Overview
The Allocation club type allows you to provide exclusive releases to your members. Members can log in and decide whether to participate in a release. You can create tier levels, which allows a member to move up or down depending on how much wine they wish to purchase. You can also decide which wines are available to each tier and set different quantities.
This club type integrates with your inventory in real time, ensuring that items do not oversell. In addition to letting the members decide which wines they want to purchase, they can add products to a wish list. The wish list allows the member to request additional wines for their allotment. If there are extra bottles after each allotment has been set, you as the winery can add additional bottles to a member’s cart based on their wishlist prior to billing.
Allocation Warehouse Location
Before running an allocation, first create or designate an Allocation Warehouse. This location will be used exclusively to hold items available during an allocation release and will track inventory in real time, ensuring that a wine is not oversold.
You can create an allocation warehouse location from the Inventory Module -> Add New Warehouse. Be sure to mark it as an allocation location. You can only have one allocation inventory location.
Once created, you need to transfer your allocation club inventory to this warehouse. To learn how to do this, please see the Inventory Module Quick Guide.
Creating an Allocation Club
You can create an Allocation Club from OrderPort Admin > Services > Wine Clubs Module > Wine Clubs > Create Club.
Step 1 - Select Allocation Club
Step 2 - Name the Club and Configure Tier 1 Discounts
If you want a nickname for the club on the point of sale app, you have the option to select a unique app name.
Step 3 - Allocation Tiers
Each tier you create will be its own customer class with its own discounts. The allocation amount defines the minimum purchase requirement in a release. If you are not sure how many tiers you want at this time, you can add more later. When you have entered in the required information, click Create.
You can modify your allocation tiers at a later point by editing the club options.
Club Options
You can edit settings about the club in the Club Options tab.
Allocation Tiers
You can manage existing allocation tiers and add new tiers as well. Each tier you create will be its own customer class with its own discounts. The allocation amount defines the minimum purchase requirement in a release.
Default Products
Default products are automatically included in customer's releases. Your customers will be able to modify their releases based on the minimum and maximum quantities. Each tier of your club will have different default product settings.
Setting up Wishlists
The wishlist is a feature which allows customers to request products that are outside their allotment's default products. After all wine has been apportioned, extra wines can be added to their order based on availability. This is done during the club release, which will be covered below.
Once enabled, you can add products available for wishlists. Each tier needs to be customized with minimum and maximum quantities.
Allocation Club Releases
Most of the release process is identical to Customer Choice clubs.
Before conducting a club release, ensure your club default products and wishlist products are set up. This is covered above in the Club Options section.
To start a release, go to the Release In Progress tab and click Create Club Release.
Give the release and the first build names. You do not need to have multiple builds, but may choose to use multiple builds for organization's sake (e.g. pickup vs. shipped).
Step 1 - Select Members. You may choose to filter by club tier on the left.
Step 2 - View Selected Products. This is also where you select your allocation warehouse.
Step 3 - Calculate Shipping. This is required even for pickup only clubs.
Once you click Get Shipping Options, customers will be organized into Errors, Pickup, and Ship orders. You can mark an order as a problem order to skip their order for this build. You can return to them in a later build in the same release later.
Once you proceed, you must verify order information. Once this step is finished, customers will be able to modify their carts and wishlists from your webstore.
Step 4 - Email Club Members. This step is where you inform customers of their build and give them instructions on how to customize their release. Designs which are created in the Marketing module as wine club designs will be available here.
Step 5 - Edit orders. Here, you can manually edit an order by clicking on it. You can also remove it from the build by clicking on the red X to the right.
To view wishlist orders, click View & Approve Wishlist Orders. From here, you can view live inventory numbers and requested items, then decide to approve wishlists based on this information.
If you need to manualy update a club member's wishlist from OrderPort admin, go to the Customers tab and search for the member. In the memberships tab, you will see the Wishlist Items button. Click this to edit the wishlist.
Step 6 - Process Build. This step will preauthorize payments for each order on this build.
After finishing this step, you can view a report for successful and failed orders. The next step is fulfillment for the orders.
