Sending Invitations and Managing Onboarding in PaymentWorks

The Onboarding view in PaymentWorks allows you to track and manage vendor invitations, monitor their registration progress, and facilitate a seamless onboarding experience. This guide outlines the steps for sending invitations, adding personal messages, and understanding the onboarding statuses.

Sending New Vendor Invitations

1. Initiating Invitations

   • In the Onboarding view, click the “Send Invitation” button located at the bottom of the left sidebar.
   • A standard invitation form will appear. If your organization uses custom fields, contact your PaymentWorks administrator for clarification.

2. Adding a Personal Message (Optional)

   • If enabled, you can add a personal message of up to 280 characters in the designated text box at the bottom of the invitation form.
   • Custom fields (if applicable) will appear above the personal message field.

About the Onboarding View

The Onboarding view provides tools to:

• Filter Vendors: Use the controls on the left to refine the list of vendors in the onboarding process.
• Track Progress: Monitor each column to see how far along vendors are in the onboarding process.
• Access Details: Click on statuses for more information.

Understanding Onboarding Statuses

Invitation Column Statuses

• Invitation Sent: The invitation has been sent to the vendor.
• Invitation Delivered: The email reached the vendor’s server but hasn’t been opened.
• Invitation Not Deliverable: The email could not be delivered to the vendor.
• Invitation Opened by Recipient: The vendor opened the email but has not clicked the registration link.
• Invitation Link Clicked: The vendor clicked the registration link.
• Invitation/Reminders Cancelled: A Payer user canceled the reminders for this invitation.

Account Column Statuses

• No Account: The vendor hasn’t created a PaymentWorks account.
• Created: The vendor created an account but hasn’t activated it.
  • Tip: If stuck on “Created,” the vendor likely didn’t receive the activation email. Ask them to check their spam folder.
• Confirmed: The vendor created and activated their account.

New Vendor Registration Column Statuses

• Submitted - Pending PaymentWorks Review: PaymentWorks is reviewing the vendor’s banking information.
• Submitted - PaymentWorks Waiting for Vendor Response: PaymentWorks left a message for the vendor, awaiting their response.
• Submitted - Pending Internal Review: PaymentWorks reviewed the bank account; the form awaits internal review.
• Returned: The form was returned to the vendor for corrections.
• Approved: The form was approved by your organization.
• Processed: The form was sent to your system of record.
• Complete: The vendor successfully connected.
• Rejected: The form was rejected by your organization.

Helpful Notes

• Personalized Experience: Adding personal messages can enhance the onboarding process and improve vendor engagement.
• Training Resources: View the training video for detailed instructions on sending invitations.
  
  

For further assistance, contact PaymentWorks Support or your organization’s PaymentWorks administrator.