Use Case
When a product’s stock reaches a low threshold, you want to automatically adjust stock levels. This is used for reserving inventory, triggering reorders, or managing buffer stock.
Common scenarios:
- Reserve stock for VIP customers
- Set safety buffer before out-of-stock
- Sync with external inventory systems
- Adjust for pending returns
- Pre-allocate for upcoming promotions
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 Buffer Management” or “VIP Stock Reservation”.
2. Configure the Trigger
Select Low Stock as your trigger.
Available filters:
- Stock Quantity: Specific threshold
- Category: Products requiring special handling
- Backorder Status: Products not accepting backorders
- Product Type: Simple or variable
3. Set Up the Update Product Stock Action
Configure the stock adjustment:
| Setting | Example Value | Description |
|---|---|---|
| Product | {product_id} | Target product |
| Stock Action | Set | Or Add/Reduce |
| Quantity | {stock_quantity} - 2 | Reserve 2 units |
| Stock Status | In Stock | Or Out of Stock |
4. Configure Notifications
Chain additional actions:
- Send Email: Notify warehouse team
- Add Order Note: Log adjustment reason
- Update Meta: Flag for reorder
5. Test Your Workflow
- Enable the workflow
- Reduce product stock to threshold
- Verify stock was adjusted
- Check reserved units are protected
- Confirm notification was sent
Pro Tips
Don’t create loops: Be careful that stock adjustments don’t trigger additional low stock events. Use conditions wisely.
Document adjustments: Always log why stock was changed for auditing.
Consider sales velocity: Reserve more for fast-selling items.
External sync: If syncing with external systems, trigger webhooks or API calls.
Stock Management Strategies
VIP Reservation
Trigger: Stock < 10 units
Action: Reduce available stock by 3
Purpose: Reserve 3 units for VIP customers
Visibility: Show "7 available" to regular customers
Safety Buffer
Trigger: Stock < 5 units
Action: Set stock to 0 (out of stock)
Purpose: Reserve remaining for in-store
Effect: Online shows out of stock
Reorder Trigger
Trigger: Stock < reorder point
Action: Add meta "needs_reorder" = true
Action: Send email to purchasing
Action: Set expected restock date
Stock Adjustment Types
| Action | Formula | Use Case |
|---|---|---|
| Reserve units | stock - reserve | Hold for VIP |
| Set buffer | stock - buffer | Safety margin |
| Force out of stock | Set to 0 | Stop online sales |
| Add pending returns | stock + expected_returns | Include returns |
| Sync external | API value | Warehouse sync |
Implementation Examples
Multi-Channel Reservation
Workflow: Low Stock (threshold: 20)
Condition: Product sells on multiple channels
Action: Reduce WooCommerce stock by 5
Purpose: Reserve for Amazon/eBay orders
Calculation:
- Total stock: 20
- WooCommerce: 15 (75%)
- Other channels: 5 reserved (25%)
Seasonal Buffer
Workflow: Low Stock (threshold: 50)
Condition: Product category is "Holiday"
Time: November 1 - December 25
Action: Add 20% buffer
Purpose: Prevent holiday stockouts
Return Anticipation
Workflow: Low Stock (threshold: 10)
Condition: Product has high return rate (>10%)
Action: Add 2 units to available stock
Purpose: Account for expected returns
Note: "Adjusted for anticipated returns"
Preventing Workflow Loops
Problem: Adjusting stock might trigger another low stock event.
Solutions:
- Use meta flags:
Action 1: Check if "low_stock_processed" = false
Action 2: Update stock
Action 3: Set "low_stock_processed" = true
- Threshold buffer:
Only trigger at stock = 10
Adjust to stock = 8
Won't trigger again until manually restocked
- Time-based cooldown:
Only trigger once per product per 24 hours
Integration with External Systems
Warehouse API Call
Trigger: Low Stock
Action 1: Call warehouse API for actual count
Action 2: Update WooCommerce stock to match
Action 3: Log discrepancy if any
Purchase Order Creation
Trigger: Low Stock
Condition: No pending PO exists
Action 1: Create purchase order draft
Action 2: Calculate order quantity (EOQ)
Action 3: Email to purchasing team
Troubleshooting
Stock not adjusting?
- Check workflow conditions
- Verify product ID mapping
- Review calculation formula
Adjustment loops occurring?
- Add meta flag to prevent reprocessing
- Increase threshold buffer
- Review trigger conditions
Wrong quantity calculated?
- Check stock value at trigger time
- Verify arithmetic in formula
- Review merge tag values