WooCommerce: Supporting Multiple Emails for Better Communication
So, you’re running a WooCommerce store and want to send emails to more than one address? Maybe you want order notifications to go to your shop manager *and* your accountant, or perhaps a copy to yourself for oversight. You’ve come to the right place! This guide breaks down how to achieve this, even if you’re new to WooCommerce. We’ll cover the basics and delve into some practical examples.
Think of it this way: when you order something online, you usually get an email confirmation, right? Now imagine you want your assistant to also receive that same confirmation email. That’s essentially what we’re trying to accomplish here – sending important WooCommerce emails to multiple recipients.
Why Support Multiple Emails?
Before we jump into *how*, let’s explore *why* you might want to do this:
- Improved Team Collaboration: Keep relevant team members informed (e.g., order confirmations to warehouse staff, shipping updates to customer service).
- Enhanced Oversight: Have a backup recipient for critical notifications (e.g., admin receiving copies of all order confirmations).
- Streamlined Workflow: Directly notify relevant departments about specific events (e.g., payment gateway error notifications to IT support).
- Better Record Keeping: Automatically forward invoices or important details to your accounting team.
The Default WooCommerce Email Settings (And Their Limitations)
WooCommerce, by default, sends emails to a single recipient for each email type (e.g., New Order, Completed Order). You can find these settings under WooCommerce > Settings > Emails.
Here, you’ll see options to enable/disable each email type, customize the subject and body, and set the “Recipient(s)” email address. This is where the limitation lies: you can only enter *one* email address per email type.
Method 1: Adding Multiple Emails via WooCommerce Hooks (The Code Approach)
This method involves using PHP code and WooCommerce hooks to modify the email sending process. It’s a more flexible approach but requires some coding knowledge (or the willingness to copy and paste!).
Example: Sending “New Order” notifications to multiple recipients.
Let’s say you want new order notifications to go to `[email protected]` (the default) *and* `[email protected]`. Here’s how you can do it:
1. Access Learn more about How To Use Woocommerce As Catalog your `functions.php` file: You’ll find this file in your WordPress theme’s folder. Important: It’s highly recommended to use a child theme to avoid losing these changes when updating your parent theme. You can access it by navigating to Appearance > Theme Editor (carefully!).
2. Add the following code snippet:
<?php add_filter( 'woocommerce_email_recipient_new_order', 'add_new_order_recipients', 10, 2 );
function add_new_order_recipients( $recipient, $order ) {
// Add extra recipients, separated by commas.
$recipient .= ‘, [email protected]’;
return $recipient;
}
?>
Explanation:
- `add_filter( ‘woocommerce_email_recipient_new_order’, ‘add_new_order_recipients’, 10, 2 );` This line hooks into the `woocommerce_email_recipient_new_order` filter, which allows us to modify the recipient address for the “New Order” email.
- `function add_new_order_recipients( $recipient, $order ) { … }` This defines the function that will modify the recipient.
- `$recipient .= ‘, [email protected]’;` This is the key line! It appends the email address `[email protected]` to the existing `$recipient` variable (the default email address), separated by a comma. You can add more email addresses, each separated by a comma.
- `return $recipient;` Returns the modified recipient list.
Important Considerations:
- Commas are key: Separate multiple email addresses with a comma (`,`).
- Multiple email types: You’ll need a different filter for each email type you want to modify. For example:
- `woocommerce_email_recipient_customer_completed_order` for “Completed Order” email.
- `woocommerce_email_recipient_customer_processing_order` for “Processing Order” email.
- Check WooCommerce documentation for the exact filter name for each email.
- Error Handling: If the provided email is not correctly formatted, the email may fail to send.
Example: Sending completed order emails to customer and support team:
<?php add_filter( 'woocommerce_email_recipient_customer_completed_order', 'add_completed_order_recipients', 10, 2 );
function add_completed_order_recipients( $recipient, $order ) {
$recipient .= ‘, [email protected]’;
return $recipient;
}
?>
This code snippet sends a copy of the “Completed Order” email to `[email protected]` in addition to the customer’s email.
Method 2: Using a WooCommerce Plugin (The Easier Approach)
If you’re not comfortable editing code, a WooCommerce plugin is the way to go. There are several plugins available that make adding multiple email recipients a breeze. Some popular options include:
- YaySMTP: Often used for overall email deliverability, it also allows you to add multiple recipients.
- Email customizer plugins: Some Email customizer plugins offers this features.
How to Check out this post: How To Set Up Woocommerce And Xero use a plugin (general steps):
1. Install and activate the plugin: Search for the plugin in the WordPress plugin directory (Plugins > Add New) and install it. Then, click “Activate”.
2. Configure the plugin settings: Look for the plugin’s settings page (often under WooCommerce settings or its own menu item).
3. Add the additional email recipients: The plugin interface will typically provide a field where you can enter multiple email addresses, separated by commas.
4. Save your changes: Make sure to save your settings after adding the recipients.
Advantages of using a plugin:
- No coding required: A user-friendly interface makes it easy to manage recipients.
- Simplified management: Easily add, remove, or modify recipients without editing code.
- Additional features: Many plugins offer extra features like email logging, SMTP configuration, and email customization.
Disadvantages of using a plugin:
- Cost: Some plugins are premium (paid) options.
- Plugin compatibility: Make sure the plugin is compatible with your version of WooCommerce and other installed plugins.
- Potential performance impact: Some plugins Discover insights on How To Set Up Payment Woocommerce can slow down your website, so choose a well-coded and reputable plugin.
Method 3: Using Third Party Email Marketing Services
For a more robust solution, especially if you need advanced email features like segmentation and automation, consider integrating with a third-party email marketing service like:
- Klaviyo: Popular for e-commerce, offering deep integration with WooCommerce.
- Mailchimp: Widely used and offers a free plan for smaller businesses.
- ActiveCampaign: Powerful automation features for complex marketing campaigns.
These services often offer plugins or integrations that automatically sync customer data and allow you to trigger emails based on WooCommerce events. They provide granular control over email sending, including the ability to send to multiple recipients, create personalized email templates, and track email performance.
How it works (generally):
1. Sign up for an account: Create an account with your chosen email marketing service.
2. Install the integration plugin: Install the plugin provided by the service in your WordPress/WooCommerce site.
3. Connect your accounts: Follow the plugin’s instructions to connect your WooCommerce store to your email marketing account.
4. Configure email automations: Set up automations to send emails based on WooCommerce events (e.g., new order, abandoned cart, customer signup). You can specify multiple recipients within the automation settings.
Testing Your Setup
After implementing any of these methods, it’s crucial to test your setup to ensure emails are being sent to the correct recipients.
1. Place a test order: Create a test order on your WooCommerce store.
2. Verify email delivery: Check the inboxes of all the configured recipients to confirm they received the email.
3. Check spam folders: Sometimes, emails can end up in spam folders. Make sure to check those as well.
4. Review logs (if available): If your plugin or email service provides email logs, review them to identify any errors.
Conclusion
Supporting multiple email recipients in WooCommerce is essential for improving team collaboration, enhancing oversight, and streamlining Check out this post: Woocommerce How To List Sales By Guest Customer your workflow. Whether you choose to use code, a plugin, or a third-party email marketing service, the key is to select the method that best suits your technical skills and business needs. Remember to test your setup thoroughly to ensure everything is working correctly. By properly configuring your WooCommerce email settings, you can ensure that the right people receive the right information at the right time, leading to a more efficient and successful online store.
