | **"Change service assignment"** | As soon as a customer changes the location or employee of a service (services in the "active", "canceled" and "in removal" states) | | **"Expiring services for customers"** | Before customer services without automatic renewal end, e.g. to arrange the return and offer follow-up services | ### Configuring a notification * **"Active"**: turn the notification on or off. * **"Recipients"**: * **"Roles"**: all members of the selected roles, e.g. "Administrator", "Purchaser", "Planner", "Controller", "Portfolio Manager". For **"Incoming order"**, also "Sales", "Reseller" and "Account Manager". * **"Additional recipients"**: further email addresses, comma-separated, e.g. a sales or warehouse mailbox. * **"Save"**. Additional options: | Notification | Option | | ------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------- | | **"Incoming order"** | **"Send notification when a customer places an order with a partner"** – you receive a copy when a customer orders a partner's offers | | **"Expiring services for customers"** | **"Remaining term (in days)"**, several values comma-separated (e.g. `30, 14, 7, 1`; one email per value), and **"Remind again on the day of expiration"** | The **"Purchasing goods"** template is used when a purchase order is sent by email to your suppliers (see [Orders](/pro/procurement/purchase-orders.md)). {% hint style="info" %} Locked users do not receive notifications. {% endhint %} ## "Customer-side notifications" tab "Here you can customize the email templates for automated customer communication or disable notifications for customers. You can create individual templates for individual customers/customer groups." Your customers' employees receive these emails from their customer portal: | Notification | Can be turned off for customers | | --------------------------------- | ------------------------------- | | **"User invitation"** | – | | **"Order receipt confirmation"** | yes | | **"Order confirmation"** | yes | | **"Order is being processed"** | yes | | **"Order is ready for delivery"** | yes | | **"Order has been shipped"** | yes | | **"Order has arrived"** | yes | | **"Order has been canceled"** | yes | | **"Expiring services"** | – | ### Turning order emails on or off for customers For the order emails, you use **"Active"** to control whether your customers receive them, and save with **"Save"**. The setting only applies to orders placed **with you**; the customer can still be notified about their internal orders. ### Your own templates for your customers Under **"Customize your email templates"**, you design the emails in your own style, separately for "German" and "English": 1. **"New template"** opens the editor. There you design text, images, logo, buttons and spacing via drag & drop and insert dynamic placeholders, e.g. name or service name. 2. Save. 3. In the template's menu, **"Edit customer assignment"**: assign the template to specific customers or customer groups, or **"Use as a default template"** for all customers without their own assigned template. Optionally specify **"Additional recipients"**. 4. Use **"Activate template"** to publish the template. From then on, it is used. Further actions: "Edit", "Copy to" (other language), "Rename", "Delete". The "Default template" cannot be edited. If another template is already assigned to a customer, a note points this out ("The template '…' is already configured for this customer."). Changes to an assigned template apply immediately to all assigned customers. {% hint style="warning" %} Only use optional placeholders within a condition (e.g. `{{#if Options}} … {{/if}}`). If a value is missing without a condition, the email cannot be generated; saving a faulty template shows an error message. Test new templates before activating them. {% endhint %} ## "Email sender settings" tab "Here you can configure the sender name and sender address for email notifications for yourself and your customers." | Field | Note | | ------------------------ | ----------------------------------------------------------------------------------------------------------------- | | **"Sender name"** | e.g. your company name; max. 100 characters, certain special characters (e.g. `<`, `>`, `@`, `?`) are not allowed | | **"Sender address"** | You define the part before the `@`; the domain is predefined | | **"Reply-to addresses"** | Addresses to which replies to notifications are sent, comma-separated | "Note: To use your own email domain, please contact our support team." If your own domain has been set up, the sender address is fixed and can only be changed via [Support](/pro/help/support.md). {% hint style="info" %} Together with the white label customer portal (see [Customer portal](/pro/customers/customer-portal.md)), your own sender name, domain and templates ensure that your customers consistently communicate with your brand. {% endhint %} ## Frequently asked questions **My sales team should receive an email for new customer orders.** Activate the "Incoming order" notification and enter the "Sales" or "Account Manager" roles or a sales mailbox as recipients. **A customer should not receive shipping notifications.** "Customer-side notifications" tab → "Order has been shipped" → turn off "Active" and save. The setting affects orders placed with you. If a single customer should merely receive different content, assign them their own template. **How do I get my company name as the sender?** In the "Email sender settings" tab, change the "Sender name". For your own sender domain, contact [Support](/pro/help/support.md). **When do the reminders about open order items arrive?** Daily at 11:00 and 16:00 (CET), provided the "Open order items" notification is active. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. 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