How to Send Tracking Numbers to Customers in WooCommerce

Keeping your customers informed about their order’s journey is crucial for building trust and a positive brand experience. In WooCommerce, efficiently sending tracking numbers is a key aspect of excellent customer service. This guide will walk you through several methods, from simple manual updates to automated solutions using plugins. Learn how to seamlessly integrate tracking information into your WooCommerce workflow and delight your customers.

Choosing the Right Method for Sending Tracking Numbers

The best method for sending tracking numbers depends on your store’s size and technical capabilities. Consider these options:

• Manual Updates: This involves manually adding tracking information to each order individually. Suitable for very small stores with low order volumes.
• WooCommerce Order Management: Utilizing WooCommerce’s built-in features for order notes and communications.

Email Automation with Plugins: Leveraging plugins to automate the process of sending tracking information via email. Ideal for medium to large stores.

Third-Party Shipping Plugins: These plugins integrate directly with shipping carriers, often automating tracking number updates and email notifications.

Methods for Sending Tracking Numbers

1. Manual Updates (For Small Stores)

This is the simplest method but becomes time-consuming quickly. After fulfilling an order and obtaining the tracking number:

1. Log into your WooCommerce dashboard.
2. Navigate to Orders.
3. Find the relevant order.
4. Add the tracking number as a note to the order. You can also manually send an email to the customer.

Note: This method lacks efficiency and scalability. It’s not recommended for stores with many orders.

2. Using WooCommerce’s Order Management Features

WooCommerce allows you to add order notes that are visible to both you and the customer (depending on your settings). This can be used to communicate the tracking number. While not automated, it’s a simple improvement over completely manual email communication.

1. Go to Orders in your WooCommerce dashboard.
2. Open the relevant order.
3. Add the tracking number to the order notes with a clear message, e.g., “Your tracking number is: [tracking number]. You can track your package here: [tracking link]”

3. Automating with WooCommerce Plugins

Several plugins automate the process of sending tracking numbers. These plugins often offer:

• Automated email notifications: The plugin sends an email to the customer automatically once the tracking number is added.

Integration with shipping carriers: Many plugins integrate directly with popular shipping carriers, automatically fetching tracking numbers.

Customizable email templates: Allow you to brand your tracking emails.

Popular plugins include (but are not limited to): WooCommerce Shipping Tracking and similar options available in the WooCommerce plugin directory. Always read reviews and compare features before selecting a plugin.

4. Utilizing Third-Party Shipping Plugins

Plugins like those offered by major shipping carriers (e.g., FedEx, UPS) often have built-in tracking features. These plugins typically automate the entire process from label creation to tracking number delivery to your customers via email. This is generally the most efficient solution for high-volume stores.

Conclusion

Sending tracking numbers efficiently is vital for customer satisfaction. The best method depends on your specific needs. Start with the approach that best fits your current workflow and upgrade as your business grows. Automating this process with a reliable plugin is strongly recommended for stores with a significant number of orders, as it saves time, reduces errors, and improves the overall customer experience. Remember to always test any plugin thoroughly before fully implementing it.