computer/EMAIL_NOTIFICATIONS.md

Email Notifications System

Overview

Comprehensive email notification system for Zoo Computer platform, providing automated email communications for quotes, orders, subscriptions, and RFQs.

Features

• ✅ Quote Emails - Send custom GPU quotes to customers
• ✅ Order Confirmations - Automated order confirmation with invoice details
• ✅ Subscription Confirmations - Subscription activation notifications
• ✅ RFQ Confirmations - Request for quote acknowledgment emails
• ✅ Cluster Request Notifications - Enterprise cluster request confirmations
• ✅ Admin Notifications - Instant alerts for new RFQs and cluster requests
• ✅ Professional HTML Templates - Mobile-responsive, branded email designs
• ✅ Plain Text Fallback - Ensures deliverability across all email clients

Technology Stack

• Email Service: SendGrid
• Templates: Custom HTML/CSS with inline styles
• API: TypeScript/JavaScript serverless functions
• Frontend Integration: React hooks and client library

Setup Instructions

1. Environment Variables

Add the following to your .env file:

# SendGrid Configuration
VITE_SENDGRID_API_KEY=SG.your-actual-api-key-here
VITE_EMAIL_FROM=[email protected]
VITE_ADMIN_EMAIL=[email protected]

# API Configuration
VITE_API_URL=/api

2. SendGrid Setup

1. Sign up for SendGrid
2. Create an API key with "Mail Send" permissions
3. Verify your sender domain (zoo.computer)
4. Add the API key to your environment variables

3. Testing

Run the test script to verify email functionality:

# Set test email
export TEST_EMAIL=[email protected]

# Run test
node test-email.mjs

API Endpoints

/api/send-quote-email

Send a quote email to a customer.

Request:

{
  "to": "[email protected]",
  "quoteData": {
    "quoteNumber": "Q-2024-001",
    "customerName": "John Doe",
    "customerEmail": "[email protected]",
    "gpuModel": "NVIDIA H100",
    "quantity": 8,
    "duration": "Monthly",
    "pricePerHour": 2.50,
    "totalPrice": 3600.00,
    "validUntil": "2024-12-31",
    "message": "Special pricing applied"
  }
}

/api/send-order-confirmation

Send order confirmation after payment.

Request:

{
  "to": "[email protected]",
  "orderData": {
    "orderNumber": "ORD-2024-001",
    "customerName": "John Doe",
    "customerEmail": "[email protected]",
    "items": [
      {
        "name": "8x NVIDIA H100 GPU - Monthly",
        "quantity": 1,
        "price": 3600.00
      }
    ],
    "subtotal": 3600.00,
    "tax": 288.00,
    "total": 3888.00,
    "billingAddress": "123 AI Street, San Francisco, CA 94102"
  }
}

/api/send-rfq-confirmation

Send RFQ confirmation to customer and admin notification.

Request:

{
  "rfqData": {
    "rfqNumber": "RFQ-2024-001",
    "customerName": "John Doe",
    "customerEmail": "[email protected]",
    "company": "AI Startup Inc",
    "gpuModel": "h100",
    "quantity": 16,
    "duration": "6-month lease",
    "useCase": "LLM training",
    "message": "Need high bandwidth interconnect",
    "submittedAt": "November 1, 2024 at 10:30 AM"
  }
}

/api/send-subscription-confirmation

Send subscription activation confirmation.

Request:

{
  "to": "[email protected]",
  "subscriptionData": {
    "subscriptionId": "sub_1234567890",
    "customerName": "John Doe",
    "customerEmail": "[email protected]",
    "planName": "GPU Pro Monthly",
    "gpuModel": "NVIDIA H100",
    "quantity": 4,
    "pricePerMonth": 7200.00,
    "startDate": "November 1, 2024",
    "billingCycle": "Monthly"
  }
}

/api/send-cluster-notification

Send enterprise cluster request confirmation.

Request:

{
  "clusterData": {
    "requestId": "CLU-2024-001",
    "customerName": "John Doe",
    "customerEmail": "[email protected]",
    "company": "Enterprise Corp",
    "clusterSize": "256 GPUs",
    "gpuModel": "NVIDIA B200",
    "requirements": "Need dedicated infrastructure with 99.99% SLA",
    "budget": "$500,000 - $1,000,000",
    "timeline": "Q1 2025",
    "submittedAt": "November 1, 2024 at 10:30 AM"
  }
}

Client Library Usage

Sending Emails from React Components

import {
  sendQuoteEmailClient,
  sendOrderConfirmationClient,
  sendRFQConfirmationClient,
  generateId,
  formatDate
} from '../lib/email-client';

