Table Of Contents
- Overview
- Differences Between Case Clubs & Tiered Clubs
- Case Clubs
- Creating a Tiered Case Clubs
- Tiered Case Clubs
- Running a Tiered Case Club Release
- Next Steps after Completing the Release
Overview
This document will cover the processing of Case and Tiered Case clubs in the OrderPort Wine Club module.
- A Case Club does not utilize club releases but instead provides members with benefits if they buy a case annually.
- A Tiered Case Club will allow wineries to have up to 5 tiers of Case Club members, with each level having its own benefits. This club type will also allow for club releases if members do not meet their minimum purchase requirements.
Differences Between Case Clubs & Tiered Clubs
The major difference between a Case Club and a Tiered Case Club is that Tiered Case Clubs support running a wine club release. This is utilized to ensure that a customer makes their minimum purchase requirement.
The second large difference is that each tier can have its own discounts and access benefits. Up to 5 tiers can be supported. The system will recognize them all as being in the same club but will differentiate between the three tiers. Each tier will have its own customer class. If a member doesn’t meet their purchase requirement over the course of the next year, they will drop down to the next tier down. If members buy the minimum amount for the next tier up, they will be raised to the next tier after a year of membership.
Case Clubs
A Case Club allows customers to receive club benefits without purchasing wine at set times throughout the year.
Customers become eligible simply by purchasing a case of wine. After the initial purchase they continue receiving the Case Club discounts as long as they purchase a minimum of 12 bottles throughout the following year. Members who do not purchase 12 bottles will have their membership lapse after 12 months.
Case Clubs do not have Club Releases
- For a basic Case Club, you will not process wine club releases.
- Case Club will receive their benefits as long as they purchase a case, then purchase another 12 bottles over the course of the next year.
- Members will not be required to purchase wines at set dates.
Notification Options
- On the Club Options tab you can choose to enable notifications to the members of your case club.
- These notification will let a customer know that they need to purchase the remaining balance of their minimum to keep their status.
- For example, if they have only purchased 10 bottles so far, they will receive an email 30 days out reminding them that they will lose their benefits if they do not buy two more bottles.
Benefits
- Case Club members will receive the discount benefits you determine for the club.
- The Case Club can be a great way to get customers familiar with wine clubs without a large commitment.
- The members are not charged during a wine club release. All purchases will be made by the customer on the web store or through the point of sale.
- Case Club has the same discount features as other customer classes, so you as the winery can set special prices for case club members and give them special access to products.
How can customers Join the Case Club
Point of Sale
- The most common way a customer will become a Case Club members is through a purchase at your tasting room.
- A customer that buys a case of wine instantly becomes eligible to be a part of your case club.
- On the Complete Checkout screen there is a toggle that says, “Join case club?” At right is what it looks like when switched to yes.
- The customer’s membership will then show on the member list in the Wine Club module.
Wine Club
Case Club members can also be placed in the club by the winery through the Wine Club module.
The same mechanism will be used as when signing up members for other club types. Go to the Members tab for the club and hit the Add Member button. Enter in the required information and save the information.
Creating a Tiered Case Clubs
When creating a Tiered Case Club, you can set up all your tiers at once or start with one. You can add further tiers from the Club Options tab after the club has been created. Each tier can have its own associated discounts. You can also assign special prices for individual products in the Catalogue Manager. Tiers can be disabled and reenabled at your winery’s discretion.
After choosing the club type on the Club Options tab, you will fill in the name and frequency of the club. Next will be creating the tier one discounts.
Below that, you will have the ability to add 4 additional tiers levels. Each can have its minimum purchase level and discounts.
The tiers can be edited on the Club Options tab of the club once it has been created.
Tiered Case Clubs
Adding a Member
You can add a customer to a Tiered Case club through the Wine Club module.
On the Members tab for the club. click Add Member, and a new window will open to enter the person’s information.
You will be asked to choose a tier level for the new member. Disabled tiers will not be an option.
Their tier will now determine the club benefits that they receive.
Enabling and Disabling Tiers
On the Club Options tab of your Tiered Case Club, you can edit the discounts on each tier as well as turning them on and off. Disabling a tier will send each member down to the next
available tier. So, if tier 3 is disabled, all members will automatically become tier 2 members.
