Set up email notifications

You can set up automated email notifications to your customers and to yourself. This way you can, for example, inform your customers about the status of their order or receive a notification when a product is out of stock.

How to activate/deactivate email notifications

1. In the sidebar of the administration, navigate to Settings → Email notifications.
2. Depending on the type of email notification, either stay on the Customer email notifications tab or open the Your email notifications tab.
3. In the Active column, check or uncheck the boxes to activate or/ deactivate the email notifications. All email notifications are sorted by topic, which is why you might need to expand one of the sections first.
   
   The email notifications New customer account, Change password, Approaching foreign EU sales threshold are always active and cannot be deactivated.
4. Select Save.

You have activated or deactivated the selected email notifications.

How to edit email notifications

1. In the sidebar of the administration, navigate to Settings → Email notifications.
2. Depending on the type of email notification, either stay on the Customer email notifications tab or open the Your email notifications tab.
3. Select the name of the email notification you would like to edit.
   All email notifications are sorted by topic, which is why you might need to expand one of the sections first.
4. Make the desired edits. Note that depending on the type of email notification some of the settings below might not be available:
   

   Option	Description
   Activate email notification	Select Yes to activate this email notification; select No to deactivate it.
   From	This email address is displayed as the sender of the email notification. Select the Edit link to change it. This opens a pop-up, where you can change the email address and the displayed sender name. If you activate the checkbox Use as sender address for all email notifications, it will be changed for all email notifications. It is recommended to use an email address that belongs to your domain (e.g. [e-mail]) as a sender address. Due to anti-spam measures (e.g. SPF, DKIM), issues with the delivery of messages can occur with email services such as Gmail, GMX, Hotmail, or Yahoo.
   To	For customer email notifications, the email address of the customer will be automatically added as a recipient. For your email notifications, you can change the recipient address. To do so, select the Edit link. This opens a pop-up, where you can change the recipient email address and the displayed sender name.
   Copy / Blind copy	Select the Edit link next to the fields Copy and Blind copy to add a recipient for a copy/blind copy. If the fields are not visible yet, select the Copy / Blind copy link first and then select the Edit link. You can add another recipient by selecting Add another email address on the pop-up. This option is available for all email notifications, except for the Change password email.
   Subject	Edit this field to change the subject line for the email notification. To add a placeholder to the email subject, select Insert placeholder. For further information, refer to the section How to add placeholders to email notifications.
   Send test email	Select this link to send a test email. For further information, refer to the section How to send test emails.
   Display logo	If you have uploaded a logo in the settings for your order documents, you can also display it in your email notifications. Select Yes to do so.
   Email content	All email notifications contain default text or information that cannot be edited or removed. If a text field is available, you can use it to add your own text above the default information. You can use the formatting options for text to adjust the text format to your needs. For most email notifications, you can also add placeholders to the text. For further information, refer to the section How to add placeholders to email notifications.
   Signature	You can add a signature to any email notification, except for the email notifications Minimum stock level reached and Product sold out. If you add a signature to one email notification, it will automatically be used for all email notifications. You can use the formatting options for text to adjust the text format to your needs.

5. Select Save.

You have edited the email notification.

How to attach documents to email notifications

You can automatically attach legal documents and invoices as PDFs to Order status emails. In order to do so, you will need to activate the respective email notifications first. For further information, refer to the section How to activate/deactivate email notifications.

1. In the sidebar of the administration, navigate to Settings → Email notifications.
2. Open the Email attachments tab.
3. To automatically attach invoices that you create to certain order status emails, activate the respective checkboxes in the Attach invoice as PDF file column.
4. To automatically attach legal documents to order status emails, activate the respective checkboxes in the Legal documents section. Note that you might need to expand the Legal documents section first.
   
   The legal documents are automatically generated as PDFs, based on your legal pages.
5. Select Save.

You have determined the documents that are to be attached to the order status email notifications.

Caution

In some countries, it is legally required to attach certain information like the right of withdrawal or information about payment and delivery to order confirmation emails. Make sure to activate the attachment of legal documents according to the legal situation in your country.

How to add placeholders to email notifications

Placeholders allow you to add shop or customer data, such as the order date or customer name, to email notifications for your customers. For email notifications to yourself, you can also add data like product number or minimum stock level, depending on the notification.

1. In the sidebar of the administration, navigate to Settings → Email notifications.
2. Depending on the type of email notification, either stay on the Customer email notifications tab or open the Your email notifications tab.
3. Select the name of the email notification you would like to edit.
4. Add the desired placeholders:
   • Subject:
     Next to the Subject field, select Insert placeholder. This opens a list of the available placeholders from which you can select the desired option.
   • Email text/content:
     In the formatting options toolbar, select Placeholders. This opens a dropdown menu from which you can select the desired option.
5. Select Save.

You have added a placeholder to the email notification’s subject or text. Placeholders are labelled with a hashtag, e.g. #BillingAddress.LastName. This part will be automatically filled with the respective content when the email notification is sent.

How to send test emails

To check how an email notification might look like in the recipient’s inbox , you can send test emails to yourself.

1. In the sidebar of the administration, navigate to Settings → Email notifications.
2. Depending on the type of email notification, either stay on the Customer email notifications tab or open the Your email notifications tab.
3. Select the name of the email notification you would like to test.
4. Below the Subject field, select Send test email.
   
   When you send test emails for customer email notifications, these will be sent to the email address specified in the From field. Test emails for email notifications to yourself are sent to the email address specified in the To field.
   
   If you want to use a different email address for testing, you will need to change the sender address (in the From field) for all email notifications. After sending the test email, you can change this setting again. For further information, refer to the section How to edit email notifications.

You have sent a test email. If you cannot see the email in your inbox, check your spam folders or test with a different email address.