Woo Warehouse sends automatic email alerts to keep your warehouse team informed without them having to constantly check the portal. Notifications are sent when an order is assigned to a picker and when an order is marked as high priority.
Types of Automatic Emails
| Email Type | When It Is Sent | Who Receives It | What It Contains |
|---|---|---|---|
Order Assignment Notification |
The moment a manager or admin assigns an order to a warehouse staff member. |
The picker who was just assigned to the order. |
Their name, the order number, the name of who assigned it to them, and a direct link to the warehouse order board. |
High Priority Notification |
When an order is marked as High Priority. |
The picker currently assigned to the order (if any). |
The order number, confirmation that it has been flagged as high priority, and a link to the order board. |
Warehouse Status Email (optional) |
When an order moves to a specific warehouse status – configurable per status. |
Configured recipients (e.g., the store admin or a customer service email). |
Order number, customer name, the new warehouse status, and order details. |
Assignment Notification – What the Picker Receives
When a manager assigns an order to a picker, the picker receives an email that looks like this:
Subject: [Warehouse] Order #1042 assigned to you
Hi John,
Order #1042 has been assigned to you by Manager Sarah.
Open the warehouse board: https://yourstore.com/warehouse/orders
The email is simple and action-focused – it tells the picker exactly what they need to know and where to go. The link takes them directly to the order board where they can find their assigned order.
High Priority Notification – What the Picker Receives
When an order is marked as high priority, the assigned picker (if any) receives an email:
Subject: [Warehouse] Order #1042 is now HIGH PRIORITY
Hi John,
Order #1042 has been flagged as HIGH PRIORITY by Manager Sarah.
Please fulfil this order before others in your queue.
Open the warehouse board: https://yourstore.com/warehouse/orders
Configuring Status Emails
In addition to the automatic picker notifications, you can configure emails that are sent to specific addresses when an order reaches a particular warehouse status. For example, you might want to notify your customer service team whenever an order moves to “Shipped.”
1. Go to Warehouse → Settings → Status Emails
Open the Settings page and find the “Status Emails” section.
2. Choose which statuses trigger an email
For each warehouse status, you can enable or disable email sending. Toggle on the statuses where you want an email sent.
3. Enter the recipient email address
Enter the email address that should receive the notification. This can be a team email (like [email protected]), a specific manager, or any address that should be notified.
4. Save the settings
Click Save. From now on, whenever an order reaches the selected status, a notification email is sent to the configured address.
Troubleshooting: Emails Not Being Received
| Problem | Likely Cause | Fix |
|---|---|---|
Picker never receives assignment emails |
The email address on their WordPress account is incorrect or not a real inbox |
Go to Users → Edit the user account → check the Email field. Make sure it is a real, working email address the picker has access to. |
Emails going to spam/junk folder |
Your WordPress site is not set up with a proper email sending service |
Install a WordPress mail plugin like WP Mail SMTP and configure it to send through Gmail, SendGrid, or Mailgun. This greatly improves email deliverability. |
No email sent when assigning order |
The person assigning the order is the same as the person being assigned |
This is expected – the plugin does not send a notification when someone assigns an order to themselves (only when a different person is assigned). |
Tips for Email Notifications
- Make sure every warehouse staff account has a real, working email address. The automatic notifications only work if the email can be delivered.
- Install WP Mail SMTP or a similar plugin to ensure emails from WordPress are actually delivered to inboxes (not spam). WordPress’s default email system is often marked as spam by email providers.
- Do not set up status emails for every single status – this will flood inboxes and cause people to ignore the emails entirely. Only configure emails for statuses that genuinely need human attention outside of the portal.