Order alerts: phone, email and Telegram
An order nobody calls within the hour goes cold. In “Store settings”, one block, “A notice for every new order”, decides where an order reaches you: a phone notification, an email for every order or a morning digest, and a message from your bot in a Telegram group the confirmation team reads. In this lesson Karim Belkacem, a photography trainer selling printed photo books at 2,400 DZD and Lightroom presets at 1,200 DZD, sets them up so every order reaches Nesrine, who confirms orders by phone.
- About 5 minutes
- 6 steps
Who can do it: “Store settings” needs “Store and products” (the owner has it). The phone notification goes to the owner and everyone with “Store and products” or “Orders and delivery”; email and Telegram go to the address and the group you enter.
In 6 steps
- 1Alerts live in “Store settings”, block “A notice for every new order”: the phone is on from the start, email and Telegram off.
- 2“Phone notification”: the order number as its title, the buyer’s name, wilaya and amount under it, for the whole team.
- 3“Email” → “To” and “When” → “Every order”: one email per order with an “Open the order” link.
- 4Or “Daily digest”: one morning email with yesterday’s orders, nothing on a day without orders.
Before you start
- The “Store and products” permission, or being the workspace owner.
- For the phone notification: the dashboard installed on your phone, with notifications allowed.
- For Telegram: a Telegram account, and a group or channel to add the bot to.
- Step 1 of 6
Where alerts are set
Open “Store”, then “Store settings”, and scroll to “A notice for every new order”. It has three rows with switches: “Phone notification” (on from the start), “Email” (“No emails.” while it is off) and Telegram. Every change brings up the “Unsaved changes” bar at the bottom of the page; nothing counts before “Save” and “Settings saved”.
On screenStore settingsA notice for every new orderPhone notificationEmailNo emails.Unsaved changesSaveSettings savedTipThese settings are for the whole store, not just you: one email address and one Telegram group per store.
- Step 2 of 6
“Phone notification”: for the whole team
“Phone notification” — “On the installed dashboard · with the buyer’s name and the order total.”. When Sara Meziani from Oran orders the photo book, Karim and Nesrine get a notification titled “New order #KB-1001” with “Sara Meziani · Oran · 2,400 DZD”; tapping it opens the order. The owner and everyone with “Store and products” or “Orders and delivery” get it too, and also when a buyer uploads a payment receipt to review.
On screenPhone notificationOn the installed dashboard · with the buyer’s name and the order total.Heads-upTurning this switch off stops new-order and receipt notifications for the whole team, not just for you.
- Step 3 of 6
“Email” for every order
Turn on “Email” and two fields appear: “To”, already filled with your account’s address (put Nesrine’s there if you like), and “When”, with “Every order” and “Daily digest”. With “Every order” the row reads “For every order, to …”, and each order sends an email titled “New order #KB-1001 · Sara Meziani · Oran · 2,400 DZD”, under your store’s name, with an “Open the order” link.
On screenEmailToWhenEvery orderDaily digestOpen the orderTipAn order from abroad adds what the buyer pays in her currency to the line, such as “(24 EUR)”.
Heads-upAn invalid address blocks saving (“This email is not valid.”). Emails go out every few minutes, not to the second, and never for an order you add by hand.
- Step 4 of 6
Or the morning “Daily digest”
Pick “Daily digest” in “When” and the row reads “Daily morning digest to …: yesterday’s orders”. After 7 am Algiers time a single email arrives, titled for example “Yesterday’s orders (2026-10-12): 6 · 9,600 DZD”, with one line per order (number, buyer’s name, wilaya, amount) and an “Open orders” link. Karim picks it: Nesrine follows orders live on Telegram, and he only needs the morning tally.
On screenWhenDaily digestOpen ordersTipNothing is sent for a day without orders; cancelled orders and orders you add by hand are left out of the digest.
Heads-upThe digest lists 50 orders at most; the rest are in “Orders”.
- Step 5 of 6
Telegram: your bot in the team’s group
Turn on the Telegram row — “Your bot posts every new order in a group the confirmation team reads.”. In Telegram, open @BotFather, create a bot and paste its token into “Bot token (from BotFather)”: “Create a bot with @BotFather and paste its token here. It is stored encrypted and never shown again.”. Add the bot to Karim and Nesrine’s group (as an admin for a channel) and enter the @channel name or the group id in “Group or channel”. Every new order reaches the group as one line, “New order #KB-1001 · Sara Meziani · Oran · 2,400 DZD”, with an “Open the order” button.
On screenBot token (from BotFather)Group or channelOpen the orderTipA public channel is written with @. A group’s id the page does not find for you: it comes from Telegram itself.
Heads-upAn incomplete token is refused (“This bot token is not valid: copy it whole from BotFather.”), and Telegram on without a token blocks saving (“Paste the bot token to turn Telegram on.”). The message carries only the number, name, wilaya and amount: the phone and the products are in the order.
- Step 6 of 6
“Send a test message”, then “Save”
Press “Send a test message” (active once a token is pasted or saved): the bot posts “Test message from the … store: every new order will arrive here.” to the group, and under the button you read “The message reached the group.”. If not, the reason shows: “The bot token was refused: copy it again from BotFather.” or “The bot cannot find the group: add it (as an admin for a channel) and check the id.”. Then “Save”: the row reads “Bot connected · every new order reaches the group with its link.”, and the token field “Saved — leave empty to keep it”.
On screenSend a test messageThe message reached the group.SaveBot connected · every new order reaches the group with its link.Saved — leave empty to keep itTipThe test saves nothing: the token and the group are only kept after “Save”.
Heads-upIf you later remove the bot from the group, messages stop with no warning on the page: run “Send a test message” again if in doubt.
When orders come in
Questions
How long after an order do the email or Telegram message arrive?
A few minutes: they go out in batches about every five minutes. A failed send is retried in the next batches, up to five times. The phone notification is faster.
Can I enter two addresses or two groups?
No. The store has one address in “To” and one Telegram group or channel. Use an address the team reads, or add everyone to the group.
Does the daily digest come to Telegram?
No. The “Daily digest” is for email only. Telegram sends each order as it comes.
Why did nothing arrive for an order I entered myself?
Email and Telegram are for orders buyers place in the store. Orders you add by hand trigger nothing and stay out of the daily digest.
Can anyone see the bot token once saved?
No. It is stored encrypted and never shown again, not even to you: the field reads “Saved — leave empty to keep it”. Paste a new token to change it.