As part of your daily workflow, you often need to inform customers about new orders, new customers, and updates regarding their order status. You can stay on top of customer activity and communication on your B2B Wave eCommerce platform through:
- Email notifications
- Platform notifications
Let’s see how you can manage and use these notifications.
Managing Default Email Notifications
B2B Wave offers a series of default email notifications sent automatically when triggered by specific events. These default email notifications are the following:
Invitation Email. Customers receive this email when you invite them to your B2B portal using the “Invite Customer by Email” functionality on the Customers menu.
NOTE: You can edit the email through the “Email subject” and “Email content” fields on the “Invite Customers by Email” page.
Welcome email. Customers receive an email when you create an account for them through the Customers menu and check the “Notify customer by email option” on the “Customer details” tab of the “Create customer” page.
Order confirmation. Customers receive this email when submitting an order on your B2B portal.
Order update. You and other super admins will receive an email when customers send a message regarding an order.
NOTE: You cannot disable the Invitation and Welcome email notifications. In contrast, you can disable the Order confirmation and Order update emails for customers by going to the Customers menu, clicking on a customer, and then unchecking the "Receive notifications" option in the "Email Settings" tab.
Adding Recipients of Email Notifications for Specific Customers
You can specify which customer company members can receive email notifications regarding a specific customer's activity. To do so, go to the Customers menu and select the customer for whom you want to do this. On the "Editing customer" page, look for the "Email Settings" tab.
Here, you will find the following fields:
| Attach new order
as .XLS file
|Check this option if you want to attach the orderin .xlsx format in the Order confirmation email the customer receives|
| Attach new order
as PDF file
|Check this box if you want to attach a new orderin PDF format in the Order confirmation email the customer receives|
new orders notification
|Specify the email addresses of the recipients of the order confirmation email, separating them with a comma (,) and leaving no space between them (e.g., email@example.com,firstname.lastname@example.org). Recipients may include members of the customer's team (e.g., an accountant) or the customer's parent company, or the sales rep you have assigned to the customer|
| Enter the addresses of the invoice recipients, separating them with a comma (,) and leaving no space between them. Remember that you can automatically share order invoices generated through your accounting systems integrated with B2B Wave (e.g., QuickBooks, Xero) by checking the "Send email" box in the "Files" section on the order's page
|Receive email notifications|| Check this option if you want the customer to receive the default Order confirmation and Order update email notifications. Also, remember that you can manage which customers you want to receive email notifications or not in bulk. To do so:
| Type the email addresses (separating them using a comma (,), leaving no space between them) of the people in you want to receive a blind carbon copy (BCC) of the following email notifications:
NOTE: Emails containing invitation links and passwords are not Bcc'd
Adding Recipients of Email Notifications Regarding Customer Activity
You can specify which of your team members can receive email notifications regarding the activity of all customers on your B2B portal. To do so, go to Settings >Profile and look for the “Email notifications” tab.
There, you can manage the following:
| Email for
|Type the email addresses you want to receive a copy of the welcome emails sent to newly registered customers, separating them using a comma (,) without any spaces between them (e.g., email@example.com,firstname.lastname@example.org)|
| Email for
|Insert the email addresses you want to receive Order confirmation notifications|
|Attach new order as XLS to email||Check this option if you wish to attach the new order in .xlsx format in the Order confirmation email|
|Attach new order as PDF to email||Check this option if you want to attach the new order in PDF format in the Order confirmation email|
outgoing emails to customers
| Add the email addresses of the people (separating them using a comma (,), leaving no space between them) in you want to receive a blind carbon copy (Bcc) of the following email notifications:
|Email for new order messages from customer|| Type the email addresses you want to receive customer messages regarding orders, separating them using a comma (,), without any spaces between them
Activating Order Status Email Notifications
You can send email notifications automatically to customers whenever you change their order status. To do so, go to Settings >Order Statuses, select a status (e.g., Sent), and click on it. Then, on the "Editing order status" page, check "Notify customer via email" and then "Save" to activate email notifications for this status.
In the example below, Wholesale Demo & Co enabled email notifications for orders whose status is "Sent." By doing so, their customers receive an email when they assign this status to their orders.
Using Platform Notifications
Updates regarding customer activity will also appear as platform notifications on your Admin Dashboard. To access these, click on the bell icon next to your profile menu on your Admin Panel.
In general, platform notifications appear when you receive the following:
- Messages from customers. Remember that when you or a customer sends a message regarding an order, a bubble icon will appear next to the specific order on the Orders menu main page.
- New applications from customers to register on your B2B portal. You can approve or reject clients through the Customers menu main page. Newly registered customers will appear first on your customer list.
NOTE: Find out more about the notifications your customers receive when logged in to your B2B store here.