Telegram notifications

X-Sitter can send you important events straight to your phone via the messenger Telegram – for example faulty orders, failed shipping labels, shortages during picking or new returns. You connect your X-Sitter user to the X-Sitter bot once and then choose which notifications you want to receive.

Before you start

• Your user has the permission for the Telegram settings. If the entry Telegram Settings (Telegram Einstellungen) is missing in your personal settings, ask your administrator.
• You have the Telegram app on your phone and a Telegram username (in Telegram under Settings; it is the name that can start with @).

Step by step

1. Enter your Telegram username

1. Click your name in the top right corner, then Settings (Einstellungen).
2. Choose Telegram Settings (Telegram Einstellungen) in the menu on the left.
3. Enter your Telegram username (Telegram-Benutzername) without the leading @ (Username ohne führendes @ Zeichen). Not sure where to find it? Next to "How to find your" (So findest Du Deinen), click username (Benutzernamen) for a short picture guide.
4. Click Save (Speichern).

2. Start the bot

1. Below the username, X-Sitter shows the link to the bot: Now you can open this URL on your phone: (Nun kannst Du diese URL auf deinem Handy öffnen:). Open it on your phone – it opens the X-Sitter bot in Telegram.
2. Tap Start or send the message /start.
3. The bot welcomes you. From now on, your Telegram chat is connected to your X-Sitter user.
4. Reload the settings page in X-Sitter. The status changes to Connected to the bot (Mit dem Bot verbunden).

3. Choose your notifications

1. Under Notifications (Benachrichtigungen) tick every event you want to receive. The events are grouped by topic (see the table below).
2. Click Save (Speichern). X-Sitter confirms with All settings have been saved (Alle Einstellungen wurden gespeichert).

You only see the events that match your role and your permissions (Du siehst nur die Ereignisse, die zu Deiner Rolle und Deinen Rechten passen.). If you lose a permission later, the matching notifications stop automatically.

4. Test the connection

1. Click Test Connection (Verbindung testen) next to the connection status.
2. Confirm with Send test message (Testnachricht senden).
3. X-Sitter sends a test message to all your connected chats and shows the result (see the troubleshooting table).

Bot commands

Send these commands to the X-Sitter bot in Telegram:

Command	What it does
/start	Connects your chat to your X-Sitter user, or switches notifications back on after a pause.
/stop	Pauses all notifications for this chat. Your selection in X-Sitter is kept. Send /start to continue.
/state	Shows whether notifications are active and which events you have subscribed to.

Available notifications

Who can choose a notification: All = every user; Business = clients (sellers) and logisticians; Warehouse = logisticians and warehouse staff. Some notifications also need the permission for the matching area (e.g. returns, packing, JTL).

