Email Notifications

SpecCart includes custom email notifications to keep customers informed throughout the prescription workflow.

Email Types

SpecCart adds two custom email types to WooCommerce:

1. Prescription Reminder

When sent:

• Immediately when customer selects “Send Later” (initial reminder)
• At 3 days, 7 days, and 14 days after order (automated reminders)
• Manually via “Send Reminder” button in order admin

Purpose: Remind customers to upload their prescription using the magic upload link.

Includes:

• Order number and date
• Magic link for secure prescription upload
• Upload instructions
• Email contact for prescription submission
• Fax number (if configured)
• Reminder that order is on hold pending prescription

2. Prescription Verified

When sent:

• When admin marks prescription as verified
• Triggered automatically by verification action

Purpose: Confirm prescription was accepted and order is processing.

Includes:

• Order number and date
• Confirmation that prescription was verified
• Verification notes (if admin added any)
• Next steps (order processing timeline)
• Contact information for questions

Standard WooCommerce Emails (Modified)

SpecCart enhances these standard WooCommerce emails:

• Order On Hold: Includes magic link URL when order held for prescription
• Order Processing: Sent when prescription verified and order released
• Order Completed: Standard completion email

Lab Email Automation

SpecCart includes automated lab email functionality that sends order details to your lab when prescriptions are verified:

• Auto-send on verification: Triggered when prescription marked as verified
• Configurable addresses: Set lab email addresses in Settings > General > Lab Email Settings
• Complete order data: Includes lens configuration, prescription data, and customer information
• PDF attachments: Optional prescription file attachment
• Email history: Track all lab emails sent for each order

Email Settings

Accessing Email Settings

1. Navigate to WooCommerce > Settings
2. Click the Emails tab
3. Scroll to the SpecCart section
4. Click on individual email types to configure

Prescription Reminder Settings

Configure the reminder email:

1. Click Prescription Reminder in email list
2. Configure settings:

Enable/Disable

• Toggle to activate or deactivate reminder emails
• Default: Enabled

Subject Line

• Default: [{site_title}]: Prescription Reminder for Order #{order_number}
• Available placeholders: {site_title}, {order_date}, {order_number}

Email Heading

• Default: “We Need Your Prescription”
• Appears as main heading in email body

Additional Content

• Custom text below main email content
• Default: “Thank you for your order! Please send your prescription soon so we can complete your order.”
• Use for return policies, contact info, or special instructions

Email Type

• HTML (styled email with branding)
• Plain Text (simple text-only)
• Multipart (both HTML and plain text)

Reply-To Address

• Automatically set to prescription email from SpecCart settings
• Configure at: SpecCart > Settings > General > Prescription Email

Prescription Verified Settings

Configure the verification confirmation email:

1. Click Prescription Verified in email list
2. Configure settings:

Enable/Disable

• Toggle verification confirmation emails
• Default: Enabled

Subject Line

• Default: [{site_title}]: Prescription Verified - Order #{order_number}
• Placeholders: {site_title}, {order_date}, {order_number}

Email Heading

• Default: “Your Prescription Has Been Verified”

Additional Content

• Default: “Your order is now being processed and will ship soon!”
• Add estimated processing time or shipping information

Email Type

• HTML, Plain Text, or Multipart

Prescription Contact Information

Configure contact details customers can use to submit prescriptions:

1. Navigate to SpecCart > Settings > General
2. Find Prescription Submission section:

Prescription Email

• Email address for prescription submissions
• Displayed in reminder emails
• Used as Reply-To address
• Example: [email protected]

Prescription Fax

• Optional fax number for prescription submissions
• Displayed in reminder emails if provided
• Leave blank if not accepting fax submissions

Tip

Use a dedicated email address for prescriptions to keep them organized and ensure HIPAA/privacy compliance if required in your jurisdiction.

