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Version: 4.0 preview

Set up the order emails

Version
4.0 preview
Updated
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Audience: store admins · Scope: the Notifications screen · Last reviewed: 2026-07-20

What this does — Notifications are the emails your store sends by itself as orders change status: order received, payment confirmed, shipped, quotation ready … Each template is tied to one order status and can address the customer, the shop manager, or both. Set these up once, and processing an order becomes "change the status — the email takes care of itself".

Steps​

  1. Go to Notifications and open a template (or Add one):

    A notification template

  2. The header fields:

    • Name — back-office label ("Payment Confirmation").
    • Status Code — the order status that fires this template (here: Paid). One template per status you want to communicate.

  3. The E-Mail to Customer section:

    • Send email — the on/off switch for this recipient.

    • Subject — per language.

    • Email HTML — the body, per language, in a rich-text editor. Write it like a normal email and drop in placeholders where order data belongs — the demo template reads:

      Dear {firstname} {lastname}! We have received your payment for order id {order_id} and will ship as soon as possible. … Kind regards, {shopname}

      Placeholders are replaced per order at send time — customer fields, order data, and your store information ({shopname} etc.).

  4. The E-Mail to Shop Manager section works identically — its own switch, subject and body. Use it for internal alerts ("New order {order_id} needs confirmation").

  5. Save, then test: place a test order and move it through the statuses — every email should arrive, in the right language, with every placeholder filled.

What happens next​

From now on, each status change on an order fires its matching active template automatically — whether the status was set by a payment provider (→ Paid) or by you in the order screen.

Good to know​

  • No email went out? Check, in order: does a template exist for that exact status · is its Send email on · is the template's language content filled for the customer's language.
  • The quotation flow has its own statuses (Quotation requested, Quotation sent) — give them templates too, or quote customers hear nothing. Whether the quote PDF is attached is a customer-group switch.
  • Invoices can be emailed automatically when released — that's the Send invoice via email switch in Settings → Invoicing, separate from these templates.
  • Keep bodies short and factual; the order details are in the customer's account and on the attached documents. A subject like "Your order {order_id} has shipped" beats prose.
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