Email Notifications
Woo Sell Services includes 6 WooCommerce email classes that send notifications at key points in the service order workflow.
Email Classes
Section titled “Email Classes”| Email Class | Recipient | Trigger |
|---|---|---|
WC_Requirement_Order_Email |
Customer | Order is placed — prompts customer to fill requirements |
WC_Requirement_Received_Email |
Vendor (product author) | Customer submits the requirement form |
WC_Order_Ready_Email |
Customer | Vendor submits a final delivery |
WC_Order_Accepted_Email |
Vendor (product author) | Customer accepts the delivery |
WC_Order_Rejected_Email |
Admin email (configurable) | Customer rejects the delivery |
WC_Order_Conversation_Email |
Customer and/or Vendor | New conversation message (sent via cron with delay) |
Enabling Emails
Section titled “Enabling Emails”Emails are controlled by two layers of settings:
Plugin-Level Toggles
Section titled “Plugin-Level Toggles”In WP Admin > Woo Sell Services > Notifications:
- Enable Service Email — gates requirement, delivery, accepted, and rejected emails
- Enable Conversation Email — gates conversation message emails
WooCommerce-Level Toggles
Section titled “WooCommerce-Level Toggles”In WP Admin > WooCommerce > Settings > Emails:
Each Woo Sell Services email has its own Enable/Disable toggle, subject line, and heading configuration. Both the plugin-level and WooCommerce-level toggles must be enabled for the email to send.
Email Details
Section titled “Email Details”Requirement Order Email
Section titled “Requirement Order Email”Sent to the customer when they place an order containing a service product. Prompts them to fill out the requirement form. This email is also re-sent by the auto-reminder cron if the customer hasn’t submitted requirements within the configured time (12 or 24 hours).
Requirement Received Email
Section titled “Requirement Received Email”Sent to the vendor (product author) when a customer submits their requirement form. Confirms to the vendor that requirements are in and work can begin.
Order Ready Email
Section titled “Order Ready Email”Sent to the customer when the vendor submits a final delivery. Notifies the customer to review the deliverables.
Order Accepted Email
Section titled “Order Accepted Email”Sent to the vendor (product author) when the customer accepts a delivery.
Order Rejected Email
Section titled “Order Rejected Email”Sent to the configured recipient (defaults to admin email) when the customer rejects a delivery. The recipient can be changed in WooCommerce > Settings > Emails > Manage.
Conversation Email
Section titled “Conversation Email”Sent via a cron job that runs every 5 minutes. When a message is posted, the cron picks it up after the configured delay has elapsed. If the conversation setting author_enabled is set to yes in WooCommerce email settings, the vendor also receives a copy.
The Conversation Email supports a {product_name} placeholder in both subject and heading fields.
Customizing Email Content
Section titled “Customizing Email Content”Subject and Heading
Section titled “Subject and Heading”In WooCommerce > Settings > Emails, click Manage on any Woo Sell Services email to set:
- Subject — the email subject line
- Heading — the heading text inside the email body
Templates
Section titled “Templates”Email templates are located in the plugin at:
woo-sell-services/woocommerce/templates/emails/Both HTML and plain text versions are available:
| Template | Format |
|---|---|
customer-submit-requirement.php |
HTML |
plain/customer-submit-requirement.php |
Plain text |
customer-order-ready.php |
HTML |
plain/customer-order-ready.php |
Plain text |
admin-order-accepted.php |
HTML |
plain/admin-order-accepted.php |
Plain text |
admin-order-rejected.php |
HTML |
plain/admin-order-rejected.php |
Plain text |
customer-vendor-order-conversation.php |
HTML |
plain/customer-vendor-order-conversation.php |
Plain text |
admin-requirements-received.php |
HTML |
plain/admin-requirements-received.php |
Plain text |
Overriding Templates
Section titled “Overriding Templates”To customize a template without modifying plugin files:
- Create a
woocommerce/emails/directory in your active theme - Copy the template file from the plugin’s
woocommerce/templates/emails/directory - Edit the copied file in your theme
WordPress will use the theme’s version instead of the plugin’s.
Conversation Email Delay
Section titled “Conversation Email Delay”Conversation emails use a cron-based delay system. When a message is sent, it is NOT emailed immediately. Instead, a cron job runs every 5 minutes and selects unread messages whose timestamp is older than the configured delay. This prevents email floods during rapid back-and-forth conversations.
If the other user reads the message via live conversation before the cron runs, the message is marked as read and no email is sent.
Configure the delay at WP Admin > Woo Sell Services > General Settings > Email Conversation Delay (in minutes).
Requirement Reminder Cron
Section titled “Requirement Reminder Cron”A cron job runs every 5 minutes to check for orders still in Waiting For Requirement status. If the configured reminder interval (12 or 24 hours) has passed since the order was placed, the WC_Requirement_Order_Email is re-sent to the customer. Each order is only reminded once (tracked via the requirement_notification_sent meta flag).
Support Agent Emails
Section titled “Support Agent Emails”When the Enable Conversation Co-Author setting is active, assigned support agents (co-authors) receive copies of conversation emails.