Managing Orders: Statuses, Production Calendar & Due Dates
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Web2ink's order manager keeps every order — including uploaded art files — organized in one place, with your shop's own production workflow reflected in custom statuses and due dates.
Where orders live
All orders appear in your standard WooCommerce → Orders list, extended with Web2ink-specific data: the customer's design and pricing details, uploaded artwork, and production information, all attached directly to the order rather than living in a separate system you have to cross-reference.
Custom order statuses
Beyond WooCommerce's default statuses (Processing, Completed, etc.), you can define custom statuses that match your actual production stages — e.g., "Art Approval," "In Production," "Ready for Pickup," "Shipped." Set these up under Web2ink → Settings → Order Status.
Custom statuses matter for two reasons:
- They keep your staff aligned on where an order actually is.
- Status changes can trigger automatic customer notifications — so a customer moved to "Shipped" gets a shipping notice without anyone manually emailing them.
Production calendar & due dates
The production calendar automates due-date math using your configured business hours and holidays, rather than naive calendar-day counting. Configure:
- Business days/hours — under Web2ink's production settings.
- Holidays — dates production should skip entirely.
- Standard turnaround — how many business days an order typically takes, which the calendar uses to project a due date automatically.
This gives you an automated, realistic due date per order the moment it's placed, and a calendar view of what's due when — helpful for catching a day that's overloaded before it becomes a problem.
Ship-from address & production options
Checkout can capture ship-from address and production-related fields relevant to your workflow, saved directly to the order alongside the standard shipping details.
Order confirmations & shipping notices
Order confirmation and shipping-info emails to customers are sent automatically, tied to status changes — configure the templates and triggers under your WooCommerce email settings combined with your custom order statuses.
Troubleshooting
- Due date looks wrong — check your business-hours and holiday configuration; a missed holiday entry is the most common cause of an unrealistic due date.
- Customer didn't get a status-change email — confirm the relevant WooCommerce email/notification is enabled for that specific custom status; not all custom statuses have notifications configured by default.
- Art files not showing on the order — art files are attached at the point of design/checkout; if a customer added artwork after placing the order, it may need to be attached manually or via a follow-up upload.
Related: Invoices, Worksheets & Quote PDFs, Sending & Approving Customer Proofs.
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