// Send quote email
const quoteData = {
  quoteNumber: generateId(),
  customerName: 'John Doe',
  customerEmail: '[email protected]',
  gpuModel: 'NVIDIA H100',
  quantity: 8,
  duration: 'Monthly',
  pricePerHour: 2.50,
  totalPrice: 3600.00,
  validUntil: getQuoteValidityDate(30),
  message: 'Special pricing for your AI workload'
};

const result = await sendQuoteEmailClient('[email protected]', quoteData);
if (result.success) {
  console.log('Quote email sent successfully');
} else {
  console.error('Failed to send email:', result.error);
}

Email Templates

All email templates include:

Header

• Zoo Computer logo and branding
• Orange gradient background (#FF6B35 to #F7931E)
• Professional typography

Content

• Personalized greeting
• Clear information hierarchy
• Formatted tables for data
• Call-to-action buttons
• Important notices and alerts

Footer

• Company information
• Social media links
• Copyright notice
• Unsubscribe link (when applicable)

Template Types

1. Quote Email

• Quote number and validity date
• GPU specifications and pricing
• Total cost breakdown
• Custom messages from sales team
• Link to dashboard for acceptance

2. Order Confirmation

• Order number and status
• Itemized invoice
• Billing information
• Next steps for GPU access
• Support contact information

3. Subscription Confirmation

• Subscription ID and plan details
• Monthly pricing and billing cycle
• Getting started guide
• Access credentials information
• Dashboard link

4. RFQ Confirmation

• RFQ tracking number
• Submitted requirements summary
• Expected response timeline
• What happens next
• Contact information

5. Cluster Request Confirmation

• Request ID and priority
• Cluster specifications
• Enterprise benefits
• Solutions architect contact timeline
• Direct support channels

6. Admin Notifications

• High-priority alerts
• Complete customer information
• Requirements summary
• Budget and timeline details
• Direct action links to admin dashboard

Integration Points

Components Using Email

1. AdminDashboard (/src/pages/AdminDashboard.tsx)

   • Send quote emails when creating quotes
   • Resend quote emails from quote management

2. Checkout (/src/pages/Checkout.tsx)

   • Send order confirmation after successful payment
   • Send subscription confirmation for recurring plans

3. RequestQuote (/src/pages/RequestQuote.tsx)

   • Send RFQ confirmation to customer
   • Send admin notification for new RFQs

4. Clusters (/src/pages/Clusters.tsx)

   • Send cluster request confirmation
   • Send high-priority admin notification

5. Dashboard (/src/pages/Dashboard.tsx)

   • Resend quote emails
   • View email history

Error Handling

• All email sends are non-blocking (fire-and-forget)
• Errors are logged to console but don't break user flow
• Fallback to database storage if email fails
• Admin notifications on critical email failures

Security Considerations

1. API Key Protection

   • Store SendGrid API key in environment variables
   • Never commit API keys to version control
   • Use server-side functions for sending

2. Rate Limiting

   • Implement rate limiting on API endpoints
   • Prevent email bombing attacks
   • Monitor for unusual activity

3. Input Validation

   • Validate all email addresses
   • Sanitize HTML content
   • Verify required fields

4. GDPR Compliance

   • Include unsubscribe links where applicable
   • Store email consent in database
   • Provide data deletion options

Monitoring

Metrics to Track

• Email delivery rate
• Open rate
• Click-through rate
• Bounce rate
• Complaint rate

SendGrid Dashboard

Monitor email performance at: https://app.sendgrid.com

Error Logging

Check browser console and server logs for email errors

Troubleshooting

Common Issues

1. Emails not sending

   • Verify SendGrid API key is set correctly
   • Check SendGrid account is active
   • Ensure sender domain is verified

2. Emails going to spam

   • Verify SPF/DKIM records
   • Check sender reputation
   • Review email content for spam triggers

3. Template rendering issues

   • Test in multiple email clients
   • Use inline CSS only
   • Provide plain text fallback

4. Rate limiting errors

   • Implement exponential backoff
   • Queue emails for batch sending
   • Upgrade SendGrid plan if needed

Future Enhancements

• Email analytics dashboard
• A/B testing for templates
• Scheduled email campaigns
• Transactional email logs in admin
• SMS notifications integration
• WhatsApp Business API
• Multi-language support
• Dynamic template variables
• Email preference center
• Automated follow-ups

Support

For issues or questions:

• Email: [email protected]
• Documentation: https://zoo.computer/docs
• GitHub Issues: https://github.com/zaboratory/computer

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Last Updated: November 2024 Version: 1.0.0