Order Completed → Send Email

Use Case

When an order status changes to “Completed” in WooCommerce, you want to automatically send a custom email to the customer. This goes beyond WooCommerce’s default emails to create personalized post-purchase experiences.

Common scenarios:

• Delivery confirmation with tracking details
• Product care or usage instructions
• Review request after purchase
• Cross-sell or upsell follow-up
• Loyalty program enrollment notification

Step-by-Step Setup

1. Create a New Workflow

Navigate to Sequensy → Workflows and click Add New Workflow.

Name it something descriptive like “Post-Purchase Review Request” or “Delivery Confirmation Email”.

2. Configure the Trigger

Select Order Completed as your trigger.

Available filters:

• Products: Only trigger for specific products
• Categories: Limit to certain product categories
• Order Total: Minimum or maximum order value
• Payment Method: Filter by how customer paid

3. Set Up the Send Email Action

Configure your email with these settings:

Email Body Example:

Hi {billing_first_name},

Great news! Your order #{order_id} has been delivered.

Order Summary:
{order_items}

We'd love to hear about your experience. Leave a review and
get 15% off your next order: [Review Link]

Questions? Reply to this email or contact us at support@yourstore.com.

Thanks for shopping with us!

4. Add a Delay (Optional)

For review requests, add a delay so customers have time to use the product:

1. Add a Delay step before the email action
2. Set to 3-7 days after order completion
3. This gives customers time to receive and try the product

5. Test Your Workflow

1. Enable the workflow
2. Create a test order and mark it as “Completed”
3. Check your inbox for the email
4. Verify all merge tags populated correctly

Pro Tips

Segment by product type: Create different workflows for different product categories. Digital products might get immediate emails, while physical products wait for delivery.

Include product images: Use HTML emails with product thumbnails to create visual, engaging confirmations.

Add UTM tracking: Track email performance by adding UTM parameters to any links in your email.

Time your review requests: Send review requests 5-7 days after completion for physical goods, giving customers time to try the product.

Available Merge Tags

Troubleshooting

Email not sending?

• Check workflow is enabled
• Verify email addresses are valid
• Test your site’s email delivery with a plugin like WP Mail SMTP

Merge tags showing as text?

• Ensure you’re using the correct tag format
• Check for typos in tag names
• Review the merge tag documentation