# Alert your team about new orders

> An automation that emails your team the customer, items and amount the moment an order is paid, so nobody has to watch the dashboard.
>
> Source: https://docs.bcl.my/automation-notify-team/

This automation emails your team as soon as an order is paid, with the customer's details, the items and a link to the receipt. It covers every form at once, so staff who pack orders or run the counter know about each sale without logging in to BCL.

## What you need

Have these ready:

- An address your team reads, such as a shared orders inbox.
- Optional: Wabot or WasapBot connected under **Platform Setup** → **Integrations** → **WhatsApp (Automation)**, for a WhatsApp alert.

## Build it

Start from a blank automation (see [Create an automation](/create-automation/)):

1. Go to **Automations**, click **New Automation**, name it "Notify Team of New Orders" and click **Create**.
2. Click **Add Node** and pick **Payment Successful**. Double-click the trigger, keep **Payment Source Type** on **All Sources** (or pick one type), and click **Save Trigger**.

   *(Screenshot: Payment Successful Trigger Settings with Payment Source Type set to All Sources)*

3. Click **Add Node** and pick **Send Email**. Double-click the new step and fill it in as below, then click **Save Email**.

   | Field | Enter |
   | --- | --- |
   | **Action Name** | Alert the team |
   | **Recipient Email** | Your team's address, for example `orders@yourshop.com` |
   | **Email Subject** | `New order {order_number}: {amount} from {name}` |
   | **Email Content** | The message below |

   ```text
   New paid order on {form_title}.
   Customer: {name}, {phone}, {email}
   Paid: {amount} by {payment_method}
   {product_table}
   Ship to: {address}
   Receipt: {receipt_url}
   ```

   *(Screenshot: Email Action Settings with the team's address in Recipient Email and the alert text)*

4. Click **Update Automation**.

The finished workflow has two steps:

*(Screenshot: The workflow canvas with Payment Successful connected to Alert the team)*

The variables in the message:

| Variable | Shows |
| --- | --- |
| `{order_number}` | The order number, such as LINK-05851 |
| `{amount}` | The amount paid, such as RM 15.00 |
| `{product_table}` | A table of the items and their prices |
| `{address}` | The shipping address, empty for forms without one |
| `{receipt_url}` | A link to the receipt page |

To alert by WhatsApp as well, add a **Send Wabot** or **Send WasapBot** step with your team's number in **Phone Number** (for example `60123456789`) and a short text such as `New order {order_number}: {amount} from {name}. {items_summary}`.

## Test it

Check the recipe with a test run before you rely on it:

1. Scroll to **Test Email** in the email step, enter your own address and click the send icon. The sample uses made-up values such as "Ahmad Ali".
2. Make a test purchase on any form while your team is in Test Mode.
3. Open the automation and click **Overview**. The purchase appears in **Execution History**; a delivered email shows as **Completed**.

   *(Screenshot: Execution History with the latest run of the team alert highlighted)*

## Tips

A few ways to get more from this recipe:

- **Use a shared inbox, not one person's address.** Each **Send Email** step sends to one address, so a shared inbox reaches everyone without extra steps.
- **Narrow it to the forms your team fulfils.** Set **Payment Source Type** to **Payment Form** and pick the forms in **Specific Form** to skip event tickets or bookings.
- **For Telegram alerts, use the BCL bot.** [Telegram alerts](/telegram-notifications/) need no automation and cover every transaction.

## Common issues

### Can my staff get an email when a sale comes in?

Yes. Build this automation with your team's address in Recipient Email. For one form only, you can instead add up to 5 addresses under Admin Notification Recipients in that form's Notification Settings.

### Can the alert go to WhatsApp or Telegram instead?

For WhatsApp, add a Send Wabot or Send WasapBot step with your team's number. Telegram is not an automation step: link the BCL Telegram bot instead, which alerts you for every transaction.