PQM – Automatyzacja i powiadomienia e-mail

Email automation in PQM helps keep customers and staff informed about task creation, status changes, completion, cancellations, complaints and other production events.

Why automate emails?

Production communication is often scattered across phone calls, emails and verbal updates. PQM connects messages to production tasks, making the process easier to track and reducing repeated customer questions.

Common notification types

• New task – sent when a task is created.
• Status change – sent when a task moves to a different stage.
• Task completed – sent when the job is finished.
• Cancelled task – sent when the job is cancelled.
• Complaint – sent when complaint handling is required.
• Customer panel message – communication between customer and staff.

Free vs Pro

Email templates

Templates should be short, clear and useful. Customers should know what happened, what the current status is and where to check the job.

New task email example

Hello,

Your production job has been received.

Task number: {task_number}
Status: {task_status}

You can check the current progress here:
{client_panel_url}

Best regards,
{company_name}

Completed task email example

Hello,

Your job {task_number} has been completed.

Current status: {task_status}

If the order is ready for pickup, you can collect it during our business hours.
If you have any questions, please contact our team.

Best regards,
{company_name}

Dynamic tokens

Tokens are placeholders replaced with real task data. Available tokens depend on the installed PQM version.

• {task_number} – task number,
• {task_title} – task title,
• {task_status} – current status,
• {customer_name} – customer name,
• {due_date} – deadline,
• {client_panel_url} – customer panel link,
• {company_name} – company name.

Avoid sending too many emails

Email automation should be helpful, not annoying. Not every internal technical status change needs to generate a customer email.

Good rules

• Send an email when a task is created.
• Send an email when the customer needs to take action.
• Send an email when a job is completed or ready for pickup.
• Do not email every small internal movement unless transparency is required.
• Avoid duplicate WooCommerce and PQM notifications for the same event.

Avoiding duplicate emails

If customers receive two messages for one action, check whether WooCommerce and PQM are both sending notifications, or whether two PQM triggers react to the same event.

1. Check WooCommerce email settings.
2. Check the PQM “new task” trigger.
3. Check the PQM “status change” trigger.
4. Check whether the starting status also counts as a status change.
5. Check the email queue for repeated processing.

Testing email automation

1. Create a test customer email address.
2. Create a test task.
3. Check the new task email.
4. Change status and check if the correct email is sent.
5. Complete the task and check the completion email.
6. Check spam and SMTP logs if email is not delivered.