Low Stock → Send Email

Use Case

When a product’s stock level drops below the threshold, you want to immediately notify your team. This enables proactive restocking and prevents lost sales from stockouts.

Common scenarios:

• Warehouse team restocking alerts
• Purchasing department notifications
• Dropship supplier reorder triggers
• Sales team inventory visibility
• Manager dashboard alerts

Step-by-Step Setup

1. Create a New Workflow

Navigate to Sequensy → Workflows in your WordPress admin and click Add New Workflow.

Name your workflow “Low Stock Alert” or “Inventory Restocking Notification”.

2. Configure the Trigger

Select Low Stock as your trigger. This fires when product stock reaches WooCommerce’s low stock threshold.

Available filters:

• Product: Specific high-priority products
• Category: Product categories requiring special attention
• Stock Quantity: Custom threshold beyond WooCommerce default
• Product Type: Simple, variable, or both

3. Set Up the Send Email Action

Configure your alert email:

Email Body Example:

LOW STOCK ALERT

Product: {product_name}
SKU: {product_sku}
Current Stock: {stock_quantity}
Low Stock Threshold: {low_stock_threshold}

Product Link: {product_edit_url}

This product needs restocking. Please take action to avoid stockouts.

---
Automated alert from Sequensy

4. Add Escalation (Optional)

Create a second workflow that triggers at critically low levels:

• Threshold: 5 units remaining
• Send to manager
• Mark as urgent
• Include sales velocity data

5. Test Your Workflow

1. Enable the workflow
2. Set a product’s stock to just above threshold
3. Reduce stock to trigger low stock
4. Verify alert email is sent
5. Check all product details are correct

Pro Tips

Set appropriate thresholds: Configure WooCommerce’s low stock threshold based on your restocking lead time. If it takes 2 weeks to restock and you sell 10/week, set threshold to 25+.

Categorize by priority: Create different workflows for different product categories—bestsellers might need earlier alerts than slow movers.

Include reorder information: Add supplier contact info, minimum order quantities, and typical lead times to your alert emails.

Prevent alert fatigue: Use conditions to avoid repeated alerts for the same product until it’s restocked.

Alert Email Templates

Basic Alert

Subject: Low Stock: {product_name} ({stock_quantity} remaining)

{product_name} needs restocking.

Current: {stock_quantity} units
SKU: {product_sku}
Category: {product_category}

View product: {product_edit_url}

Detailed Purchasing Alert

Subject: 🔴 Reorder Required: {product_name}

INVENTORY ALERT

Product: {product_name}
SKU: {product_sku}
Current Stock: {stock_quantity}

Supplier Information:
- Supplier: [Supplier Name]
- Lead Time: 2 weeks
- Minimum Order: 50 units
- Last Cost: $XX.XX

Recommended Action:
Order {recommended_quantity} units to maintain {days_of_stock} days of inventory.

Quick Actions:
- View Product: {product_edit_url}
- Create PO: {purchase_order_url}

Urgent Critical Stock

Subject: 🚨 URGENT: {product_name} almost out of stock!

CRITICAL STOCK LEVEL

{product_name} has only {stock_quantity} units remaining!

This product will be out of stock within {estimated_days} days
at current sales velocity.

IMMEDIATE ACTION REQUIRED

Product: {product_edit_url}
SKU: {product_sku}

Multiple Recipient Setup

Configure different alerts for different teams:

Troubleshooting

Alerts not triggering?

• Check WooCommerce low stock threshold setting
• Verify stock management is enabled for product
• Review workflow conditions

Getting too many alerts?

• Adjust threshold levels
• Add conditions to filter products
• Implement alert deduplication

Wrong product info in email?

• Verify merge tag spelling
• Check product has SKU set
• Review WooCommerce product data