Group	Notification	When you get it	Who
General (Allgemein)	Learn about new features (Informationen zu neuen Funktionen)	News about new X-Sitter features. Always switched on.	All
Orders & marketplaces (Aufträge & Marktplätze)	Necessary shipping (Notwendiger Versand)	In the morning: marketplace orders that must be shipped today.	Business
	End-of-day summary (Tagesabschluss)	In the evening: new and shipped orders of the day per sales channel.	Business
	Order with errors (Auftrag fehlerhaft)	An order was marked as faulty during import or synchronisation.	Business
	Order import - error (Auftragsimport - Fehler)	A CSV/Excel order import failed.	Business
	JTL - Error (JTL - Fehler)	An order could not be transferred to JTL.	Business
	Hood - Error (Hood - Fehler)	An order or shipping notification at Hood failed.	Business
	ManoMano - error (ManoMano - Fehler)	An error in the ManoMano connection.	Business
	wooCommerce - Error (wooCommerce - Fehler)	An error in the wooCommerce connection.	Business
	xentral - Error (xentral - Fehler)	An item number is missing in the mapping table.	Business
	weclapp - Error (weclapp - Fehler)	Fetching orders from weclapp failed.	Business
	weclapp - unknown items (weclapp - Unbekannte Artikel)	An item number of a weclapp order is unknown in X-Sitter.	Business
	NetSuite - error (NetSuite - Fehler)	An order from NetSuite is incomplete (e.g. country code).	Business
Shipping (Versand)	Shipcloud - Error (Shipcloud - Fehler)	A shipping label could not be created via Shipcloud.	Warehouse
	Shipping label - error (Versandlabel - Fehler)	A shipping or return label failed at the packing station (all carriers).	Warehouse
	Carrier - connection error (Versanddienstleister - Verbindungsfehler)	A carrier rejects the stored access data.	Warehouse
	Shipcloud API Status	The Shipcloud service is down or available again.	Warehouse
Warehouse (WMS) (Lager (WMS))	New advance notice (Neue Avisierung)	A goods receipt was announced (manually, by import or via an interface).	Warehouse
	Goods receipt put away (Wareneingang eingelagert)	All items of an advance notice have been put away.	All
	Customer delivery note missing (Lieferschein des Kunden fehlt)	A delivery note PDF requested at the packing station has not arrived after 10 minutes.	Warehouse
	Shortage during picking (Fehlmenge bei Kommissionierung)	A picker reported a shortage.	All
	Partial delivery with shortage (Teillieferung mit Fehlmenge)	An order was completed as a partial delivery at the packing station.	All
	Replenishment not possible (Nachbevorratung nicht möglich)	No suitable source or target storage place exists for an article.	Warehouse
	Best-before blocked stock (MHD-Sperrbestand)	Daily: stock blocked because of the minimum remaining shelf life.	All
	Warehouse stock warning (Bestandswarnung Lager)	Stock inconsistencies, e.g. too little stock, negative quantity, label conflict.	Warehouse
	New Return (Neue Retoure)	A return was created.	All
	Return completed (Retoure abgeschlossen)	All items of a return have been checked.	All
	Workflow - error (Workflow - Fehler)	A warehouse workflow could not be processed.	Warehouse
Integrations (Schnittstellen)	JTL-FFN - error (JTL-FFN - Fehler)	The JTL-FFN token expired or fetching orders/advance notices failed.	Warehouse
	Shopify - error (Shopify - Fehler)	Transferring an order, reporting tracking back or the app was uninstalled.	Business
	Shopware 6 - Error (Shopware 6 - Fehler)	Fetching orders from Shopware 6 failed, an order cannot be taken over or an item is unknown.	Business
	Wix - error (Wix - Fehler)	Fetching orders or reporting the status to Wix failed.	Business
	Sales channels - error (Saleschannels - Fehler)	Fetching orders from a marketplace or reporting the shipment failed.	Business
	Plenty - Error (Plenty - Fehler)	A checked return or complaint could not be reported to Plenty.	Business
	myfactory - error (myfactory - Fehler)	Fetching orders, the shipping notification (shop status, invoice, shipping email) or the stock report to myfactory failed.	Business
Accounting (Buchhaltung)	DATEV - error (DATEV - Fehler)	DATEV rejected a transfer or the connection has expired. See DATEV.	Business
	SnelStart - error (SnelStart - Fehler)	Transferring orders or articles to SnelStart failed. See SnelStart.	Business

Good to know / Troubleshooting

Message	Cause	Solution
Connection active (Verbindung aktiv)	The test message was delivered. If it did not reach individual chats, the reason is shown next to it.	–
Not connected to the bot (Nicht mit dem Bot verbunden)	You have not sent /start to the bot yet, or you blocked the bot.	Open the bot link and send /start.
No active connection (Keine aktive Verbindung)	No chat is connected, or Telegram reports that the bot was blocked or the chat deleted. The connection was then switched off.	Open the bot and send /start to connect again.
Bot not set up (Bot nicht eingerichtet), or the warning "No key for the X-Sitter bot is stored on this system …" (Auf diesem System ist kein Schlüssel für den X-Sitter Bot hinterlegt …) at the top of the page	The X-Sitter bot is not configured on this system.	Contact X-Sitter support.
"Telegram is currently throttling the bot …" (Telegram bremst den Bot gerade …) / "Telegram itself is currently having an outage …" (Telegram hat gerade selbst eine Störung …) / "Our server can’t reach Telegram …" (Unser Server erreicht Telegram nicht …)	Temporary problem at Telegram or in the network.	Run the test again later. If it persists, contact X-Sitter support.
The Telegram username is invalid (5–32 characters, letters, digits, and underscores only). (Der Telegram-Benutzername ist ungültig (5-32 Zeichen, nur Buchstaben, Ziffern und Unterstrich).)	The username does not follow Telegram's rules.	Enter it exactly as shown in Telegram, without @.
This Telegram username is already assigned to another user. Please contact our support team. (Dieser Telegram-Benutzername ist bereits einem anderen Benutzer zugeordnet. Bitte wende Dich an unseren Support.)	Another X-Sitter user already uses this Telegram username.	Contact X-Sitter support.
The bot answers that your Telegram username is unknown	You sent /start before saving the username in X-Sitter, or the username differs.	Save the username in X-Sitter first, then send /start again.