Overview
Estackly can send automated emails to your admin account, your customers, and your staff when key events happen — a new order, a reservation, a bill, or a new staff member being added. All email triggers are controlled per-restaurant and can be turned on or off independently.
Configure them at Settings → Email Notifications.
Available Email Triggers
Admin Notifications
These go to the restaurant owner's registered email address.
| Trigger | When it fires | Default |
|---|---|---|
| New Order Received | A customer places an order through the QR menu, kiosk, or customer portal. | Off |
| New Reservation Received | A customer submits a table reservation (via the public page or admin panel). | Off |
Customer Notifications
These go to the customer's email address (if they provided one during registration or reservation).
| Trigger | When it fires | Default |
|---|---|---|
| Reservation Confirmation | Staff changes a reservation status to Confirmed. | Off |
| Order Bill | An order is marked as paid. Sends the itemised bill to the customer. | Off |
Staff Notifications
| Trigger | When it fires | Default |
|---|---|---|
| Staff Welcome Email | A new staff member is added in Restaurant → Staff. Sends their login credentials. | Off |
Platform-Level Overrides
In addition to per-restaurant toggles, the super admin can globally enable or disable each trigger type from the super-admin settings. If a trigger is disabled at the platform level, the per-restaurant toggle has no effect. If emails are not sending despite being toggled on, ask your super admin to verify the platform mail settings.
SMTP Configuration
By default, emails are sent through the platform's shared SMTP server configured by the super admin. If you want emails to come from your own domain (e.g. noreply@spicegarden.com instead of the platform address), you can configure a custom SMTP server per restaurant under Settings → Email → Custom SMTP. Enter your SMTP host, port, username, password, and from-name, then save. All email triggers for your restaurant will then route through your server.
Subscription and Plan Emails
Two additional transactional emails are sent automatically and cannot be disabled per-restaurant:
- Subscription Updated — sent to the owner after a plan purchase, confirming the plan name and expiry date.
- Subscription Expiring — sent 7 days before the plan expires as a renewal reminder.
Frequently Asked Questions
Emails are toggled on but not being received — what should I check?
- Check the recipient's spam/junk folder first.
- Confirm the customer has an email address on their account.
- Ask your super admin to verify that the platform SMTP is configured and working.
- If using custom SMTP, test the credentials with your email provider.
- Check that the queue worker is running (
php artisan queue:listen) — some emails are dispatched to the queue and won't send if the queue is stopped.
Can I customise the email content or subject lines?
Email templates are managed at the platform level by the super admin. Per-restaurant customisation of email body content is not currently available from the admin panel.
The Order Bill email — does it replace a printed receipt?
It can. The bill email contains the full itemised order with tax breakdown, the same information as a printed receipt. Customers who provide an email address can use it instead of a paper receipt.
Why does the Staff Welcome Email need to be toggled on separately?
Some restaurants add staff members in bulk during setup and do not want welcome emails sent for every entry. Toggle it on only when you are actively onboarding new staff who need their login details immediately.