woocommerce email notifications

WooCommerce Tutorials

How to Set Up WooCommerce to Send Email Notifications to Multiple Recipients: Plugin Guide

If you want to send email notifications to multiple recipients in WooCommerce, you might be looking for a solution. WooCommerce on its own doesn’t allow you to do it. The good news is, it can be done with the help of a plugin. 

So in this guide, we’ll confirm why you might need to send notifications to multiple people. Plus, we’ll show you how to do it in a few easy steps. All with the help of the plugin, WooCommerce Multiple Email Recipients.

additional email addresses woocommerce

But first, let’s confirm why you might need to send email notifications to multiple people in WooCommerce.

Why send email notifications to multiple people in WooCommerce

Within your WooCommerce store, you might have a variety of different emails and order notifications. These notifications are usually sent only to the customer. Or you as confirmation. 

But here are some examples where you (or the customer) might want to send these to multiple different people.

Why a customer might want to send email notifications to multiple people

While placing an order in your WooCommerce store, your customer may want to send their order confirmation email to an additional person. Here are a few situations where this might be useful:

They want to send a copy to clients as proof of purchase and delivery

Let’s say your customers offer services to their clients. So they purchase equipment or parts for their projects from your store. They could be anything from a builder, to a developer, photographer, designer, and more.

As part of their project, they may want to send their client an order confirmation email as proof of purchase. Or they might want to give their client a tracking link and estimated delivery date right from the source.

They want to send a copy to someone in their finance department

In a similar situation, your customers might not work for clients, but they might be employed. Within their role, they need to purchase equipment, supplies, food, etc from your WooCommerce store. 

In order to keep the company they work for in the loop. They might need to send their order confirmation email to the finance department. Just so they can claim the expenses back.

In this case, providing a way for them to send the email notification in your WooCommerce store would save them an extra step down the line.

They want to send a copy to a friend or family member

Alternatively, your customers might want to share their confirmation emails with friends or family. 

If they’re purchasing something for another person, want to split the cost. Or just want to share the delivery date with their friend or family member – this would be particularly useful.

email notifications woocommerce

Why you (the store owner) might want to send email notifications to multiple people

But what about you? As a WooCommerce store owner, you might want to send email notifications to different people or businesses yourself.

Here are a few scenarios:

You want to send a copy to a separate fulfillment center, or dropshipping company

Let’s say you’re using a dropshipping company or fulfillment center to handle shipping. You’ll likely need to send this company a notification from your WooCommerce store. To inform them of the order.

If this is the case, having the company included in the order confirmation email would be absolutely vital. This way your fulfillment company is kept informed of pending orders, and so are you.

You want to send a copy to someone in your finance department

If your business operates with a finance department, or you have an accountant. Keeping them in the loop may be necessary. 

By including them in your WooCommerce store’s email notifications, you’ll be able to automate the process. You’ll also have a trackable way to manage your business’s finance.

So now we know why you might want to send email notifications to multiple recipients in your WooCommerce store, let’s get it set up. To do this though, we need the help of a plugin. Because WooCommerce on its own doesn’t allow you to do it.

Introducing WooCommerce Multiple Email Recipients

WooCommerce Multiple Email Recipients is a plugin that allows you to send order confirmation emails to multiple different people. 

Extra customer emails can be added at the checkout, on their account page, both or neither. Plus, WooCommerce Multiple Email Recipients allows you to fine-tune which emails will allow multiple recipients. So you can send any or all of the WooCommerce customer emails. From order processing, to order confirmation, refund emails, and more.

As the store owner, you can manually include additional email addresses such as the fulfillment center or dropshipper. So they can ship the order automatically. You can either add extra admin email addresses to receive all orders. Or you can add different recipients for each product or category.

So now we know what WooCommerce Multiple Email Recipients is. Let’s get it set up and running.

How to set up WooCommerce to send email notifications to multiple recipients

In this section, we’ll walk you through the steps you need to send WooCommerce email notifications to multiple recipients. With WooCommerce Multiple Email Recipients, this process is straightforward.

Step 1: Install WooCommerce Multiple Email Recipients

The first thing you’ll need to do is purchase WooCommerce Multiple Email Recipients from the Barn2 store.

Once you’ve done this, take the following steps:

  1. Go to Plugins > Add New > Upload Plugin.
  2. Choose the zip file you downloaded, upload, and then click Activate.
  3. Once activated, you’ll need to enter your license key.

