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woonoow-docs/docs/configuration/email.mdx

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---
title: Email Notifications
description: Configure transactional emails and notification templates
---
WooNooW includes a modern notification system that replaces WooCommerce's default emails with beautiful, customizable templates.
Navigate to **Settings > Notifications** to manage all settings.
---
## Email System Mode
WooNooW can use its own email templates or fall back to WooCommerce defaults.
| Mode | Description |
|------|-------------|
| **WooNooW** (default) | Uses WooNooW's responsive templates with rich customization |
| **WooCommerce** | Disables WooNooW emails and uses native WC templates |
To change modes, go to **Settings > Notifications > Channels** and toggle the Email System setting.
> [!TIP]
> Use WooCommerce mode if you have heavily customized WC email templates or use a third-party email customization plugin.
---
## Notification Dashboard
The main Notifications page shows a card-based overview:
### Recipients
| Card | Description | Path |
|------|-------------|------|
| **Staff** | Notifications for admins (orders, low stock, new customers) | `/settings/notifications/staff` |
| **Customer** | Transactional emails (order updates, account, shipping) | `/settings/notifications/customer` |
### Channels
| Card | Description | Path |
|------|-------------|------|
| **Channel Configuration** | Email, Push, WhatsApp, Telegram settings | `/settings/notifications/channels` |
| **Activity Log** | View sent/failed/pending notification history | `/settings/notifications/activity-log` |
---
## Email Events
WooNooW sends notifications for the following events. Each event can have separate templates for **Staff** and **Customer**.
### Order Events
| Event | Trigger | Staff | Customer |
|-------|---------|:-----:|:--------:|
| New Order | Order placed | ✅ | ✅ |
| Order Processing | Payment received | ❌ | ✅ |
| Order Completed | Order marked complete | ❌ | ✅ |
| Order On-Hold | Order put on hold | ❌ | ✅ |
| Order Cancelled | Order cancelled | ✅ | ✅ |
| Order Refunded | Full/partial refund issued | ✅ | ✅ |
| Order Failed | Payment failed | ✅ | ❌ |
| Customer Note | Note added to order | ❌ | ✅ |
### Customer Events
| Event | Trigger | Staff | Customer |
|-------|---------|:-----:|:--------:|
| New Account | Customer registers | ✅ | ✅ |
| Password Reset | Reset link requested | ❌ | ✅ |
### Inventory Events
| Event | Trigger | Staff | Customer |
|-------|---------|:-----:|:--------:|
| Low Stock | Product reaches low stock threshold | ✅ | ❌ |
| Out of Stock | Product stock reaches 0 | ✅ | ❌ |
### Subscription Events
> [!NOTE]
> Subscription events only appear when the **Subscriptions** module is enabled.
| Event | Trigger | Staff | Customer |
|-------|---------|:-----:|:--------:|
| Subscription Created | New subscription starts | ✅ | ✅ |
| Subscription Renewed | Successful renewal payment | ❌ | ✅ |
| Subscription Pending Cancel | Customer requests cancellation | ✅ | ✅ |
| Subscription Cancelled | Subscription ended | ✅ | ✅ |
| Subscription Expired | Subscription reached end date | ❌ | ✅ |
| Subscription Paused | Customer paused subscription | ❌ | ✅ |
| Subscription Resumed | Customer resumed subscription | ❌ | ✅ |
| Renewal Failed | Payment failed | ✅ | ✅ |
| Payment Reminder | Upcoming renewal notice | ❌ | ✅ |
---
## Template Editor
Click any event to open the template editor. You can customize:
- **Enable/Disable** - Toggle the notification on or off
- **Subject Line** - Use variables like `{{order_number}}`
- **Email Body** - Rich text editor with formatting
### Staff vs Customer Templates
Each event has two template tabs:
- **Staff Template** - Sent to admin email, includes administrative details
- **Customer Template** - Sent to customer, friendly and informative
---
## Available Variables
Use these placeholders in your templates. They are replaced with actual values when the email is sent.
### Order Variables
| Variable | Description |
|----------|-------------|
| `{{order_number}}` | Order ID |
| `{{order_date}}` | Date order was placed |
| `{{order_total}}` | Total amount |
| `{{order_status}}` | Current status |
| `{{order_items}}` | List of ordered products |
| `{{shipping_method}}` | Selected shipping |
| `{{payment_method}}` | Payment method used |
### Customer Variables
| Variable | Description |
|----------|-------------|
| `{{customer_name}}` | First + last name |
| `{{customer_first_name}}` | First name only |
| `{{customer_email}}` | Email address |
| `{{billing_address}}` | Full billing address |
| `{{shipping_address}}` | Full shipping address |
### Site Variables
| Variable | Description |
|----------|-------------|
| `{{site_name}}` | Your site title |
| `{{site_url}}` | Your site URL |
| `{{admin_email}}` | Admin email address |
### Subscription Variables
| Variable | Description |
|----------|-------------|
| `{{subscription_id}}` | Subscription ID |
| `{{next_payment_date}}` | Next billing date |
| `{{subscription_total}}` | Recurring amount |
### Account Variables
| Variable | Description |
|----------|-------------|
| `{{reset_link}}` | Password reset URL |
| `{{user_login}}` | Username |
---
## Template Syntax
Email templates support **card blocks** for structured layouts and **buttons** for calls-to-action.
### Card Blocks
Wrap content in cards to create visual sections:
```
[card:type]
Your content here...
[/card]
```
#### Available Card Types
| Type | Use For | Styling |
|------|---------|---------|
| `default` | Standard content | White background |
| `hero` | Header/intro | Gradient background (uses your Appearance colors) |
| `success` | Confirmations | Light green background |
| `info` | Information | Light blue background |
| `warning` | Alerts | Light yellow background |
| `basic` | Footer/muted text | No background, no padding |
### Button Syntax
Add clickable buttons inside cards:
```
[button:solid]({{order_url}})View Your Order[/button]
[button:outline]({{shop_url}})Continue Shopping[/button]
```
| Style | Description |
|-------|-------------|
| `solid` | Filled button with primary color |
| `outline` | Border-only button |
| `link` | Plain text link |
### Example Template
```
[card:hero]
# Order Confirmed! 🎉
Thank you for your order, {{customer_first_name}}!
[/card]
[card]
## Order Details
**Order:** #{{order_number}}
**Date:** {{order_date}}
**Total:** {{order_total}}
{{order_items}}
[button:solid]({{order_url}})View Your Order[/button]
[/card]
[card:basic]
Questions? Contact us at {{support_email}}
[/card]
```
> [!TIP]
> Use Markdown formatting inside cards: `# Heading`, `**bold**`, `- lists`, etc.
---
## Email Delivery
WooNooW uses WordPress's built-in mail function (`wp_mail`).
> [!TIP]
> For reliable delivery, install **WP Mail SMTP** and connect to a transactional email service (SendGrid, Postmark, Mailgun).
---
## Troubleshooting
### Emails Not Sending
1. Check if the event is **enabled** in Settings > Notifications
2. Verify the email system mode is set to **WooNooW**
3. Check if WordPress can send emails (test with a contact form plugin)
4. Review the **Activity Log** for failed deliveries
### Emails Going to Spam
1. Use a dedicated SMTP service via WP Mail SMTP
2. Verify your domain (SPF, DKIM, DMARC records)
3. Avoid spam trigger words in subject lines
### Test Emails
Use the **Send Test** button in the template editor to preview how emails appear in customer inboxes.
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