Email Content Customization

Using Template Overrides

To customize email templates beyond the settings:

1. Create directory: wp-content/themes/your-theme/woocommerce/emails/
2. Copy template from plugin:
   • Source: wp-content/plugins/speccart/templates/emails/
   • Copy prescription-reminder.php or prescription-verified.php
3. Paste into your theme’s woocommerce/emails/ directory
4. Edit the copied template file
5. Changes persist through plugin updates

Plain Text Templates

For plain text versions:

1. Create directory: wp-content/themes/your-theme/woocommerce/emails/plain/
2. Copy from: wp-content/plugins/speccart/templates/emails/plain/
3. Edit copied files

Available Template Variables

In email templates, you have access to:

Prescription Reminder:

• $order - WC_Order object
• $email_heading - Email heading text
• $additional_content - Additional content from settings
• $prescription_email - Prescription email address
• $prescription_fax - Prescription fax number
• $magic_link_url - Secure upload link for customer

Prescription Verified:

• $order - WC_Order object
• $email_heading - Email heading text
• $additional_content - Additional content from settings
• $verification_notes - Admin notes from verification
• $verified_by - Staff member who verified (WP_User object)
• $verified_date - Verification timestamp

Testing Emails

Send Test Email

To test email appearance:

1. Create a test order with lens configuration
2. Select “Send Later” for prescription
3. Check email received
4. Verify all elements display correctly
5. Test magic link functionality

Manual Reminder Send

To manually send a reminder:

1. Open order in admin
2. Scroll to SpecCart Actions section
3. Click Send Prescription Reminder
4. Confirmation message appears
5. Check customer email inbox

Verification Email Test

To test verification email:

1. Create test order
2. Mark prescription as verified
3. Check customer email
4. Verify content and formatting

Email Deliverability

Ensuring Emails Reach Customers

To improve email deliverability:

Use SMTP Plugin

• Install WP Mail SMTP or similar plugin
• Configure with transactional email service (SendGrid, Mailgun, etc.)
• Prevents emails going to spam

Configure SPF/DKIM

• Add SPF record to DNS
• Configure DKIM authentication
• Verify domain ownership

Use Real Email Address

• Don’t use noreply@ addresses
• Use monitored inbox for prescription email
• Respond to customer replies

Test Spam Filters

• Send test emails to Gmail, Outlook, Yahoo
• Check if emails land in spam
• Adjust content if flagged

Email Logs

Monitor email sending:

1. Install email logging plugin (WP Mail Logging, etc.)
2. Track all SpecCart emails sent
3. Verify delivery status
4. Debug failed sends

Email Scheduling

Reminder emails are sent automatically:

• Day 0: Initial reminder when order placed (if “Send Later” selected)
• Day 3: First automated reminder
• Day 7: Second automated reminder
• Day 14: Third automated reminder

Note

Automatic reminders run via WordPress cron. Ensure your server’s cron is configured correctly for timely delivery.

Cron Configuration

Reminders use WordPress cron:

• Schedule: Daily at 9:00 AM server time
• Action hook: speccart_send_prescription_reminders
• Processes all orders awaiting prescriptions
• Sends reminder based on days since order

To verify cron:

1. Install WP Crontrol plugin
2. Navigate to Tools > Cron Events
3. Find speccart_send_prescription_reminders
4. Verify schedule is set

Customization Examples

Example 1: Add Lab Processing Time

In Prescription Verified additional content:

Your prescription has been verified! Your order will be sent to our lab within 24 hours.
Please allow 7-10 business days for lens crafting and shipping.

Example 2: Add Support Contact

In Prescription Reminder additional content:

Need help uploading your prescription? Contact our support team:
Email: [email protected]
Phone: 1-800-555-0123
Live Chat: Available Mon-Fri 9am-5pm EST

Example 3: Add Urgency

In Prescription Reminder subject:

Action Required: Upload Prescription for Order #{order_number}

Troubleshooting

Emails Not Sending

Check these common issues:

1. Email disabled: Verify email is enabled in settings
2. WooCommerce emails disabled: Check WooCommerce > Settings > Emails
3. Server mail function: Test with WP Mail SMTP
4. Cron not running: Check WP Crontrol for scheduled events
5. Order status: Ensure order status triggers email

Customer Not Receiving Emails

If customer reports missing emails:

1. Check spam/junk folder
2. Verify email address in order is correct
3. Check email logs for send confirmation
4. Test email deliverability to that domain
5. Resend manually if needed

Magic Link Not Working

If upload link is broken:

1. Check link hasn’t expired (7-day expiration)
2. Verify token meta exists on order
3. Test link in different browser
4. Regenerate link and resend reminder

Wrong Email Content

If emails show wrong information:

1. Clear template cache
2. Verify template overrides are correct
3. Check for theme conflicts
4. Test with default WordPress theme

Related Topics

• Learn about Order Workflow
• Configure Automation Settings
• Review Prescription Verification process