Use Case
When a product’s stock runs low, you want to automatically update its status or visibility. This prevents overselling, manages customer expectations, and maintains a professional storefront.
Common scenarios:
- Hide products before completely out of stock
- Switch to backorder mode at low levels
- Move low-stock items to “Limited Availability” category
- Add “Almost Gone!” badge to low stock products
- Change product visibility to logged-in users only
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 Product Handler” or “Auto-Hide Low Stock Items”.
2. Configure the Trigger
Select Low Stock as your trigger.
Useful filters:
- Product Type: Simple or variable products
- Category: Specific categories to manage
- Stock Quantity: Custom threshold for action
- Backorder Status: Only if backorders disabled
3. Set Up the Update Product Status Action
Configure the product status change:
| Setting | Example Value | Description |
|---|---|---|
| Product | {product_id} | The low stock product |
| Status | Draft | Hides from shop |
| Stock Status | On Backorder | If accepting backorders |
| Catalog Visibility | Hidden | Removes from listings |
4. Notify Team (Optional)
Chain a Send Email action to alert your team:
Subject: Product status changed: {product_name}
{product_name} has been automatically set to "{new_status}"
due to low stock ({stock_quantity} remaining).
This prevents overselling while you restock.
To restore visibility:
1. Restock the product
2. Change status back to Published
Product: {product_edit_url}
5. Test Your Workflow
- Enable the workflow
- Reduce a product’s stock to trigger threshold
- Verify product status changed
- Check product visibility in shop
- Confirm notification was sent
Pro Tips
Set threshold appropriately: Trigger status changes before reaching zero stock to account for any in-progress orders that might oversell.
Create restoration workflow: Build a complementary “Stock Restored” workflow that automatically republishes products when restocked.
Use visibility instead of draft: Hiding from catalog while keeping the URL accessible is gentler than unpublishing—existing links still work.
Add urgency messaging: Instead of hiding, consider adding a “Almost Gone!” badge to drive urgency.
Status Change Options
| Scenario | Status Change | Effect |
|---|---|---|
| Hide completely | Draft | Removed from site |
| Hide from shop | Hidden visibility | URL works, not in catalog |
| Accept backorders | Backorder status | Customers can order |
| Show to members only | Private | Logged-in users see it |
| Mark as discontinued | Out of Stock | Shows unavailable |
Complementary Workflows
Restore on Restock
Create a “Stock Changed” workflow to restore products:
Trigger: Stock Changed
Condition: New stock > Low stock threshold
Action: Set status to Published
Action: Set visibility to Shop and Search
Action: Send email "Product {product_name} restored to shop"
Graduated Response
| Stock Level | Action |
|---|---|
| 20 units | Add “Limited Stock” badge |
| 10 units | Send alert to team |
| 5 units | Set to backorder mode |
| 0 units | Hide from catalog |
Use Cases by Business Type
Fashion/Seasonal
Low stock (5 units):
- Add to "Last Chance" category
- Display "Only {stock_quantity} left!"
- Keep visible to drive urgency
Electronics/High-Value
Low stock (3 units):
- Enable backorders
- Show expected restock date
- Email waiting customers when back
Made-to-Order
Low stock (1 unit):
- Switch to "Request Quote" mode
- Hide Add to Cart button
- Show lead time for custom orders
Troubleshooting
Product status not changing?
- Verify workflow is enabled
- Check product ID is being passed correctly
- Review WooCommerce product settings
Product not visible after restock?
- Create restoration workflow
- Manually check product status
- Clear caching plugins
Wrong products affected?
- Review trigger conditions
- Check product category filters
- Verify stock threshold settings