Whether you're using a set items club model or keeping it modern with a user choice club, our traditional club processing tools allow you to setup and batch process clubs quickly and with ease!
Read this documentation and learn how to setup and process your next club shipment. This article will teach you the following;
- How to Build a Traditional Wine Club Package (User Choice or Set Items)
- How Auto Processing Works/How to Process Your Club Package
- How to Edit & Adjust Your Club Package (As a Member and Admin)
- How to Skip a Club Shipment
- How Holds Work
- Watch the Video Tutorial
Building A Traditional Wine Club Package:
To set up a club package in Commerce7, navigate to Clubs > Packages in the admin panel.
Then click "Add Club Package" located in the top right corner of the admin.
Follow the setup steps outlined.
Give your club package a title. This title is internal facing and will not be seen by members.
Next, select the club for which this package will belong.
Select the status of your package from the options. Options include planning, active, and archived. Here is a bit more detail about the 3 statuses.
- Planning: A package in the planning stage can be configured and edited by a Commerce7 admin, but cannot be seen on your front end site by customers. Note: Packages cannot be processed in the planning stage.
- Active: A package in the active stage can be seen on your front end site, and can be interacted with by customers. Note: Packages can be processed in the active stage. You cannot switch a package from Active back to Planning.
- Archived: A package with an archived status will be removed from your front end site, and customers will no longer be able to interact with it. Note: Once a package is archived it is no longer editable by customers or admin. It is encouraged to archive a club within a month of processing.
Packages with Archived status will not Auto-Process.
Select an Auto Process Date for your package. Learn more about Club Auto Processing here.
Optionally, you can click "Allow Customers To Ship Early" which will give members the option to click a button on the front end to ship their club immediately. If a member ships early, you will receive the new order notification.
If a customer reports that the Ship Now button is not available to them, please check to see if they are set for Pick Up. If profile is set to Pick Up the Ship Now button will not be available.
Next, you can decide if you're going to have a user choice or a set items package.
In a user choice package, within limitations you set in step 2, members can customize their club package (add and remove products and change bottle quantities).
In a set item package, users are not able to customize their club packages.
Note: Based on the data we've seen from our winery clients - we would recommend going with a user choice package. Our clients who offer user choice packages see an increase in average club package size and dollar value.
If you are going with a user choice package, by default, you will have a minimum bottle requirement of 1. If you'd like, you can increase your minimum bottle requirement. For example, you can allow customers to mix and match bottles in your user choice package, but force members to have at least 6 bottles in their package to allow checkout.
If you would prefer to have a minimum order value (a customer must have X dollar value in their club package) instead of a minimum bottle requirement, simply enter the minimum dollar value. Club members will be able to have any quantity of products in their club package, as long as the club package total is greater than the minimum order value.
The club package total condition is calculated before any promotions or discounts are applied, which is why it can sometimes appear that the total is less than your minimum order value.
Next, decide if you would like coupons you have setup to apply to your club package. If you would, use the drop down menu to select from the list of coupons you have created. The discount(s) will be visible in Step 3 under a member's individual club package and all discounts that are applying to the club shipment will be listed at the bottom of the page.
If you are using Promotions to manage product or shipping discounts, these will apply automatically and will also be visible when you select an individual club member's package in Step 3 and all discounts applying the the club shipment will be listed at the bottom of the page.
In Step 3 you have the ability to edit the selected shipping, or override the price and select a requested shipping date on an individual club member's package.
Note: If a club member is a member of more than one club and qualify for more than one discount or coupon, the best discount will apply to their club package.
Remember to select "Add Club Package" when you are finished configuring these options or "Save Club Package" when you have finished making edits to the club package. This will automatically take you to step 2.
Step 2 is where you can build your offering. You can search through your products by product title to add a given product to your offering.
Important: Edits made to products in your store AFTER they have been added to a club package will not update in the Club Package (i.e adding images or changing SKUs). It is recommended to avoid making edits to products that you have already added to a club package (i.e changing statuses, SKUs etc).
Select a product from the drop down menu to add it to your offering, edit default, minimum and maximum.
Default Quantity: If a club member opts to not edit their user choice package, they will receive the default products and quantities when their package is processed.
Minimum: The minimum quantity of the product you require your members to take.
Maximum: The maximum quantity of products you allow your members to take (consider supply and demand when choosing this number).
Note: If you have promotions setup to manage product discounts they will not appear here, in Step 2. They will appear when you select an individual club member's package in Step 3.
After setting up your offering, scroll to the bottom of the page and click continue. This will take you to step 3 - the member section.
You can adjust the Display Order of your Items by dragging the items up or down to your desired order.
