License key
A unique value with a lifecycle status such as Active, Delivered, Reserved, Custom, Replaced or Revoked.
Human-Friendly Documentation
Learn every KeyVault feature without exposing real store data.
This documentation uses fictional products, customers, orders and license keys. It explains setup, configuration, daily operations, security boundaries and troubleshooting in practical language.
Demo productOrbit Office Suite Pro - Lifetime
Demo order#KV-10482 • Aisha Verma
Demo keyORBT-28KF-R7YX-41QM
Delivery statusDelivered by branded email
Documentation workspace - HTML demov2.0.0
Five minutes to first delivery
Import demo inventory, enable the product, configure email and complete a test order.
1Import keys for Orbit Office Suite Pro
2Enable Sell license keys on the product
3Complete order #KV-10482
Quick Start
Follow these steps in order to test the complete flow safely.
01Add your keysOpen KeyVault for WooCommerce → Import Keys. Choose a fictional product such as Orbit Office Suite Pro and paste one demo key per line.
02Enable the productEdit the WooCommerce product, open the KeyVault tab and enable Sell license keys. Enable Sell from stock when imported inventory should be used.
03Customize customer emailEdit subject, hero, body, footer and accent color, then send a test email before using the template on live orders.
04Place a test orderPurchase the demo product or complete an existing test order. KeyVault should allocate and deliver the required quantity.
05Review the dashboardConfirm inventory movement in All Licenses/Stock Manager and review the delivery in Analytics or Delivered License Reports.
Core Concepts
These terms explain how KeyVault thinks about license inventory and delivery.
Stock
The number of Active/Available keys ready for a product. Delivery changes the row status and reduces available stock.
Delivery
The act of attaching a key to an order and making it available through the configured customer channel.
Module
An optional capability such as Stock Manager, Analytics, Top Customers or Delivered License Reports.
Demo-only data used on this page: fictional products, names, orders and keys are examples. No image or live store data from the supplied PDF is embedded in this HTML.
Every Feature, Explained
Search from the sidebar or use the quick category buttons. All feature content remains present in the HTML for reading and search visibility.
Feature categories
01
Premium License
Verify and activate the SG365 entitlement, view expiry and remaining days, then enable eligible premium modules. If the entitlement is inactive, the domain is not activated, site limits are reached, the product does not match or cached status is too old, premium modules stay locked while core free features continue.
- Open KeyVault for WooCommerce → Premium.
- Paste the SG365 key and select Verify License.
- Review status, expiry and remaining days, then select Activate License.
- Open Settings → Modules and enable the premium modules required for this site.
02
Security & Encryption
Keys are encrypted before storage and decrypted only during authorized delivery, copy, export, replacement or download workflows. A secure hash allows duplicate detection and exact lookup without plaintext database search.
- New and upgraded keys are encrypted in the KeyVault tables.
- Admin AJAX actions require capability and nonce checks.
- Customer downloads verify the logged-in customer or order owner.
- Encryption protects stored values, but authorized workflows must still reveal the real key when the customer needs it.
03
All Licenses
The master inventory table for every key. Filter by status, search by key/product/order, inspect details and perform bounded bulk actions.
- Status filters: All, Delivered, Active, Reserved, Custom, Replaced, Revoked and Deleted.
- Live search refreshes without a full page reload.
- Bulk actions can reserve, activate, replace, delete or export selected rows.
- View options control columns, full product names, rows per page and top actions.
04
Orders Status Column & Pending Delivery
WooCommerce Orders gains a compact KeyVault Status column and a native Pending Delivery queue for fresh stock shortages.
- Delivered means every required stock key is attached and delivered.
- Not Delivered means a KeyVault product still lacks expected keys.
- Pending Delivery is used for a real shortage that occurs after the queue workflow is active.
- Custom Delivered identifies administrator-supplied custom keys.
- Backorder remains available for historical or unmarked shortages.
- Replaced and Unassigned show replacement or manual detachment history.
05
Stock Manager
A real-time product inventory view with KPIs, low-stock visibility, quick paste import and Pending Delivery recovery context.
- Available shows total ready-to-sell stock.
- Products counts enabled stock products.
- Low Stock follows the configured threshold.
- Delivered (30d) shows recent delivery volume.
- Products with active shortages are pinned above ordinary rows with the unresolved quantity.
06
Import Keys
Use paste mode for fast batches or upload CSV with supported fields. Product search accepts names, SKU or IDs and displays variable-product context.
- Paste mode expects one key per line.
- CSV requires license_key and can also contain expires_at and max_activations.
- Imported values are encrypted automatically.
- Duplicates are skipped unless the dedicated security setting intentionally allows them.
- After import, matching Pending Delivery orders can be offered for recovery.
07
Email Templates
Create the dedicated branded HTML email customers receive when a key is delivered.
- Subject supports placeholders and appears in the inbox preview.
- Hero header controls the main title.
- Body sits above the license card.
- Footer can include support information.
- Accent color drives the gradient, card border and button styling.
