How to setup automated workflows with order tags and notifications

In this article we describe how you can create workflows combining order tags, login links and notifications, in order to create a deposit reservation function as an example. This combines several features in a powerful automation workflow.

Use case:

The customer will take deposits 1 week before rental start so they will get a booking with invoice as payment method. They create a new booking just for the deposit, assign order tag, it is sent to the order 1 week before rent starts so they can capture card / deposit.

Workflow: Take a deposit 1 week before rental (order tags + notification + login link)

Want customers to sort their deposit a week before the rental starts? Here’s a clean, reusable flow using a hidden “Deposit” product, an order tag, and a scheduled notification with a login link.

What you’ll set up

1. A hidden product named Deposit (price 0 DKK, deposit 3000 DKK).
2. An order tag called Depositum 1 uge før.
3. A notification that sends 1 week before Scheduled Pickup only for orders with that tag, and includes a login link.
4. (If needed) Ask Sharefox Support to enable the user login link feature.

Step 1 — Create the “Deposit” product (hidden from the shop)

1. Go to Admin ▸ Products ▸ Add product and name it Deposit.
2. Price: set 0,00.
3. Deposit amount: under the product’s daily pricing settings, set for example 3000 as deposit (this lets the system reserve a deposit reservation on card for that order).
4. Keep it hidden: do not publish the product on shop (mark it hidden from webshop). Keeps it hidden so customers won’t see it in your storefront.

Note: Deposit reservations via Nets Easy are held up to 30 days; Stripe is 7 days; scheduling a week before pickup is well within that window.

Step 2 — Create the order tag

1. Go to Admin Settings ▸ Others ▸ Order Tags.
2. Create a tag named Depositum 1 week before.
3. You can assign this tag on any order later via Order ▸ Actions ▸ Assign tag.

Step 3 — Enable the login link (if not already)

1. The smart field {{user_login_link}} logs the customer into the webshop directly from your message.
2. If it does not show ask sharefox support to enable auto-login for your site: support@sharefox.no.

Optional: you can redirect the login link straight to the order or rentals page, e.g.

{{user_login_link}}

Step 4 — Create the scheduled “deposit” notification

1. Go to Admin Settings ▸ Notifications ▸ Create Notification.

   Event: choose Scheduled Pickup.

   Time: set 7 days before.

   Filters (Optional section):

   • Order tags: include Depositum 1 uge før.
   • (You can add other filters if you need to narrow it further.)
2. Recipient: Customer (or Customer & Manager (BCC) if you want a blind copy).
3. Message: write your text and insert the login link smart field.

Example:

• Subject: Deposit for your rental

• Body (email/SMS):

  Hi {{first_name}},

  Please fill out the card details for deposit reservation for your order:

  {{user_login_link}}

  Thank you for renting! — {{merchant_name}}

(Replace the text copy as needed with your text in local language)

Step 5 — How to use it operationally

1. Create a separate deposit order for the same customer (Admin ▸ Orders ▸ Create order).
   • Add the Deposit product (0 DKK price, 3000 DKK deposit).
   • Set Scheduled Pickup to match the main booking’s start date.
   • Set the order type as reopened to move it to customer basket
2. Assign the tag Depositum ´1 week before´ on that deposit order (Order ▸ Actions ▸ Assign tag).
3. That’s it. 7 days before pickup, the notification fires, the customer clicks the login link, and completes what’s needed for the deposit/card.

Tip: If you want to send it manually at some point, use Order ▸ Actions ▸ Send notification and choose your template.

Notes & gotchas

• Deposit timing: Nets Easy holds deposits up to ~30 days /Stripe has 7 days; adjust your timing accordingly.
• Publishing: keep the Deposit product not visible in webshop so it stays hidden from the shop.
• Card vs invoice: your main booking can use Invoice while the separate “Deposit” order handles the card reservation.