Please be aware that you may see cancelled memberships in package. This occurs if a membership is cancelled after package is created. There maybe scenarios where you see double memberships for same customer (cancelled and active), we recommend to view customers profile > club memberships to get a better view of what has occurred in their membership.
STEP 4: IMPORTANT
In step 4 you will see an inventory page showing you the inventory required for the products in your package which helps with better inventory forecasting.
Required Quantity: Current quantity of products needed for this club package.
Available for Sale: Current overall inventory that is available for sale for that product.
Include Skipped Packages: If this is checked off, inventory for all skipped packages will be included.
Include Completed Packages: If this is checked off, inventory for all completed packages will be included.
When a package is duplicated, the duplicated package will include all new updates i.e. club pricing with promotions and coupons, auto processing and club emails.
NOTE: If you duplicate a package that has an auto process date in the past you will not be able to change the auto process date. We recommend duplicating your packages in the planning status or in the active stage before the auto process date.
If you have a Bundle(s) as an item in your club package, the Required Qty and Available for Sale counts will be 0 since it's based on the inventory count of the items within the Bundle. We recommend keeping an eye out on the lowest inventory item within the Bundle.
Switching Your Club Package From Planning to Active:
Once you have finished setting up your club package and you are ready for club members to view and adjust their club package you can change your package status from planning to active.
Once a package is switched to Active you cannot go back to planning.
Go to Step 1 of the package and select the status button at the top.
A menu will populate with all three status options for a club package. Select "Make Package Active"
A window will pop up confirming you want to change the status of your package from Planning to Active with a note that once you change a package to the active status, it can't be changed back to planning status. Select "Make Package Active".
Now that your package is in the Active status you can review and edit club emails and edit shipping on individual club members packages.
If you are using Automated Club Emails, they will be enabled after changing the club package status from Planning to Active.
Learn more about Automated Club Emails here - How Do I Set Up Club Emails here.
On an individual club member's package you can override the selected shipping and shipping fee and set a ship date. Go to Step 3 of the club package, then select an individual club members package and then select the edit icon on the shipping line on the club members package.
When you are finished editing select "Save Shipping" and the changes will be visible on the shipping line. Shipping changes are saved and you can process the individual club member's package or go back to the list of club members in the package.
Processing a Club Package
Club packages are now setup to automatically process on the date you setup in Step 1 of the package setup. For more information on how automatic club processing works, click here.
Note: If your club package was setup prior to Feb 17, 2020 auto processing will not apply to your package. Manual processing is only available for club packages setup prior to Feb 17, 2020.
To manually process a package, return to Step 3 and select "process" when you are ready to run your club.
Clicking this will turn all club packages into completed orders and will charge all credit cards associated with the club member packages.
Member's/Orders with issues that come up after processing now have a new display to more clearly highlight the issues. You will see these after packages are processed.
You can also filter your members by a variety of different options before processing. If you click process after filtering, only the filtered orders will process.
Adjusting Club Packages
When Wine Club members sign in they will see upcoming shipments under the Club Memberships tab.
Depending on the club package settings (user choice and ability to ship early) the customer can select to have the club package shipped now and/or make adjustments to their next shipment.
When a customer selects 'Adjust Your Shipment' they can easily edit the quantities of the bottles in the package and add other products to their next club package shipment. Customers can easily select 'Exchange' below a product to exchange that product for another you have made available in the package. If there is a minimum quantity or value set for the package, the package must have the minimum at all times when making edits/adjustments.
Note: For user choice club packages, club members can edit a package until 11:59 p.m. the day before the process date and make edits to their club package (based on the timezone in the admin panel)
Example: if February 5 is your process date, club members can edit their package until February 4 at 11:59 p.m.
To make adjustments to a club members package from the admin panel, in Step 3, select the club member you would like to adjust.
Edit the quantity in the club members package on each product item, then select 'Save Item.'
After saving each product adjustment, you will see the club members build status changed to "Edited"
Skipping a Club Shipment
As the admin you have the ability to skip a club package for a club member before the auto process date, by returning to Step 3 and selecting skip on the individual club member.
You can easily reverse by selecting 'unskip'
Club members have the ability to skip their next club package.
When a club member signs into their account they will see upcoming shipments under the Club Memberships tab as well as the option to "Skip this package".
When the club member selects "Skip this package", the club member status will automatically update to 'skip' on Step 3 of the club package.
The club member can unskip this package anytime before the process date by selecting "unskip this package" when they are logged in their club account.
As of today an admin has the option to put a club membership on hold (this option will be removed in 2020).
Watch The Video Tutorial