How to Set Up Order Update Emails in WooCommerce: A Beginner’s Guide
So, you’ve got a shiny new WooCommerce store – congratulations! Now it’s time to make sure your customers feel informed and valued, and one of the easiest ways to do that is with timely and informative order update emails. These emails aren’t just digital receipts; they’re touchpoints that build trust and encourage repeat business. Think of it like this: Imagine ordering something online and never hearing anything about it until it shows up at your doorstep. Confusing, right? Order update emails prevent that confusion and keep your customers in the loop.
This guide will walk you through setting up these crucial emails in WooCommerce, even if you’re a complete beginner. We’ll keep it simple, practical, and useful. Let’s dive in!
Why Order Update Emails Are So Important
Before we get hands-on, let’s quickly understand why order update emails are so vital:
- Improved Customer Experience: Keeping customers informed about their order status – from “Processing” to “Shipped” – reduces anxiety and boosts satisfaction.
- Reduced Support Tickets: Proactive communication means fewer customers contacting you asking about their order. This saves you time and resources.
- Increased Trust and Loyalty: Regular updates build trust and demonstrate that you care about their purchase, fostering customer loyalty.
- Marketing Opportunities: Order update emails can also be opportunities to subtly promote related products or offer discounts for future purchases.
- New Order: Sent to you (the store owner) when a new order is placed.
- Cancelled Order: Sent to you and the customer if an order is cancelled.
- Failed Order: Sent to you and the customer if a payment fails.
- Order On-Hold: Sent to the customer when their order is placed on hold (usually for manual verification).
- Processing Order: Sent to the customer after payment is received. This is a key email!
- Completed Order: Sent to the customer when the order is marked as completed (usually after it’s shipped). Another critical email!
- Refunded Order: Sent to the customer when their order is refunded.
- Customer Invoice/Order Details: Sent to the customer, containing order details and payment instructions.
- Customer Note: Sent to the customer when a note is added to their order.
- Reset Password: Used for password reset requests.
- New Account: Sent when a new customer account is created.
- Enable/Disable: Turn the email on or off. Make sure it’s enabled!
- Recipient(s): Who receives the email. This is automatically set to the customer’s email address.
- Subject: The email subject line. Make it clear and informative! For example, “Your [Your Store Name] Order is Being Processed!”.
- Email heading: The heading displayed at the top of the email. Something like “Your Order is Confirmed!” works well.
- Additional content: Here you can add any extra text you want to include in the email. This is where you can personalize the message.
- Email type: Choose the format of the email (HTML, Plain Text, Multipart). HTML is usually the best option as it allows for formatting and branding.
- Use clear and concise language. Avoid jargon.
- Include your store name and logo. Reinforce your brand.
- Provide an estimated shipping timeframe. Manage expectations. For example: “Your order will typically ship within 1-2 business days.”
- Offer a way to contact customer support. Make it easy for customers to get help.
- Test your emails! Place a test order to see how the emails look and function.
Understanding WooCommerce’s Default Order Emails
WooCommerce already comes with a set of default order emails. These cover the main stages of an order’s lifecycle. You can find and customize them within your WordPress dashboard:
1. Go to WooCommerce > Settings > Emails.
2. You’ll see a list of email types, including:
These default emails are a great starting point, but often need some personalization to match your brand and provide all the necessary information.
Customizing the Default WooCommerce Order Emails
Let’s walk through customizing one of the most important emails: the “Processing Order” email. This email confirms to the customer that their order is received and being worked on.
1. Navigate to WooCommerce > Settings > Emails.
2. Find the Explore this article on How To Delete Customer In Woocommerce “Processing Order” email in the list and click “Manage”.
On the “Processing Order” settings page, you’ll see the following options:
Here’s an example of how you might customize the “Additional content” field:
“Thank you for your order from [Your Store Name]! We’re excited to get it shipped to you.
We’re currently processing your order and will send you another email with tracking information once it has shipped.
You can view your order details here: [Link to order page]
If you have any questions, please don’t hesitate to contact us!
Thanks,
The [Your Store Name] Team”
Important Tips for Customizing:
Adding Tracking Information to the “Completed Order” Email
One of the most valuable updates you can provide is the tracking information when the order is shipped. WooCommerce doesn’t automatically include tracking information, so you’ll need a plugin or custom code. Here’s a simple example using a plugin like “AfterShip Tracking – WooCommerce”:
1. Install and activate a WooCommerce tracking plugin like “AfterShip Tracking – WooCommerce”. There are many other options as well.
2. Configure the plugin according to its documentation. This usually involves connecting to various shipping carriers.
3. The plugin will automatically add tracking information to the “Completed Order” email when you mark an order as completed and add the tracking number in the order details.
Manually Adding Tracking Information (If You Don’t Want a Plugin):
If you prefer to avoid plugins, you can manually add tracking information to the “Completed Order” email by editing the email template using a child theme or a code snippet. This is more advanced and requires some PHP knowledge.
Here’s a very basic example using a code snippet (add to your theme’s `functions.php` file or a custom plugin):
<?php add_action( 'woocommerce_email_customer_completed_order', 'add_tracking_info_to_completed_order_email', 10, 3 );
function add_tracking_info_to_completed_order_email( $order, $sent_to_admin, $plain_text = false ) {
$tracking_number = get_post_meta( $order->get_id(), ‘_tracking_number’, true ); // Assuming you store the tracking number in the _tracking_number meta field
if ( $tracking_number ) {
echo ‘
Your order has been shipped! You can track it using the following tracking number: ‘ . esc_html( $tracking_number ) . ‘
‘;
// Add a link to the tracking page on the carrier’s website here.
}
}
?>
Explanation:
- `woocommerce_email_customer_completed_order` is a WooCommerce action hook that runs when the “Completed Order” email is sent.
- `get_post_meta` retrieves the tracking number from the order’s meta data. Important: You need to store the tracking number in the order’s meta data somehow (e.g., using a custom field).
- The code then adds a paragraph to the email containing the tracking number.
- Note: You will need to adapt this code to your specific needs and how you’re storing the tracking number. Adding a tracking link requires knowing which carrier is used.
Important Considerations when Manually Editing Templates:
- Always use a child theme: This prevents your changes from being overwritten when the main theme is updated.
- Back up your files before making changes.
- Test your changes thoroughly.
Advanced Customization with Plugins
While WooCommerce’s built-in options are good, you might want more control over email design and functionality. Several plugins offer advanced customization options:
- WooCommerce Email Customizer: Lets you visually design your emails with drag-and-drop interfaces.
- YayMail – WooCommerce Email Customizer: Another excellent email customizer with a wide range of features.
- Mailchimp for WooCommerce: Integrates your WooCommerce store with Mailchimp for powerful email marketing campaigns.
These plugins typically allow you to:
- Customize the layout and design of your emails.
- Add custom fields and content.
- Segment your email lists.
- Track email performance.
Best Practices for Order Update Emails
- Be prompt: Send emails as soon as the order status changes.
- Be clear and concise: Avoid jargon and use simple language.
- Personalize your messages: Use the customer’s name and tailor the content to their order.
- Provide helpful information: Include order details, shipping information, and contact information.
- Test your emails regularly: Ensure they look good and function correctly.
- Consider mobile optimization: Many customers will view your emails on their phones.
By setting up effective order update emails in WooCommerce, you’ll create a positive customer experience, build trust, and boost your brand’s reputation. Good luck!
