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SpecCart Docs

Order Workflow

Orders containing lens configurations follow a special workflow in SpecCart to ensure prescriptions are verified before processing.

Order Creation

Section titled “Order Creation”

When a customer completes checkout with a lens configuration, SpecCart captures:

  • Complete lens configuration (type, material, coatings, tints, add-ons)
  • Prescription data (if provided) or prescription method
  • Calculated pricing details
  • Prescription verification status
  • Contact details (if the contact details step is enabled)

Express Payment Support

Section titled “Express Payment Support”

Orders placed via express payment methods (Google Pay, Apple Pay, Stripe Link) are fully supported. SpecCart hooks into both the standard checkout flow and the woocommerce_new_order action to ensure prescription data and order meta are captured regardless of how the order is created.

Viewing Orders

Section titled “Viewing Orders”

You can view orders with lens data in two locations:

WooCommerce > Orders

Section titled “WooCommerce > Orders”

All orders are managed through the standard WooCommerce order view with SpecCart enhancements:

  1. Navigate to WooCommerce > Orders
  2. View all orders with lens data
  3. See prescription status at a glance with color-coded badges
  4. Filter by prescription verification status
  5. Orders with lens configurations display a special meta box
  6. All lens configuration details appear in the order view

Order Meta Box

Section titled “Order Meta Box”

Each order containing lens data displays a SpecCart Lens Configuration meta box showing:

Configuration Details

Section titled “Configuration Details”
  • Lens Usage: Single Vision, Bifocal, or Varifocal type
  • Varifocal Type: Standard, Premium, or Elite (if applicable)
  • Lens Colour: Clear, Blue Light Filter, Transition Lenses, or Sunglasses Tint
  • Transition Colour: Brown, Grey, Green, etc. (if Transition Lenses selected)
  • Sunglasses Tint: Specific tint selection with percentage
  • Lens Package: Material/coating package selected
  • Add-ons: Cleaning kit, damage cover, etc.
  • Calculated Price: Total lens configuration price

Prescription Information

Section titled “Prescription Information”

The prescription section displays different information based on the method:

Manual Entry

Section titled “Manual Entry”

Shows the complete prescription values:

  • OD (Right Eye): Sphere, Cylinder, Axis, Add values
  • OS (Left Eye): Sphere, Cylinder, Axis, Add values
  • PD (Pupillary Distance): Distance and/or Near PD
  • Type: Distance, Reading, or Computer

File Upload

Section titled “File Upload”

Displays:

  • Download Prescription File button to view the uploaded document
  • File format: PDF, JPG, or PNG (max 5MB)
  • Original filename and upload timestamp

AI Extraction Details

Section titled “AI Extraction Details”

If the prescription was extracted using AI from an uploaded file:

  • Confidence Score: High (95%+), Medium (80-94%), or Low (<80%)
  • Extraction Model: AI model used
  • Extracted Date: When extraction occurred
  • Customer Edited: Whether customer modified the extracted values
  • Warnings: Any issues detected during extraction

Send Later

Section titled “Send Later”

Shows magic link status:

  • Link Status: Active, Expired, or Used
  • Expires: Link expiration date/time
  • Created: When the link was generated
  • Reminders Sent: Number of reminder emails sent
  • Used: Timestamp when customer uploaded prescription (if used)

Prescription Status Workflow

Section titled “Prescription Status Workflow”

Orders progress through these prescription statuses:

1. Pending

Section titled “1. Pending”
  • Customer selected “Send Later” for prescription
  • Order automatically placed On Hold
  • Initial reminder email sent with magic upload link
  • Order note added: “Order on hold - Awaiting prescription”

2. Received

Section titled “2. Received”
  • Customer uploaded prescription file via magic link, or
  • Customer entered prescription manually during checkout, or
  • Customer uploaded file during checkout
  • Status remains Pending until admin verification

3. Verified

Section titled “3. Verified”
  • Admin confirmed prescription is valid and complete
  • Order automatically released from On Hold to Processing
  • Customer receives verification confirmation email
  • Order proceeds to fulfillment

4. Rejected

Section titled “4. Rejected”
  • Admin found prescription invalid, expired, or incomplete
  • Order remains On Hold
  • Customer notified with rejection reason
  • Customer can resubmit prescription

Changing Prescription Status

Section titled “Changing Prescription Status”

To update prescription verification status:

  1. Open the order in WooCommerce > Orders
  2. Scroll to the SpecCart Lens Configuration meta box
  3. Review the prescription details carefully
  4. In the Prescription Verification section:
    • Add optional verification notes
    • Check “Mark prescription as verified” checkbox
    • Click Update or Save Order

The system will:

  • Save verification timestamp and staff member
  • Send confirmation email to customer
  • Release order from On Hold to Processing (if paid)
  • Add order note for audit trail

Order Status Changes

Section titled “Order Status Changes”

SpecCart manages order status automatically:

Auto-Hold (Send Later Orders)

Section titled “Auto-Hold (Send Later Orders)”

When a customer selects “Send Later”:

  1. Order automatically set to On Hold after payment
  2. Order note added explaining hold reason
  3. Magic link generated and emailed to customer
  4. _speccart_awaiting_prescription meta flag set

Auto-Release (Verified Prescriptions)

Section titled “Auto-Release (Verified Prescriptions)”

When prescription is verified:

  1. System checks if order is On Hold
  2. Confirms order was held for prescription
  3. Verifies payment is complete
  4. Changes status to Processing
  5. Removes awaiting flag
  6. Order proceeds to fulfillment

If payment is still pending:

  • Order remains On Hold
  • Note added: “Prescription verified but order still needs payment”
  • Will auto-release when payment completes

Special Order Notes

Section titled “Special Order Notes”

SpecCart adds order notes to track prescription workflow:

  • “Order on hold - Awaiting prescription. Customer selected ‘Send Later’ for prescription.”
  • “Prescription reminder email sent (reminder #1).”
  • “Prescription verified by [Staff Name].”
  • “Prescription verified but order still needs payment. Will process once paid.”
  • “Prescription verified - Order released for processing.”

These notes create an audit trail for customer service and compliance.

Next Steps

Section titled “Next Steps”