Table Of Contents
- Navigating the Wine Club Module
- Creating a New Wine Club
- Club Option Settings
- Preferences
- Waiting List
- Gift Membership Set-up
- Adding a Club Member
Navigating the Wine Club Module
The wine club module is located on OrderPort Adminrataion > Services > Wine Club. When you open up this module it will create a new tab. If you have pop-up blocker on you will want to disable this on your browser for OrderPort Administration. The Module is broken up into five main tabs. There will be more detail later in the document on how to use each of these sections.
Home
This page is your wine club dashboard and it gives you some statistics about your clubs and recently viewed club members.
Wine Club
This tab is where you can view all of your active and retired wine clubs. After clicking on the name of a club it will bring you ti the Edit Club tab. From here you can adjust all the settings that were set up when you create the club. This includes editing the name, discounts, and club-type fields.
In the gray banner you will see the Release in Progress and Processed Release tabs. This is the easiest way to navigate to your current and previous releases for an individual club.
Club Release
This tab is where you can access a list of all your active and processed club releases. After select a release it will take you back to the Wine club > Release in Progress page to make edits to that release.
Customers
In this tab you can see a list of all current and previous club members. Use the search bar to find a specific member. After selecting a club members name you will be brought into their wine club account. Here you can edit and review there account info and wine club release orders.
Reports
In this tab you can review information on your wine clubs and wine club customers. There are 18 different reports available in this tab.
Creating a New Wine Club
Navigate to the Wine Clubs tab to create a club. It will be on the top left of the Wine Club module homepage screen. On this screen, you will find your list of clubs. There will be information on the clubs including membership breakdowns and associated discounts. If you currently do not have a club created, this page will be blank.
To create a new club, click the green Create New button.
Club Settings
Once you click on the Create New button, a pop-up window will appear where you enter the specific club information. The first thing you will need to select is the club type. There are currently 6 club types: Winemaker Select, Customer Choice, Case, Tiered Case, Subscription, and Allocation. Please review the document dedicated to each of these types to ensure you are selecting the correct club type. The Most commonly used clubs are Winemaker Select and Customer Choice.
After selecting the club type you will decide on the name of the club, discount percentage, and if you want this club to appear for your customers. These are the only required fields for creating a club. You can select Create or continue to the rest of the tabs.
Website Heading, Description, Benefits, and Terms & Conditions
If you plan on making this club available for sign-ups on the web store, you will fill out the Website Heading, Description, Benefits, and Terms & Conditions tabs. The information entered here is what customers will see when they view the club on your webstore. In the picture below we see an example of entering language describing the club. Enter in your text and click Save Changes.
Follow the same steps for Website
Heading, Benefits and Terms & Conditions. This information will also show on the iPad if signing someone up in your tasting room.
Registration Management
This page allows a winery to set parameters on how many members can be in a club at one time and allows a winery to create and manage a waiting list. If you decide you want a waiting list and a maximum numbers of members in the club you will want to enter those in on this page. The text box is where you will decide what is displayed to the customer if they are added to the waitlist.
Club Option Settings
Skip Release (Customer Choice Club Only)
This setting allows a member to skip a club release over the year. Instead of placing the member on hold until 12/31/2999, they can log in to their account on the webstore and click "Skip the Current Release".
This Feature is Only available for Customer Choice clubs. Navigate to Wine Club > Select Club > Club Options. From here you will select the check box labeled "Enable Release Skip Tracking" and enter the Max number of skips. This allows you to set in the calendar year how many club releases the customer can choose to skip. Make sure to Save Changes.
Membership Status Settings (Place Member on Hold if Payment Fails)
This setting will automatically place Wine Club members on hold if their Club Release payment fails. The members will remain on hold until the winery manually removes their OnHold date and reauthorizes the payment.
This feature is available for all club types. Navigate to Wine Club > Select Club > Club Options. From here you will select the check box labeled "Place members on hold if payment fails" and save changes.
Preferences
This optional feature allows a club member to choose the wines they want ahead of the club release. Preferences are distinct from optional wines because they are in place of the default wines the winery has selected. To enable this function you will need to open the club options tab on the desired club and select Enable Preferences.
