Overview
Initiator email notifications provide enhanced visibility into the payee onboarding process. These notifications are designed to update initiators (the user who invites a payee) about key milestones, reducing the need for manual follow-ups and improving satisfaction with the onboarding experience.
Purpose of Initiator Notifications
These notifications:
- Inform initiators about where their payees are in the onboarding process.
- Provide detailed status updates directly via email.
- Include guidance on where to direct any payee-related questions.
By default, notifications are enabled for all initiators, ensuring they remain updated without needing to log into PaymentWorks regularly.
Notification Events
Email notifications are triggered at specific events during the onboarding process. Below is a summary of these events and their corresponding notifications:
| Event | Email Subject | Description |
|---|---|---|
| Invitation Approved | Payee Invitation Approved - {Payee Name} | The invitation was approved, and the email was sent to the payee to set up their PaymentWorks account. |
| Invitation Rejected | Payee Invitation Rejected - {Payee Name} | The invitation was rejected, and no email was sent to the payee. Initiators can resend the invitation after making changes to the invitation. |
| Invitation Received by Payee | Payee Invitation Received - {Payee Name} | The payee received the invitation, created an account, and verified their email address. |
| Invitation Cancelled | Payee Invitation Cancelled - {Payee Name} | The invitation was cancelled by the initiator or another user, and the payee can no longer register using the original invitation. |
| Registration Submitted | Payee Registration Submitted - {Payee Name} | The payee submitted their New Vendor Registration (NVR) form. |
| Registration Resubmitted | Payee Registration Re-Submitted - {Payee Name} | The payee resubmitted their NVR form with updates. |
| Registration Approved | Payee Registration Approved - {Payee Name} | The payee’s NVR form was approved. A separate "Payee Onboarding Complete" notification will be sent once the process is fully completed. |
| Registration Returned | Payee Registration Returned - {Payee Name} | The NVR form was returned to the payee for corrections. |
| Registration Rejected | Payee Registration Rejected - {Payee Name} | The NVR form was rejected, and the payee cannot become a vendor for the organization. |
| Onboarding Complete | Payee Onboarding Complete - {Payee Name} | The payee’s onboarding process is complete, and the payee is set up for payment. This notification includes the vendor number. |
Email Content
Each email notification includes:
- The name and description of the event.
- Links to:
- The payee’s onboarding details in PaymentWorks.
- The Manage Notifications page to adjust notification settings.
- Instructions for contacting the organization's "vendor desk" with questions.
- For completed onboarding: The vendor number and other essential information.
Some emails may include a feedback link to gather insights about the initiator's onboarding experience, such as return messages, etc.
Managing Notifications (User Level)
Initiators can customize their notifications to fit their preferences.
To manage notifications:
- Log into PaymentWorks.
- Access Manage Notifications: Navigate to your notification settings page.
- Edit Preferences: Click Edit to modify your settings.
- Select/Deselect Notifications: Check or uncheck specific notification events.
- Save Changes: Click Save to finalize updates.
Note:
- Only the user who sends an invitation receives notifications for that payee.
- Notifications only apply to full registrations; updates, edit registrations, and partial registrations do not trigger notifications.
- There is no global setting to disable notifications across all users in a Payer account.
Account-Level Customization
Organizations can customize notification email content during account setup or via a change request form. This includes:
- Adjusting terminology (e.g., "vendor desk" or "vendor number").
- Configuring contact information, such as email addresses or URLs for your vendors to reach out to you with questions regarding your custom registration fields, etc.
- Enabling or disabling notifications for specific events.
For configuration changes, an authorized user within your organization can submit a change request through the Change Request Form.
Best Practices
- Enable All Notifications: To avoid missing updates, PaymentWorks recommends keeping all notifications enabled and using email filters to manage your inbox effectively.
- Regularly Monitor Notifications: These emails provide valuable insights, saving time and reducing the need for internal support inquiries.
- Customize When Necessary: Adjust your settings based on your role and specific requirements.
This guide consolidates all key information about initiator email notifications, helping you stay informed and manage payee onboarding efficiently. For more details, check out the Initiator Handbook