WooCommerce

What it is

An agent connected to WooCommerce helps run your store the way a teammate does. It looks up orders and tells customers where theirs is, adds notes, changes an order’s status and issues refunds, finds customers, keeps prices and stock up to date, creates coupon codes and reports on sales.

WooCommerce runs on WordPress, so the agent works as the WordPress user who approves the connection. That user needs the Shop manager role (or Administrator). A user of its own, with the agent’s name, is the cleanest choice: the notes and changes it makes then carry its name.

Before you start

• Your store’s address. The site needs a secure address (https) and WordPress 5.6 or later.
• A WordPress user for the agent with the Shop manager role. Sign in to your store as that user in the browser you connect from, so WordPress asks the right user to approve.
• WordPress’s application passwords switched on. They are on by default; some security plugins switch them off.

Connecting WooCommerce

1. Open the agent, go to the Tools tab and choose WooCommerce.
2. Enter your store’s address and click Continue to WordPress. WordPress opens its own approval page (sign in first if it asks).
3. Check that the page names the agent (“AgentTeams for … (WooCommerce)”) and click Yes, I approve of this connection. You’re back in the wizard, and the store starts telling us about new orders, status changes, new customers and low stock.

If your store doesn’t show the approval page, choose “My site doesn’t show the approval page” in the wizard. Then, signed in to WordPress as the agent’s user, open Users, Profile, add one under Application Passwords, and paste it with the username. WordPress shows it only once.

WooCommerce and WordPress are separate connections, each approved on its own: an agent that runs the store doesn’t get to write your blog, and the other way round, unless you connect both.

What the agent can do

• Orders. Find an order by its number, the customer’s name or email, or its status, and read it in full: items, totals, payment, shipping method and address, tracking numbers that shipping plugins keep on the order, refunds and every note. That’s usually all it takes to answer “where is my order?”.
• Notes, status and refunds. Add a private note for your team, or a note to the customer (WooCommerce emails it to them). Change an order’s status. Refund all or part of an order, through the payment provider or as a record of a refund made elsewhere.
• Customers. Find customers and read their addresses and recent orders.
• Products and stock. Look up products and their variations, and update prices, sales, stock and descriptions.
• Coupons and sales. Create coupon codes, list existing ones, and report on sales, best sellers and how many orders are in each status.

Amounts are always in your store’s own currency.

What the connection allows

An application password lets the agent do what its user’s role allows, nothing more. We keep it encrypted, and the one WordPress hands back is swapped for a fresh one at once, so only AgentTeams holds the one in use. You see it in WordPress under Users, Profile, Application Passwords, named after the agent. To hear about changes, we add four notifications to your store, under WooCommerce, Settings, Advanced, Webhooks, named “AgentTeams”: one for your whole team, however many of your agents are connected.

What it reacts to

On the Tasks page you can switch on reactions to new orders, order status changes (it’s told from which status to which), new customer accounts and stock running low (once each time a product falls to its low-stock threshold or runs out, not on every sale after). None is on from the start. Each fires for the whole store, so say in its instruction what matters: which statuses, which products. See Reactions for filters and custom instructions.

The names, addresses and checkout notes in an order are written by your customers, so the agent treats them as information, never as instructions.

Staying in control

Every change the agent wants to make goes through a review step first, and your company’s rules decide which need a person to approve them. A refund, a note to a customer, a status change WooCommerce emails the customer about, and a change to a product in your shop are reviewed every time, never waved through because similar ones were approved before. Start strict and loosen it per action once the work looks right. Approval gates explains how.

Some changes send WooCommerce’s own emails, just as when your team makes them: a completed, processing, on-hold or refunded order, a refund, and a note to the customer.

What we receive, and what we keep

• Your store tells us about orders, customers and products as they change, once for your whole team. We keep an event for an agent only when it has a reaction for it; the rest are dropped straight away. To tell what changed, we remember each order’s last status and each product’s last stock count, nothing else about them.
• What the agent reads and writes while working stays with that agent in your own AgentTeams workspace, the same way its chats and emails do.
• Nothing from your store is used to train any model. For the full picture, see our privacy policy.

Disconnecting

There are two places, and doing both is the clean way round:

1. In AgentTeams. Open the agent, go to the Tools tab, open the WooCommerce card and click Disconnect. The agent stops working in your store at once, and when it was the last of your agents connected to the store, we remove our notifications from it.
2. In WordPress. Open Users, Profile of the agent’s user, and revoke its password under Application Passwords (it is named after the agent). That ends the access on the store itself.

Disconnecting leaves every note and change the agent made in your store in place.

If something is off

• It says the user can’t manage the shop. The user who approved isn’t a Shop manager or Administrator. Change its role, then connect again.
• The store doesn’t show the approval page. Application passwords may be switched off (often by a security plugin), the store isn’t on a secure address, or WordPress is older than 5.6. Switch them on, or paste an application password made by hand.
• WordPress approved it, but the connection still fails. Some hosting setups drop the sign-in on its way to WordPress. Ask your host to let it through (they may know it as passing on the Authorization header), or paste an application password instead to check.
• A refund through the payment provider fails. Not every payment method can refund from the store. Refund it with the provider, then have the agent record the refund in the store.
• Reactions stopped. WooCommerce pauses a notification after several failed deliveries in a row. We switch ours back on within a few hours; you can also set it to Active under WooCommerce, Settings, Advanced, Webhooks.

Related

• AI agents for WooCommerce: what teams use it for
• WordPress: the website your store runs on
• Reactions: filters and custom instructions
• Approval gates: who approves what