Turning a tier back on will not move members up to that tier.
Tiered Case Club Options
Once the club is created, there are settings you can choose from. First, choose the date to base a member’s upgrade on. The options are:
Sign Up Date: member’s membership is upgrade or maintained if they purchase enough bottles within a year of sign up.
Last Upgrade: member’s membership is upgraded or maintained based on the last date their tier level changed.
Fiscal Year: member’s membership is upgraded or maintained if they purchase enough bottles before Jan. 1 of the next year. Additionally, you can decide whether or not members in the lowest tier are automatically canceled if they don’t purchase enough wine. Check the box Yes if you want members to be automatically removed.
Click the Save Changes button when settings are changed.
Changing a Member's Tier level
A customer’s tier level can be changed by the winery in the Wine Club module. Pull up the customer’s membership information on their account page.
When you hit Edit, the window will provide a drop-down menu with the available tiers. You can move a customer’s tier up or down.
Remember that a member’s tier can move up or down depending on the amount that they have purchased over the past year.
Using the Tiered Case Club Report
There is a report in the Wine Club module specifically tailored to assist in running a Tiered Case Club release. You will find it on the home page of the module labeled Tiered Case Club Report. This report will let you know which customers are in a Tiered Case Club, along with their tier level. It will show how many bottles they have purchased and what their minimum requirement is. Those that haven’t met their minimum will be eligible to be processed in a build.
To generate the report, click the name of the report on the Home page. A new window will open asking you to look for bottle purchases over a set period of time. I will also ask which tiers you want to look at.
You can view the report in your browser or export it to Excel. This tool can also be utilized in step one of a club build to determine who will be processed.
Member Bottle Count
A Tiered Case Club member’s bottle count is also available to view on their wine club account page. When looking at a member's memberships tab, you will see a button called View Bottle Count. That member’s bottle count will open in a new window, showing you which name and quantity of each wine purchased. It will also provide the order number that the sale is associated with.
Running a Tiered Case Club Release
A Tiered Case Club release can be utilized by your winery to ensure that members meet their minimum bottle purchase requirement. The wine club build will automatically apportion each selected member the number of bottles needed to meet their minimum. So if someone has purchased 22 bottles but needs to purchase 24 to stay in their tier, the build will apportion them 2 bottles automatically. You can run a separate build for each tier or include all tiers in a single build.
Step 1: Choosing Members
In addition to the filters available in other wine clubs, you will see there is the ability to filter by tier level as well as bottle count.
You can use the bottle minimum feature to find all customers that have yet to meet their minimum. This function works the same as the Tiered Case Club Report. That way you know who you do not need to include in processing. As with other clubs, you can choose individual members to process or filter to find a group and select all. Step one will also show you the current tier level of the members next to their names.
Step 2: Choosing Wines
In step two you will choose wines as you do for a Winemaker Select Club. Use the search function to find which wines in your catalogue you will be allottined to the members.
The difference is that you will not choose how many bottles the customer will receive of each wine. The system will create their carts with the number of bottles equal to the number they have to purchase to make their minimum.
The system will use a round-robin system to make the cart if the required amount is an uneven number.
Step 3: Cart Creation and Shipping
On step 3 carts will be created for those in the build. Choose your shipping method, component cost and quantity, ship date and the location you will be fulfilling from. Then click Get Shipping Options. A new error has been created specifically for Tiered Case Clubs: if a member has already met their minimum they will show as a problem order. Remove them from the build to continue. Since they have met their minimum, they do not need to buy any more bottles to keep their benefits.
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 3: 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. In the case of Tiered Case Clubs, you will be able to ensure customers have been apportioned the correct number of bottles on step 5.
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 4: Sending your Club Release Email
Step 4 of every wine club build is the customer email. When processing a club, this email is the best way to inform customers that the release is in progress. The email should tell them what they’ve purchased and let them know when you’re planning on charging their cards.
The message template tool can be used to craft unique emails for each of your clubs. Wildcards can be used to ensure that each customer receives an email addressed specifically to them.
You can either type your message directly into the editor or use a template that you have created ahead of time. Once you have your email ready, press Save and Send to Selected Customers. It will send to everyone included in the build.
Step 5: 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.
Step 6: 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.