Stage Automations

Automations let you trigger actions automatically when an order moves to a specific stage. This reduces manual work and ensures consistent communication.

Available Automations

• Email Notification - Send an email to the customer
• Webhook - Send data to an external system
• Advance on Delivery - Automatically move orders to this stage when the carrier confirms delivery (requires a shipping integration)
• Mark Fulfilled on Platform - Mark the order as fulfilled on the sales channel (e.g., Shopify, WooCommerce) when it enters this stage

Setting Up Email Notifications

1. Edit a stage in your flow
2. Toggle on Send Email Notification
3. Select an email template
4. Save the stage

When orders enter this stage, customers receive the selected email template automatically. Make sure you have the customer's email address for this to work.

Setting Up Webhooks

1. Edit a stage
2. Toggle on Trigger Webhook
3. Select a configured webhook endpoint
4. Save the stage

Webhooks are useful for updating external systems, triggering fulfillment services, or sending data to your own applications.

Setting Up Platform Fulfillment Sync

TrackMy.Shop supports bidirectional fulfillment sync with connected sales channels like Shopify and WooCommerce.

Outbound: Mark fulfilled when entering a stage

1. Edit a stage
2. Toggle on Mark fulfilled on platform
3. Save the stage

When orders enter this stage, they will be automatically marked as fulfilled on the connected sales channel. If a tracking number or URL is set on the order, it will be included in the fulfillment.

Inbound: Move orders when fulfilled on the platform

1. Edit a pipeline in Settings → Order Flows
2. Set the Fulfilled Stage dropdown to the stage you want orders moved to
3. Save the pipeline

When a connected platform (e.g., Shopify, WooCommerce) sends a fulfillment update, the order will automatically move to the configured stage.

Loop Prevention

If an order is moved to a stage that has both inbound and outbound fulfillment configured, the system automatically prevents infinite loops. When a platform fulfillment triggers an inbound stage change, the outbound automation skips because the order is already marked as fulfilled.

Email Templates

Create reusable email templates in Settings → Notifications. Templates support variables:

• {{orderNumber}} - The order number
• {{customerName}} - Customer name
• {{stageName}} - Current stage name
• {{trackingUrl}} - Link to tracking page