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How to Set Up Order Notifications

Updated
Feature Availability User Permissions Time to Complete Skill Level
Philippine and US stores on Launch, Grow, Scale and the free trial Store owner, or a team member with Store settings & administration access About 10 minutes Beginner

Summary

Overview: Prosperna tells you about new orders in the dashboard, by email and by text message, and keeps your customers updated by email and text message as their order moves along. You can choose which team members get new-order emails, and you can change or switch off the emails your customers receive.

Prerequisites:

  • A store on Launch, Grow, Scale or the free trial.
  • Store owner access, or a team member with Store settings & administration access.
  • To email team members: the team member is added in Settings → Users, and your store has at least one store location. See How to Add Your Store Location.

Step-by-Step Instructions

Step 1: Know your in-dashboard alerts

You don't need to set these up. While you have the dashboard open:

  • When a new order comes in, a pop-up says You have [number] new order(s)! and a doorbell sound plays every few seconds until you close it. Click View Now to open the Notification Center.
  • The bell icon at the top of the dashboard shows how many notifications you haven't read. Click it to see them under New and Earlier. Click a notification to open the order, or click View All to open the Notification Center page.
  • On the Notification Center page you see each notification's Notification, Name, Date, Location and Read Status. Use Search... to find one, or click Mark all as read.

Order notifications you may see include New Order, Cancelled Order, Completed Order, Pending Delivery (reminders for scheduled deliveries) and New Order via QR Menu. You also see New Lead Registered when someone signs up on your store.

Who sees which notification. Order notifications follow store locations:

  • As the store owner you see every notification in the store.
  • A team member sees order notifications only for the locations ticked under Where they work, and only if their permissions let them view orders. New Lead Registered goes to everyone.
  • An order notification that has no location at all reaches the store owner only.
  • The new-order pop-up counts only the orders at the locations you handle.

Read status is per person: marking a notification read doesn't mark it read for your team. Notifications from before a team member joined your store count as already read for them, so nobody starts with the store's whole history unread.

Step 2: Get new-order emails and text messages yourself

These go to you automatically:

  • Email: the email address on your Prosperna account gets a copy of the order email when an order is placed, and again for status changes such as a cancelled or completed order.
  • Text message (SMS): the mobile number on your Prosperna account gets a text for each new order, with the customer, order number, payment type and a link to the order.

Step 3: Email team members about new orders

  1. In the sidebar, click Settings, then Users.
  2. On the team member's row, open the actions menu and click Permissions.
  3. Under Store access, in Where they work, tick the store locations they handle (or All locations).
  4. Switch on Email them every new order.
  5. Click Save changes.

The team member now gets the same order emails you get, for orders at the locations you ticked.

Step 4: Brand your customer emails

  1. In the sidebar, click Settings, then Messaging.
  2. Click Email Templates on the left. The Email Notifications section opens.
  3. Set how your emails look. Changes save automatically.
    • Store Logo: upload a .jpg or .png image, at least 250 × 250 pixels and up to 10 MB.
    • Header Bar Color: pick a color.
    • Logo Style: Sharp (Default), Rounded or Circle.

Step 5: Edit a customer email

The table lists these emails:

Email Sent to your customers
Order Confirmation Notification After they order your product/s
Order Delivery Notification Whenever the order status of their order is updated
Order Completion Notification After their order is marked as Completed
Order Cancellation Notification When you cancel their order
Order OTC Confirmation Notification After they order and pay by Over the Counter

To edit one:

  1. Open the actions menu on its row and click Edit.
  2. Change the Subject (up to 60 characters).
  3. Change the message in the editor. To add customer or order details, pick one from Select Custom Tag, for example customerFirstName, orderId or orderStatus.
  4. Click Preview to check it.
  5. Click Save. You see Successfully updated [email name].

To undo your changes, click Reset to Default, then Reset. You see Successfully reset [email name].

To look at an email without changing it, click View.

Step 6: Switch a customer email off or on

  1. Open the actions menu on the email's row.
  2. Click Disable, then Disable again in Disable Email Notification. You see Successfully disabled [email name].
  3. To turn it back on, click Enable. You see Successfully enabled [email name].

The Status column shows Enabled or Disabled.

Step 7: Know how customers get text messages

Customer text messages (SMS) are sent automatically, there's nothing to set up:

  • When the order is placed, or once an online payment goes through.
  • When you or the courier update the order's status.

Shoppers who check out on your storefront choose how they want updates (email only, unless they pick otherwise). Orders you create yourself send both email and text message. See How to Create an Order for a Customer.

Verify It Worked

Success criteria:

  • A new order shows the You have [number] new order(s)! pop-up and appears in the Notification Center.
  • The order email arrives at your account email and at each team member with Email them every new order on.
  • In Settings → Messaging → Email Templates, each email shows the Status you chose.
  • Preview shows your logo, header color and edited text.

Troubleshooting

Common errors

  • "Tick a location first. There is nothing to email about yet.": Email them every new order can't be switched on until the team member has at least one location ticked under Where they work.
  • "Turned off because this user had no locations. Turn it back on if you still want it.": you removed all of the team member's locations. Tick a location and switch the email back on.
  • I can't find Permissions or Store access: assigning locations and emailing team members about new orders needs an upgraded plan. Archived team members have no Permissions option.
  • A team member doesn't get order emails: check that the order's store location is ticked for them, that the location is active, and that Email them every new order is on.
  • Customers stopped getting confirmation emails: Order Confirmation Notification may be disabled. Click Enable on its row.
  • I don't hear the new-order sound: the pop-up and sound only appear while the dashboard is open in your browser.

Limitations & considerations

  • Disabling an email stops it for your customers only. You and your team members still get your copies.
  • There's no setting to switch off customer text messages.
  • Text messages are sent to Philippine mobile numbers.
  • The account owner always gets order emails. Only team members can be switched on or off.
  • Team members only see order notifications, and only get order emails, for orders at the locations they are assigned to. A team member with no locations ticked sees only New Lead Registered.
  • Pending Delivery reminders are created once per store location per day, not once per order.

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/19/2026