Set up email notifications

When to use this

Use email notifications to keep customers and staff informed about key order and service events, such as:

• Order confirmations
• Refund updates
• Shipping updates
• Store receipts
• General service messages
• New order alerts for staff
• Return alerts for staff

This setup is especially useful for day-to-day store operations where items may move between online and in-store workflows, including one-of-a-kind inventory and resale orders that need clear status communication.

Before you start

Make sure you know:

• Which email address customers should reply to for support
• Which email address should appear as the sender
• Which staff members should receive internal alerts for new orders or returns
• Your store logo, website link, store address, and any social profile links you want to include

Open notification settings

To configure email notifications:

1. Select the Settings icon in the top right.
2. Go to Customer Notifications.
3. Select Notification Settings.

Set the main email addresses

In notification settings, configure the two core email fields used in customer communications.

You can use the same address for both if that is the simplest setup for your team.

Recommended setup

For most stores:

• Use a monitored inbox for Contact Email
• Use a store-recognizable address for Sender Email
• Keep ownership clear so customer replies are not missed during busy order and return periods

Customize the email header

Use the header settings to make customer emails clearly match your store.

You can:

• Upload your logo
• Set the logo width
• Add a link, such as your website
• Adjust logo alignment
• Adjust title alignment

Good operational uses for the header

A clear header helps customers recognize updates for:

• Online orders
• In-store sales with emailed receipts
• Returns and refunds
• One-of-a-kind item purchases where status updates matter

Customize the email footer

Use the footer to add service details customers may need after receiving an update.

You can:

• Enter your store address in the Footer Text field
• Add links to your social media profiles
• Adjust alignment for the footer layout

If you add social links, Ribbn displays the matching social icons automatically.

What to include in the footer

A practical footer usually includes:

• Store address
• Customer-facing support details
• Relevant social links

This helps customers confirm they are interacting with the correct store, especially when managing resale orders or post-purchase service questions.

Adjust the email style

Use the style controls to match the look of your emails to your store branding.

You can expand styling sections such as:

• Body
• Header
• Container
• Button
• Other available sections in the editor

Common changes include:

• Background color
• Borders
• Fonts

As you make updates, review the live preview on the left to check how the email will look.

Best practice for styling

When reviewing styles, check that emails are easy to scan for common service moments such as:

• Order placed
• Item shipped
• Refund issued
• Return started
• Receipt sent

Keep layouts simple and readable so customers can quickly understand the status of their order or item.

Set up staff notifications

You can also configure internal alerts so your team knows when action may be needed.

Staff can receive notifications for:

1. New orders
2. Returns
3. Optional: a copy of each customer notification

This is helpful for stores running omnichannel operations where teams may need to respond across online orders, in-store activity, returns, and customer follow-up.

Recommended rollout

A simple way to test staff notifications:

1. Add yourself first.
2. Send or trigger notifications through normal workflows.
3. Review the design, sender details, and operational usefulness.
4. Update recipients once you are satisfied.
5. Remove yourself or reassign as needed.

Suggested setup by task

Operational notes

For one-of-a-kind inventory

When each item is unique, timely notifications help reduce confusion about:

• Purchase confirmation
• Shipping progress
• Returns or refunds
• Follow-up service questions

For omnichannel workflows

If you sell both online and in-store, consistent notifications help staff and customers stay aligned across:

• Store receipts
• Online order confirmations
• Shipping updates
• Returns processing

For service quality

Review notification recipients regularly so the right team members receive alerts when:

• New orders come in
• Returns are submitted
• Customer-facing messages are sent

Troubleshooting checklist

If notifications are not working as expected, check:

• The Contact Email is correct
• The Sender Email is correct
• Staff recipients are assigned properly
• Header and footer details are complete
• Styling changes look correct in the live preview
• You have tested the flow by adding yourself as a recipient first

Next steps

After you finish setup:

1. Test a notification flow using your own email address.
2. Confirm branding and layout in the preview and in the received email.
3. Assign final staff recipients for order and return alerts.
4. Recheck settings whenever your store support inbox, branding, or service workflow changes.