Once this is active you will need to select what wine the customers can select as their preferences. Go to Wine Club > Club Options > Products for Customer Preferences. Using the search bar look up products you would like club members to be allowed to select. You may set up maximum and
minimum quantity per product if they select it. Please keep in mind preferences must still meet the club's basket minimum and the maximum number of bottles.
Updating Preferences
If you plan on changing the available preferences, make sure that you add the new wines and update accounts before removing any current wines. When removing a wine from the list of available preferences, that product will be removed from each member’s preferences. For example, if the 2011 Chardonnay is deleted, any member who had it as a designated preference will no longer receive it in the future. If you attempt to remove a preference from the current list, a warning message will appear. Clicking OK will remove it for good.
Controlling Access
In addition to enabling preferences, OrderPort now allows you to control when members can access their carts through the webstore. If the box is checked that says “Orders are not visible in the webstore” the member will not see the pending release. This can be turned on and off while a build is in progress. This means that you can enforce a cutoff date without having to bill customers first.
Updating a Customer's Preferences
At this time preferences can not be changed on the webstore by the customer. Instead, they should contact the winery to do this for them. If a wine club member wants you to adjust their preference you can do so through the wine club module > Membership tab. If a club has preferences enabled there will be a button that says Wine Preferences. Click on the button and the preference options will open in a new window. Check the box next to the wines the member wants to receive, and then choose a quantity from the drop-down menu.
Bulk Upload/Export
If you want to upload member preferences for an entire club, you can do so in the Wine Club module. If you have Preferences enabled for a club, a new tab will appear called Import/Export Preferences. You will upload an Excel spreadsheet and each member will be allotted their preferences. Additionally, this is where you can export a spreadsheet with the current preferences so that you can view the items that each customer has listed.
Waiting List
If you decide you want to limit the number of people who can join specific wine clubs you have the ability to set a customer cap and have a waiting list for others who are interested. There will be two main tabs you will need to manage this. Go to Wine Club > Select the Club.
Registration Management
On this page, you will enter the Maximum Number of members for this club. Then you can set up a On screen alert message to display on the webstore prior to the customer registering and On screen Notification after if the club is full.
Waiting List
After your club is full people will start populating into the waiting list tab. When they sign up for the waitlist they will enter in their contact information, Address, and Shipping preferences. To let someone into the club you will select the Activate button next to their entry. If you have multiple people the date and time of their sign-up will be displayed. 
Gift Membership Set-up
If you want to allow gift club memberships you will need to set this up per club. Go to Wine Club > Select Club > Edit Club > General > Gift Membership Enabled.
Then a new tab will be added on the right-hand side of the screen called Gift Membership Options. You will then want to decide if you want these to be based on Months or a number of releases.
Monthly
If you decide to use monthly you can select all the variations you would like your customers to be able to select. You will also need to decide how many days in advance you would like to notify the customer that their gift membership will be expiring. If you want to do more months than we offer you can use the Custome Expiration Limit to create your own. 
Releases
If you decide to use release you will need to decide how many release variations you would like customers to be able to select. What this means is the number of Club releases. So if you run a wine club Quarterly and you select 4 releases the customer would have their membership for one year.
Adding a Club Member
After you have created your wine club you are now ready to sign people up for your club. To do this from the Wine Club module navigate to the customers tab. You can also add club memberships from the Point of Sale and Webstore.
From the Wine Club > Customers page you will see a list of all customers in your OrderPort account populated. Using the search feature look up the customer you want to add a membership for. If they are not already a member select the Green Create New Customer button in the top right hand corner.
Existing Customer
After selecting the account you will be brought to their account. There are 3 steps to adding a club member.
1. Verify that the Primary Shipping and Billing Addresses are correct.
2. Navigate to the Payment Method Tab.(If you want to add a card on file) Add their card information.
3. Navigate to the Memberships tab and select Add a Membership. Enter their preferred club. payment method, and shipping/pick up preference.
New Customer
After selecting the account Create New Customer you will be asked to fill be asked to create an account for them. This Inlcude setting up a Name, Email, password, birthday, and Address. When you are finshed click Create New Customer. Then Proced to the steps above for an existing customer.