Table Of Contents
- Overview
- Starting a Club Release
- Step One: Choose which Members will be Processed
- Step Two: Choose the Wines (Winemaker Select)
- Step Two: Choose the Wines (Customer Choice)
- Step Three Part 1: Cart Creation and Shipping
- Step Three Part 2: Double Check
- Step Four: Sending your Club Release Email
- Step Five: Editing Orders
- Step Six: Completing the Build and Authorizing Credit Cards
- Next Steps after Completing the Release
Overview
Winemaker Select and Customer Choice clubs are the two most used wine club types.
- A Winemaker Select Club creates a default cart of wine chosen by the winery. Edits to the cart can only be made by the winery.
- A Customer Choice Club allows members to log into their web store accounts and customize the items in their cart. The options are based on what the winery has chosen to make available.
Starting a Club Release
To start a wine club release, navigate to OrderPort Admin > Services > Wine Club > Select the Desired Club > Release in Progress tab.
If you currently do not have an active release, click the Create Club Release button. A new window will open asking you to name the Release as well as name the first build.
The Release represents the club run as a whole. Each release can have multiple builds, which can be used to organize that way in which members are processed. For example, the release would be named “Summer 2019 Club” and your first build could be named “Pick Up Customers” if you planned on processing them separately from shipping members.
Step One: Choose which Members will be Processed
The first step is to choose who will be in the build. There are various search options and filters that can be used to narrow down who you want to be in the build. For instance, you can filter to show only customers that will be picking up their order.
The system will keep track of the number of members in the build and show you a breakdown
under “Stats.” It will show the number of people in the build who are pick-up customers vs those who are shipping customers.
Once you have decided who will be in the build, click on the Next button in the top right-hand corner of the screen.
Step Two: Choose the Wines (Winemaker Select)
When running a Winemaker Select club, Step 2 is when you will choose the wines. For this club type, the customer will not have the ability to edit the wines chosen by the winery.
The search bar allows you to access the wines in your Catalogue Manager. You will be prompted to choose the specific wines as well as a quantity. The selected wines will appear in the box at left. If you are not finding a wine, check the product to make sure it’s not currently hidden or inactive.
If you make a mistake, click the red “X” next to the wine and search again. Once carts are created you will need start over in step three if you notice a mistake has been made.
When done, click Next.
Step Two: Choose the Wines (Customer Choice)
In Customer Choice build, Step 2 will allow you to double check the wines that are going to be available to customers. However, you cannot make any changes on this page. If you realize that a mistake has been made, you will need to complete the current release, make your wine correction, and then start a new release.
Note: starting a new build will not refresh the wines. You will change your wines, then start an entirely new release.
Selecting Wines for a Customer Choice Club
For a Customer Choice club, you will choose the wines that will be available prior to starting the release. These choices will be made on the Club Options tab of the club’s page
There will be two wine types:
Default and Optional. The Default wines will be used to create the initial cart, and the member will then be able to customize their carts with the Optional products. Use the search function to choose the wines, and quantities from your Catalogue Manager.
Members will make changes when logged into their accounts on your webstore.
Your chosen wines will appear in a list on the left-hand side along with the selected quantity. They will be clearly labeled as Default or Optional.
You will also have the option of setting a basket minimum. This will require the customer to purchase a required amount of wine in order to be processed. If they try to edit their cart to have less than the minimum, they will receive an error.
Step Three Part 1: Cart Creation and Shipping
You will be prompted to choose a shipping method, component cost & quantity, ship date and given the chance to double check your fulfillment location. Then click Get Shipping Options. Even if you are only processing pick up orders the system will ask for a shipping method. The system will recognize they are pick-ups and not apply shipping costs.
At right is a build that contains both pick up and shipping orders. The shipping method has only applied to the customers the module has designated as ship customers. The module allows for a change in shipping method or pick-up location to be made after the carts are created.
Problem Orders
A Problem Order occurs when a cart cannot be created for a member. This is generally due to a lack of necessary account information such as shipping address. Another common reason is not having a license to ship the member’s state.
Problem orders can be removed from the build so that the accounts can be updated. A new build can then be created to process those members.