With WooCommerce Multiple Email Recipients now installed, we can move on to setting up your email notifications.

Step 2: Adjust your WooCommerce email notification settings

The first thing you’ll need to do is adjust a few settings. These settings will allow you to decide where the additional email fields for customers will appear and how many of them you’ll allow.

To do this, take the following steps:

  1. From your WooCommerce dashboard, go to WooCommerce > Settings > Click the Products tab at the top. Then click the blue Multiple email recipients link under the tabs.
  2. Scroll down the page until you see the Customer email addresses section. Here you’ll be able to decide how many email addresses you’ll allow customers to add. 
additional customer email addresses woocommerce
  1. Hover over the number field and use the up/down arrows to adjust. As you do, you’ll see new fields appear in the Additional email labels section below.
woocommerce email notifications
  1. Once you’re happy with your number, you can then change the labels for them. You can use these labels to give customers instructions. For example, call the first email address ‘Finance email’, the second ‘Client email’, and so on.
additional notification labels
  1. Underneath this is the Display additional email fields section. This allows you to decide where you want the email fields to appear. 
  2. If you’d like customers to include additional emails, check one or both. If you’d like to manually set the additional email yourself (e.g. a dropshipping email that you don’t want the customer to see), then leave both unchecked.

Now we have both of these set, you’ll be able to see the fields ready to go on your WooCommerce store. 

additional emails at checkout woocommerce

We’re not quite done though, next we need to decide which of your WooCommerce email notifications these apply to.

Step 3: Decide which emails your settings apply to

To set which customer emails will be sent to multiple recipients, take the following steps:

  1. From your WooCommerce dashboard, go to WooCommerce > Settings. Then click the Emails tab at the top.
  2. Here you’ll see all the email notifications sent from your WooCommerce store. You’ll notice some are sent to you (the store owner) and some are sent to customers. In this case, we’re interested in the emails sent to customers.
  3. Click the Manage button in the right-hand column. This will open up a new page that contains all the information about this email.
manage customer emails woocommerce
  1. Underneath the Enable/Disable checkbox is an Additional recipients checkbox. Uncheck this if you don’t want this particular email to be sent to multiple people. Leave it checked if you do.
additional recipients woocommerce
  1. Scroll down to the bottom of the page and click the blue Save changes button.

Now your customers can send their order emails to additional people and you can manually include additional people yourself.

But what if you want to send email notifications to non-customers and don’t want to do it manually?

How to send notifications to non-customers

With WooCommerce Multiple Email Recipients, you can also send non-customer, or admin emails to multiple recipients. 

For example, you can add extra recipients to the order notification email based on which individual products and categories have been ordered. This will allow you to have greater control over your email notifications in WooCommerce. 

This additional feature is particularly useful for WooCommerce stores with different locations that need to be sent separate emails. Or stores that have different suppliers.

To set this up, take the following steps:

  1. From your WooCommerce dashboard, go to WooCommerce > Settings. Then click the Emails tab at the top.
  2. Again, you’ll see all the email notifications sent from your WooCommerce store. This time we’re interested in the emails that are sent to you (the store owner).
  3. Click the Manage button in the right-hand column – this will open up a new page that contains all the information about this email.
manage admin emails woocommerce
  1. Click the Add recipients link below the Recipient(s) field and 3 new fields will appear.
additional admin emails woocommerce
  1. The first, Email address(es), allows you to set the email addresses you want the notification sent to. You can add as many as you like by separating them by commas.
  2. The second, Search for a category, allows you to select which product categories you want to be included. The recipient will only receive this email for orders with products from these categories.
  3. Lastly, Search for a product, similarly to above, you can select which individual products you want to be included.
  4. You can repeat steps 4-7 as many times as you like to customize your WooCommerce store’s email notifications to suit you.

Set up your notifications today

So there we have it, a simple way to allow customers to send their order notifications to different people. Plus, a way for you, as the store owner, to keep distribution companies in the loop. 

Because this can’t be done on a standard WooCommerce install, WooCommerce Multiple Email Recipients makes this process a whole lot easier.

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Gina is our in-house content creator and partnership manager. She’s passionate about working with plugin companies with copywriting/storytelling, content creation & marketing.

She can typically be found tending to her vegetable garden, writing, and travelling to mainland Europe.

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