Now that your store is up and running, use this guide to help you manage your shop, make edits to products and understand how the WooCommerce dashboard works within WordPress.

Contents

What happens when a customer places an order?

  • When a customer places an order through your website, they will receive a branded email confirming that their order has been received and is in process (Figure 1). You will receive an email letting you know that a new order has been placed on your store (Figure 2), which contains the details of the order, including the items purchases, method of purchase and the details of the customer.
  • When you receive an email alerting you of a new order, you should log into your WordPress Dashboard to manage the order.
Figure 1
Figure 2

The WooCommerce dashboard

  • Go to www.yourwebsitedomain.com/wp-admin. Log in with your usename and password that will have been emailed to you. If you have lost or forgotten your password, please send an email to hello@donedigitally.co.uk and we will reset it for you. Once you are logged in, you will see the screen in Figure 3.
  • This is your WordPress dashboard. This is the control panel for your website, where all changes are made, new pages added and most importantly, orders are managed. Once you are logged in, click on the three lines in the top left hand corner to bring up the menu shown in Figure 4. (Note: On desktop or tablet, this menu will already be visible.)
  • For now, you can ignore all menu items apart from WooCommerce. If you click on here, the following submenu shown in Figure 5 will show.
  • If you click on ‘Dashboard’, you will see an overall view of the number of sales that have been made in a period, as well as a daily breakdown. The more orders you get, the more useful this will be.
Dashboard log in
Figure 3
Dashboard menu
Figure 4
Woocommerce sub menu
Figure 5

Managing orders

    • Click on the three lines in the top left hand corner again to bring the WordPress menu back up. Now click on orders. The most recent order will show, as shown in Figure 6 (this was a test purchase that I made).
    • Clicking on the name associated with the order will give you a full breakdown of the order, the name of the customer and the current status. When a customer places an order through your store, the status will normally be set to “processing”.
    • Keeping this page up to date, and ensuring that the correct status is set for each order is really important. Managing your stock and ensuring that emails are triggered at the right point are all created from here.
    • When you ship the item, change the status of that order to “complete”, and your customer will receive an email to let them know their order is on its way.
    • Once you change the status to ‘complete’, this means that you have posted the item and your customer will receive an email telling them that their order has been shipped.
    • You can also click on ‘Add Order’ at the top of this page to manually an order that didn’t go through the website. This might be used to help you keep track of stock, or keep track of your total sales.
    • Further information regarding order status can be found here:
      https://docs.woocommerce.com/document/managing-orders/
Woocommerce orders
Figure 6
Woocommerce breadcrumbs
Figure 7
TIP: The ‘breadcrumbs’ as shown in Figure 7 help you to navigate back to a previous step without going through the WordPress menu again. For example, you could go back to the full list of orders by clicking on ‘Orders’ in the breadcrumb.

Customers

When a customer places an order, they also create an account with in your website. They can log in and check the status of their order, and change their details such as addresses. Their email address is stored to a ‘database’ which includes thir email address and a list of all orders they have placed through the website. This can be particularly useful to market new products and special offers to your existing customers.

  • To see all customers who currently have an account with you, go back to the WordPress menu (three lines in top left hand corner), click on WooCommerce and then on ‘Customers’ (Figure 8).
  • This will bring up a complete list of all accounts currently registered on your website. In Figure 9, you can see an account I created for test purposes, but as you make more sales, this will start to grow.
Woocommerce customers menu
Figure 8
Woocommerce customers
Figure 9

Other WooCommerce menu items

Familiarise yourself with the other menu items under WooCommerce as well, even though they won’t be used as regularly. “Coupons” is where you will generate special offers, that you can restrict to a site wide discount (for example, 10% off if you spend £50) or just to specific products or product categories.

“Settings”, “Status” and “Extensions” generally contain all of the information required to keep your shop up and running, and accepting payments. Address information, for example, is kept in Settings.