Use Case
When an order’s status changes in WooCommerce, you want to automatically notify the customer. This keeps them informed throughout the order lifecycle with customized messaging beyond WooCommerce defaults.
Common scenarios:
- Custom “Your order is being prepared” message
- Shipping notification with tracking details
- “Out for delivery” alerts
- Payment confirmation messages
- Custom status updates for multi-step fulfillment
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 based on the transition, like “Notify Customer: Order Shipped”.
2. Configure the Trigger
Select Order Status Changed as your trigger.
Key filters:
- From Status: The status before change (e.g., “Processing”)
- To Status: The status after change (e.g., “Shipped”)
- Products: Limit to specific products
- Order Total: Filter by order value
3. Set Up the Send Email Action
Configure your email for each status transition:
| Setting | Example Value |
|---|---|
| To | {billing_email} |
| Subject | Your order #{order_id} has shipped! |
| From Name | Your Store Name |
Email Body Example (Shipped Status):
Hi {billing_first_name},
Great news! Your order #{order_id} is on its way!
Shipping Details:
Carrier: {shipping_carrier}
Tracking: {tracking_number}
Track your package: {tracking_url}
Expected delivery: 3-5 business days
Shipping Address:
{shipping_address}
Questions about your delivery? Reply to this email.
4. Create Multiple Workflows for Different Transitions
Set up separate workflows for each important status change:
| From Status | To Status | Email Focus |
|---|---|---|
| Pending | Processing | Payment received, preparing order |
| Processing | Shipped | Package on the way with tracking |
| Shipped | Delivered | Delivery confirmation, review request |
| Any | On Hold | Payment issue, action needed |
| Any | Cancelled | Order cancelled, refund info |
5. Test Your Workflow
- Enable the workflow
- Create a test order
- Change the order status manually
- Verify the appropriate email was sent
- Check all merge tags populated correctly
Pro Tips
Different emails for different transitions: Create separate workflows for each status transition to provide relevant information at each stage.
Add tracking information: If using a shipping plugin that adds tracking info to orders, include {tracking_number} and {tracking_url} merge tags.
Internal notifications: Create parallel workflows to notify your team about status changes, especially for cancelled orders or refund requests.
Avoid email overload: Be selective about which transitions trigger emails. Too many updates can annoy customers.
Status Transition Email Templates
Processing → Shipped
Subject: Your order is on its way! 📦
Hi {billing_first_name},
Exciting news! Your order #{order_id} has shipped and is on its way to you.
Track your package: {tracking_url}
Thanks for shopping with us!
On Hold
Subject: Action required for order #{order_id}
Hi {billing_first_name},
Your order #{order_id} is currently on hold. This usually means we need
additional information or there was an issue with payment.
Please contact us to resolve this: {support_email}
We'll get your order moving as soon as we hear from you.
Troubleshooting
Email not sending on status change?
- Verify from/to status filters are correct
- Check workflow is enabled
- Confirm the status actually changed (not just saved)
Multiple emails sending?
- Check for duplicate workflows
- Review WooCommerce email settings for conflicts
- Verify trigger conditions don’t overlap
Wrong information in emails?
- Check merge tag spelling
- Verify data exists on the order
- Review merge tag documentation