- Send Test should be used before going live.
08
WhatsApp Delivery
Optionally send license information through Twilio or Meta Business API using approved templates and the WooCommerce billing phone.
- Select the provider in Settings → WhatsApp.
- Use a verified sender or approved sandbox.
- Enter the approved template name.
- WhatsApp does not allow unrestricted free-form messages outside the service window.
09
Top Customers
A premium Top 50 Customers leaderboard focused on KeyVault-delivered products.
- Choose the reporting period in Settings.
- KPIs show customers, orders, keys and WooCommerce revenue.
- Live search and sortable columns speed up analysis.
- Status split shows Delivered, Reserved, Custom and Replaced counts per customer.
10
My Account
Adds a customer-facing My License Keys area with copy and download actions.
- Copy places the key on the clipboard.
- Download returns a text file with key metadata.
- Settings control the tab label, card colors and download-all CSV option.
- Premium templates can provide Aurora Vault or Midnight Shield designs.
11
Analytics
A live dashboard with time filters, product filtering, KPI cards, daily delivery chart, top products and channel split.
- Time ranges include Today, 7d, 30d, 90d and Custom.
- Deliveries counts successful key sends.
- Revenue sums tied order totals.
- Conversion compares delivered orders with placed orders.
- Average response measures time from completion to email send.
12
Delivered License Reports
A premium reporting workflow for answering which key was delivered, for which order/product/customer and when.
- Pick a date range before preview data loads.
- Optionally narrow to one product.
- Preview 20 rows per page over AJAX.
- Generate in batches of 25 license rows per request.
- View progress, processed rows, speed and estimated time.
- Resume temporary failures or stop an unfinished job.
- Download CSV, Excel-readable and TXT according to settings.
- Retention can remove generated history after 10, 20, 30 or 90 days.
13
Enable on Product
Enable KeyVault on simple or variable WooCommerce products from Product Data.
- Sell license keys enables the product.
- Sell from stock uses pre-imported inventory; leave it off for runtime-generated behavior.
- Keys per unit controls delivery quantity for each purchased unit.
- Activation docs can provide a customer-facing setup URL and label.
14
Settings Reference
KeyVault separates configuration into focused tabs so delivery and display settings do not conflict.
- General: delivery controls, notifications, order tools and migration safety switch.
- Stock: thresholds, WooCommerce stock sync, Pending Delivery behavior and full product names.
- Security: masking, guest matching, duplicate permission and refund revocation.
- Modules: optional premium modules.
- WhatsApp: provider, sender, template and fallback.
- My Account: customer vault labels, colors and CSV controls.
- Email Delivery: dedicated email, WooCommerce Completed email or supported combined behavior.
- Display: customer and Thank You page visibility.
- Reports: retention, formats and notification email.
15
Tools
A maintenance workspace for database health, system readiness, migration, re-delivery and generated report cleanup.
- Dashboard shows license records, reports, modules, database health and readiness.
- Migration remains hidden until explicitly enabled in General settings.
- Re-deliver resends license emails for a selected date range.
- Export creates license and delivery CSV files.
- Delete All Generated Reports clears report history immediately.
- Always back up the database before migration.
16
Placeholders
Reusable template variables are replaced when an email is sent.
- {customer_name} → customer first name
- {order_id} → numeric order ID
- {order_total} → formatted total
- {site_name} → store name
- {license_key} → delivered key
- {product_name} → product name
- {expiry_date} → lifetime or formatted date
17
Hooks & Filters
Developers can run code after delivery, modify email templates or change generated key formats.
- do_action('keyvault-for-woocommerce_after_deliver', $order, $rows);
- apply_filters('keyvault-for-woocommerce_email_template', $template, $order);
- apply_filters('keyvault-for-woocommerce_generate_key', $key, $product_id);
18
Troubleshooting
Use system checks and source-of-truth inventory before assuming a delivery or stock problem.
- If email is missing, verify wp_mail/SMTP, order assignment and stock.
- Use Resend Email after confirming the order actually has a key.
- If stock looks wrong, confirm the product is enabled and run Recalculate stock.
- Use Tools → System Status for checks and required toggles.
Placeholders Reference
Use these inside editable email template fields.
| Placeholder | Example replacement |
|---|---|
| {customer_name} | Aisha |
| {order_id} | 10482 |
| {order_total} | ₹2,499.00 |
| {site_name} | Demo Software Store |
| {license_key} | ORBT-28KF-R7YX-41QM |
| {product_name} | Orbit Office Suite Pro |
| {expiry_date} | Lifetime |
Hooks & Filters
Add these to a custom plugin or carefully maintained child theme when extending KeyVault.
// Run code after a key is delivered
do_action('keyvault-for-woocommerce_after_deliver', $order, $rows);
// Modify the email template at send time
apply_filters('keyvault-for-woocommerce_email_template', $template, $order);
// Override generated key format
apply_filters('keyvault-for-woocommerce_generate_key', $key, $product_id);
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