Capsule CRM for WooCommerce — customers as contacts in Capsule

Capsule CRM for WooCommerce puts every WooCommerce buyer in Capsule CRM, so nobody copies names and addresses by hand and no customer is missed. When an order reaches the status you choose, Capsule gets a contact with the name, e-mail, phone and billing address, a tag and an order note. The module talks to Capsule directly, with your own API token.

What the free version does

The buyer goes to Capsule as a person. The module first looks the contact up by the billing e-mail and uses the one it finds instead of adding another. An existing contact only gets what it lacks: a phone or an address when it has none, and the tag; or nothing at all, if you prefer. A billing company name links the person to an organisation in Capsule. Every contact that comes from the store gets a tag of your choice. A note with the order number, status, total, payment method and items is written to the history of the contact. Jobs wait in a queue and run in the background, so checkout never waits for the CRM. If Capsule does not answer, the job is tried again later; if Capsule says its hourly call allowance is used up, the module waits until the time Capsule names and keeps every job. The Activity tab shows what is waiting, what failed and why, with a Retry button.

What Pro adds

Each order becomes an opportunity with the order total as its value and moves to the milestone you set for each order status; pipelines, milestones and users are read from your Capsule. Unfinished orders (pending payment, failed, draft) become opportunities too, and when the customer pays, the same opportunity moves on. A task for your team when a payment fails or an order reaches the total you name. Your Capsule custom fields of contacts and opportunities are filled from order fields and order meta. Each status change is written to the contact as a note. Past orders are sent in bulk, by date or from the orders list. An e-mail alert when Capsule refuses the token or an order could not be sent.

Good to know before you start

• The link works one way: from the store to Capsule. There are no webhooks, so changes made in Capsule do not come back to the store, and a cancelled order does not change or delete the contact.
• No opportunity is created for a buyer who only typed an e-mail at checkout: an order must exist, that is, the order button has been pressed.
• The Capsule token needs the write scope. Capsule creates tokens read-only, so tick “Create, update and delete information from your Capsule account” when you generate it. A token without it passes Connect and the test, but the first order is refused with “Requires additional scope”.
• The contact is looked up by e-mail only: an order without an e-mail address is not sent.
• Capsule limits calls per hour: a large store needs several hours to send its past orders, and the queue waits by itself.
• The Capsule Free plan holds 250 contacts. The reason Capsule gives for a refusal is shown on the order.

How it works, step by step

1. In Capsule open My Preferences → API Authentication and generate a personal access token with the write scope.
2. In WooCommerce → Capsule paste the token and press Connect.
3. On the Customers tab choose the order statuses, the tag and what happens to existing contacts.
4. Place a test order and check the contact in Capsule.

Under the hood

• The token is kept encrypted with your site’s keys and never printed back on the page.
• A job queue with spaced-out calls; on Capsule’s limit the module waits until the time Capsule names.
• A staging copy stays quiet: if the site address changes, sending stops until you confirm this is the real store.
• HPOS compatible; language: English.

How to install

1. Plugins → Add New → Upload Plugin: choose the zip and activate it.
2. WooCommerce → Capsule: paste the token and press Connect.
3. On the Customers tab choose the statuses and the tag.
4. Try one test order.

The module is not on wordpress.org yet: the free version and Pro are one archive from this page. Without a key it works as the free version.