Which emails go out, and who gets them
Every email Flyte sends to your customers, your factories and your team, what triggers it and who receives it.
Flyte sends emails to three audiences: your customers, your factories and your own team. Each has its own rules for who receives what. This article lists them all, so you can answer "who was told?" with confidence.
All emails are branded from Settings → General. Emails about a customer use that customer's logo and colour where set. Links in customer emails need no login, so they can be forwarded. Whether your account can send email at all is set up by your platform support team.
#Emails to your customers
Order emails go to the order's contact only. See Who receives customer emails.
| Sent when | Goes to | |
|---|---|---|
| Enquiry received | A customer submits an enquiry or price request | Whoever raised it |
| Visual ready to review | Send on a visual | The address typed, else the visual's contact |
| Visual waiting — reminder | Follow-up reminder | The visual's contact |
| Visual response receipt | The customer submits their decisions | The visual's contact |
| Artwork ready to review / Job sheet for approval | Sent from the visual | The address typed, else the visual's contact |
| Review & confirm your order | Send for Review & Confirmation on a draft | The order's contact |
| Updated artwork ready — review & confirm | Re-sent after you action changes; approved items stay approved | The order's contact |
| Confirm your order — reminder | A chase, or a follow-up reminder | The order's contact |
| Order confirmed | Your team confirms the order; contains no pricing | The order's contact |
| Requested date cannot be met | With the confirmation, if they asked for a date earlier than your ETD | The order's contact |
| Production samples ready | Production photos sent to the customer | Each order's contact |
| Production approval update | All production photos decided | Each order's contact |
| Pre-production sample ready (and decision receipt) | A pre-production sample is shipped | The order's contact |
| Order has left the factory | Ship now — left factory on a shipment; one per order | The order's contact |
| Out for delivery (and "part of", "another part", "the rest of" your order) | On dispatch, if your account uses Garment Works; not while On Hold or Closed | The order's contact |
| Weekly production schedule | Weekly, where switched on for that customer | People with Receives reports and Order emails on |
| Your quote / Quote confirmed — thank you | Quote sent / accepted | The quote's recipient |
| Set your password | Invite or reset; valid 7 days; English | That person |
#Emails to your factories
All factory emails are bilingual: English first, then Chinese. "Notification users" means the factory's people with Factory emails on.
| Sent when | Goes to | |
|---|---|---|
| New Purchase Order | A PO is submitted; PO PDF attached | Notification users |
| Email factory | You send a PO by email (preview, pick artwork, send) | The address typed |
| Change approved / Change rejected | You decide a factory's proposal | Notification users |
| Production images approved / Changes requested on production images | Production photos are decided | Notification users |
| New message on a purchase order | Your team replies on a PO thread | Only factory people with Message reminders on |
| Purchase order deleted | A PO is deleted (stop production) | The factory, with a copy to your Contact email |
| Set your password / portal invite | Invite; valid 7 days | That person |
Watch out
A factory with no notification users receives nothing when you submit a PO.
#Emails to your team
#To the shared Contact email
Set in Settings → General. One shared inbox, so everyone works from the same thread.
- Quote accepted / Quote declined.
- Approval needed — a factory submitted a product change or a custom PO line.
- New message from a factory on a PO (always in the portal too).
- Changes requested by the customer on production images, for you to relay to the factory.
- Purchase order deleted (your copy).
#To the assigned designer
When a customer requests changes on a visual, or approves or requests changes on artwork or a job sheet, the visual's designer is emailed. If no designer is assigned, all admins are.
#Per-person team emails
Each person chooses these under Settings → Team & access → Edit → Team emails. All start off.
- New enquiries
- New draft orders
- Artwork change requests (from the review & confirm page)
- Delivery address changes
- New purchase orders
- New freight shipments
- Factory payment requests
Good to know
A shared inbox only gets these if it is set up as a team member with the boxes ticked.
#The bell
The bell in the top bar shows an unread count. Opening it lists recent events and marks them read. Every admin's bell shows the team events above, whatever their email ticks. Some events are bell-only: Production complete on a PO, requests to join, order-date requests and their messages, and panel print decisions.
#Common questions
No emails arrive at all. Press Send test email in Settings → Emails & reminders. If nothing arrives (check spam), contact your platform support team.
Nobody was told about a factory message or an accepted quote. Fill in the Contact email in Settings → General.
The factory never got the PO email. The factory needs at least one person with Factory emails on.
The customer didn't get an email. Check the order's or visual's contact, that person's Order emails, the order's Customer emails card, and spam.