Step Three Part 2: Double Check
The next part of Step 3 will be to double check the carts that have been created. The build will pull a member at random so you can verify the contents of the cart. This is to ensure that the wines, quantities, discounts and prices are correct. If you are running a customer choice club, this will also be the case. Since no edits have been applied to orders yet, all carts are currently the same.
Check the red boxes to verify that each part of the order is correct. Once completed, Click Proceed. If you cart items are not correct, click Start Over to re-create your carts on Step 3.
Step Four: Sending your Club Release Email
Step 4 of every wine club build is the customer email. When processing a Customer Choice club, this email is the best way to inform customers not only of their options but also to let them know how much time they have to make their selections.
You must select a design that you have created from the marketing module. There is no option to create an email from this page. The wine club module will automatically save your spot so you can go create that design in the marketing module.
The Placeholders will automatically pull in customer information, and each customer will receive a personalized email with their billing and shipping information. You will also be able to use Placeholders to pull cart/order information into the email.
Step Five: Editing Orders
On Step 5, you can make edits to carts on behalf of the members in the build. You will be presented with the list of carts and can use the search bar to find a specific member.
Click on member’s name to open the cart for edit. You will have the ability to change shipping method or mark an order as a pick-up. The items can be edited, as well as the prices and discounts. The functionality is the same as using the Admin Cart to edit an order. In addition to editing the wine that’s in the cart, new items can be added by the winery. Changes will be saved automatically.
Updating Customer Account Information on the webstore
After the email has been sent out in Step 4, the member will then be able to log into their accounts via the winery web store.
This is where they can update their account information and made edits to their cart.
The customer will be able to update their addresses and card on file. They will be able to see their membership, and any current wine club releases that are available to edit.
The customer will hit View/Edit to make updates to their cart.
Editing Wine Club Orders on the webstore
Customers will be able to view and edit their cart to their liking as long as they meet the basket minimum.
Using the drop-down menus, the customer can decide how much of each wine they would like to purchase. Once they hit Update Order, the cart will be updated within the wine club build. No action will be needed from the winery to complete the change.
Wine Club Carts
Wine Club Carts are created after the completion of Step 3 in the wine club release. Once the carts have been edited, the build can progress to Step 6. Once the order has been created, it will have to be edited in the Admin Cart. Any Customer Choice club carts that haven’t been customized will be processed as the default cart. The customer’s credit card will be authorized for the total price of the cart after the completion of step 6. After the Carts have been generated there will be two types of carts. Default and Custom Orders.
Default Order
A Default order is an order that never had edits made to it during the processing of the club release.
Custom Order
Custom orders will either have been edited by the customer in their web store account or by the winery during the creation of the build. This will have happened on Step 5, as the person processing the build has the ability to make edits to carts. Edits made to an order after it has been created do not give it a Custom status.
Custom club orders can be separated from Default orders in the Fulfillment module for more organized processing.
Wine Club Carts Report
Custom Orders can be kept track of during the build process.
On the Reports tab of the Wine
Club module is the Wine Club Carts Report. This shows the contents of carts that have not been processed and can be filtered to show just customized carts.
Other reports, such as the Member Activity Report can be generated here as well.
In the report shown here, the system has recognized two carts in the current build have been customized.
This port can also be exported to Excel for desired formatting.
Step Six: Completing the Build and Authorizing Credit Cards
You will be given the list of actions that will occur once the Finish button has been clicked, including next steps.
The build will begin the billing process, which means that the cards on file for the members will be authorized. When the process is complete you will be given a report showing whether a cart was processed successfully or not.
Reviewing your Orders
- All orders marked in green were successfully created and authorized.
- A successfully authorized order can be put through fulfillment so that funds can be captured.
- The order here in red was created, but the card was declined. This order will need to be reauthorized before funds can be captured.
Next Steps after Completing the Release
- The next part of the Wine Club process is fulfillment, during which funds will be captured on orders. This is also when orders are released and dispatched. Please see the Fulfillment presentation on how to complete this process.
- For further staff trainings, contact Training Manager Carlos Reiner at carlos@orderport.net or schedule a one-on-one training session here: https://calendly.com/carlosorderport/admin.
- For support questions, contact the OrderPort Support team by phone at 206-464-1151 or by email at helpdesk@orderport.net.