Warehance can automatically send shipment confirmation emails to your customers when tracking information is added to their orders. You control the content of these emails using Email Templates, and you enable the feature per store in your Store Settings.
This is useful for stores where you want to send branded tracking notifications directly from Warehance — for example, if you're using a Custom Marketplace store or any integration where you'd prefer Warehance to handle customer-facing shipping emails instead of (or in addition to) your storefront.
Step 1: Create an Email Template
From the Warehance dashboard, navigate to Templates → Email Templates and click Create.
- Name — Give your template a descriptive name (e.g., "Shipping Confirmation - Everlasting Love").
- Template Type — Select Shipment Confirmation.
- Subject — Enter the email subject line. You can include placeholders like {{order_number}} or {{store_name}} to personalize it.
Example subject: "Your order {{order_number}} has shipped!"
Step 2: Design the Email Body
Use the built-in editor to write your email. You can switch between a visual editor and HTML mode depending on your preference.
The toolbar includes formatting options like headings, bold, italic, links, text alignment, and more. There is also a placeholder dropdown in the toolbar that lets you insert dynamic variables without typing them manually.
Step 3: Add Placeholders
Placeholders are dynamic values that get replaced with real data when the email is sent. Insert them from the toolbar dropdown or type them directly. Here are the most commonly used ones:
Shipment details:
- {{tracking_number}} — The shipment's tracking number
- {{tracking_url}} — A direct link to track the package
- {{tracking_links}} — Links for all parcels in a multi-parcel shipment
- {{carrier}} — The shipping carrier (e.g., UPS, FedEx)
- {{service}} — The shipping service level
- {{ship_date}} — The date the shipment was created
Order details:
- {{order_number}} — The customer's order number
- {{order_date}} — The date the order was placed
- {{item_list:sku,name,qty}} — A table of items in the shipment
- {{item_list:image,sku,name,qty,price}} — An item table with images and prices
- {{gift_message}} — The gift message, if one was included
Recipient details:
- {{recipient_name}} — The customer's name
- {{recipient_address}} — The shipping address
- {{recipient_email}} — The customer's email
- {{recipient_phone}} — The customer's phone number
Store branding:
- {{store_name}} — Your store's name
- {{store_company_name}} — Your company name
- {{store_logo}} — Your store's logo (renders as an image)
- {{store_email}} — Your store's contact email
- {{store_phone}} — Your store's phone number
- {{store_website}} — Your store's website URL
You can also use {{custom_field_1}} through {{custom_field_6}} to pull in any custom field values from the order.
Step 4: Enable Tracking Emails on Your Store
Once your template is ready, you need to turn on tracking emails for the store(s) you want to use it with.
- Navigate to Stores and click on the store you want to configure.
- Open the Settings tab, then go to the Tracking section.
- Check the box labeled Send tracking emails to customers when their shipments are created.
- In the Shipment Confirmation Email Template dropdown, select the template you created in the previous steps.
- Click Save.
Step 5: Verify It's Working
After enabling tracking emails, Warehance will automatically send an email to the customer's email address each time a shipment with tracking is created for an order in that store. You can verify the feature is working by checking the shipment's history — a note will appear confirming that the tracking email was sent.
If a customer's order does not have a valid email address on file, the tracking email will be skipped for that shipment.
Frequently Asked Questions
Where does Warehance get the customer's email address?
Warehance uses the email address from the order — either the customer email or the email in the shipping address, depending on what's available.
Can I use different templates for different stores?
Yes. Each store has its own Shipment Confirmation Email Template setting, so you can assign a different template to each store for different branding or messaging.
What if a shipment has multiple parcels?
Use the {{tracking_links}} placeholder instead of {{tracking_url}}. This will generate a tracking link for each parcel in the shipment.
Will this send duplicate emails if my storefront already sends tracking notifications?
Warehance does not coordinate with your storefront's notification system. If your store (e.g., Shopify) is already sending tracking emails, enabling this feature in Warehance will result in the customer receiving two emails. You may want to disable tracking notifications on your storefront if you prefer to send them from Warehance instead.
Can I preview or test my template before it goes live?
Currently, the best way to test your template is to enable it on a store and create a test shipment. Review the resulting email to confirm placeholders are rendering correctly and the layout looks the way you want.