This guide provides a comprehensive overview of the various notifications available within RepSpark. It details the conditions under which each notification is triggered, who receives them, and how users can manage their notification preferences.
Before you start
It’s important to understand a few key terms that are used when discussing notifications.
User preferences: Users can set notification preferences for their individual RepSpark user. They can determine whether they want to receive a specific notification, and which channel they want to receive that notification on. RepSpark supports in-app notifications and email notifications.
Brand preferences: Brand admins can set notification preferences for brand-level notifications. They can determine whether they want a notification to be sent to a user - but users have the ability to choose whether and which channel they want to receive those.
Channel: The method through which a notification is sent. RepSpark supports in-app notifications and email notifications.
In-app notifications: These notifications are sent to the user via the RepSpark platform. They can be accessed by clicking the little bell icon at the top right of any page.
Opt-in: User is opted out of notifications by default, and must configure their preferences to receive notifications.
Opt-out: User is opted in to notifications by default, and must disable the preference setting to stop receiving notifications.
Actor: The user who made the action. For example, the user who submitted the order is the actor.
Watcher: A user who did not make the action, but may be associated to that notification. For example, if a sales representative makes an order on behalf of the customer, the customer is a watcher. There may be multiple watchers associated to a specific action.
List of Notifications
Below is a list of the notifications to be aware of, and their respective changes.
User preferences are new! Since users can now set their own preferences, brands can no longer specify receipt of a notification by user role. Brands can enable notifications, and users can decide whether they want to receive them. Some notifications, such as login emails, email verification, and password reset are mandatory as they’re functional emails.
Order Notifications
Order Submitted
The default template has been updated and redesigned. Any custom order submitted notifications designs have been migrated as is.
Triggered When: You submit an order.
Recipients:
You will always receive this notification if you submit an order.
You may opt in to receive notifications for orders for which you are a watcher. examples include:
a sales representative for a customer who submits an order
a customer is a watcher for an order that was submitted on their behalf
An email that receives all order submitted notifications can be configured in the brand’s Admin Panel.
Opt-in/Opt-out:
Automatically received by the submitter.
Sales reps, retailers, and managers must opt in to receive relevant order notifications as a watcher.
Microsite Order Submitted
The default template has been updated and redesigned.
Triggered When: An order is submitted via a microsite.
Recipients:
The person who submitted the order will always receive the microsite order submission notification.
Opt-in/Opt-out:
None, as it’s a mandatory functional email
Product Restocked
The default template has been updated and redesigned. Brands can no longer choose which roles can receive this notification; now, brands can enable the ability to send the notification, and users can choose whether they want to receive it.
Triggered When:
A product is restocked.
Recipients:
Users who have opted in.
Opt-in/Opt-out:
Opt-in required via Preferences.
Product Restock runs every 3 hours.
Order Abandonment
The default template has been updated and redesigned.
Triggered When:
A cart/order is abandoned.
Recipients:
Users who have opted in.
Opt-in/Opt-out:
Opt-in required via Preferences.
Cart Abandonment runs every hour.
Invoice Notifications
Invoice notifications will only be sent if the brand has A/R Hub enabled.
Invoice Paid
Triggered When: An invoice is successfully paid via credit card or an ACH transaction clears.
Recipients:
The original payer will always receive this notification.
Users associated with the invoice's customer can opt in to receive notifications.
Opt-in/Opt-out:
Payer always receives.
Other associated users must opt in via preferences.
Invoice Paid - ACH Pending / Invoice Paid ACH Failed
Triggered When:
Pending: An ACH payment is initiated.
Failed: An ACH payment fails.
Recipients:
The original payer receives these notifications.
Opt-in/Opt-out:
Automatically received by the original payer.
Invoice Created
Triggered When:
An invoice is newly synced to RepSpark.
Recipients:
Payer users associated with the invoice’s customer.
If no Payer exists, Customer-role users receive the notification.
Opt-in/Opt-out:
Automatically opted in.
Users may opt out via preferences.
Brand administrators can configure reminders and overdue notifications in Brand Notification Preferences.
Invoice Reminder
Triggered When:
A reminder is sent X days before the due date (this is configurable in the Admin Panel by brands).
Recipients:
Payer users associated with the invoice’s customer.
If no Payer exists, Customer-role users receive the notification.
Opt-in/Opt-out:
Automatically opted in.
Users may opt out via preferences.
Brand administrators can configure reminders and overdue notifications in Brand Notification Preferences.
Invoice Overdue
Triggered When:
An invoice is overdue by 7 days.
Recipients:
Payer users associated with the invoice’s customer.
If no Payer exists, Customer-role users receive the notification.
Opt-in/Opt-out:
Automatically opted in.
Users may opt out via preferences.
Brand administrators can configure reminders and overdue notifications in Brand Notification Preferences.
Invoice Balance Added
Triggered When: An existing invoice has an increased balance and remains unpaid.
Recipients:
Payer users associated with the invoice’s customer.
If no Payer exists, Customer-role users receive the notification.
Opt-in/Opt-out:
Automatically opted in.
Users may opt out via preferences.
Invoice Summary
Triggered When: A weekly email is sent with a PDF summary of all open invoices.
Recipients:
Payer and Customer-role users associated with the invoice’s customer.
Opt-in/Opt-out:
Automatically opted in.
Users may opt out via preferences.
Sent on Sundays between 12 PM - 5 PM ET.
Only available via email and not in-app.
Admin Notifications
Client Access Requested
The default template has been updated and redesigned.
Triggered When: A RepSpark user requests access to a brand.
Recipients:
Brand administrators.
Opt-in/Opt-out:
Automatically received.
Brand admins can configure this notification in the Admin Panel on the Messaging tab, by typing in an email in the “client access requested” field.
Order Export Sync Failed
No changes to the design of this email.
Triggered When: An order export sync from RepSpark to the brand’s ERP fails.
Recipients:
Users who have opted in.
Opt-in/Opt-out:
Configured via Brand Notification Preferences.
Brand admins can configure this notification in the Admin Panel on the Messaging tab, by typing in an email in the “order export sync failed” field.
Miscellaneous Notifications
Asset Shared
The default template has been updated and redesigned.
Triggered When: An asset (Assortment, Catalog, Invoice, Order Form, etc.) is shared to a specific email.
Recipients:
Users the asset is shared with. The user is prompted to type in emails to a text box when sharing an asset, who may or may not be a RepSpark user.
Opt-in/Opt-out:
Automatically received by recipients.
For any additional configuration or changes, please contact RepSpark Support.