How Do I Create a Subscription Club in Commerce7?

The Commerce7 Subscription Club is a modern style club that allows your customers to control the size and frequency of their shipments. With the subscription club, wine lovers can get wine as often as they want!

Research shows that customers today want variety in the products they buy, but they don't want to take the time and effort to shop for it. Our subscription club chooses products for the club member based on the pool of products you create and also looks at their order history, likes and dislikes. 

For more information on why you should consider using the subscription club model, you can review the following articles;

The subscription club is broken down into 4 steps. 

Step 1: Configure - Here, you will add the title of your subscription club, add the content your customers will see on your website and add any specific email instructions you want included in the Club Signup Confirmation your members will receive when they signup for this club. In the Configure step, You will also set the shipment frequencies offered and the cart minimums (quantity and order value) you require for all shipments. 

Step 2: Items - Here, you will configure the pool of products the system will select from when creating club shipments for subscription club members. 

Step 3: Shipments- In the Shipments step, you can review all upcoming shipments as well as any shipments with issues. You can also filter at this step for additional criteria such as Ship State and Order Delivery Method.

Step 4: Inventory - The Inventory step is an important one. Here, you will be able to see inventory required to complete processing. 

Step 1: Configure your Subscription Club

To create a subscription club, navigate to Club > Subscriptions in the admin panel, then click "Add Subscription Club".

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Add a Title for your new club. This title is customer facing. Next, use the Content box to include the details of your club. Don't worry too much about the formatting here - the design of this title and description can be adjusted by your designer in the CSS on your front end website.

Next, add an Image. 

Below the image, you'll see options for having your club "Visible", "Hidden", or "Publish in future on specific date". 

  • If you select "Visible", a URL will be created where your club sign-up lives, consumers will be able to navigate to this URL and sign up for your club. 
  • If you select "Hidden", your club will not be live on any URL and consumers will not be able to sign up for your club. 
  • If you select "Publish in future on specific date", your club will be hidden until your selected date and time. On your selected date and time the club will become visible. 

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Below the content box is a space for Email Instructions. Here, you can include specific information you want to be included in the Club Sign Up Confirmation transactional email (this email is triggered upon club signup). The Email Instructions area allows you to have different email messaging for each club you create. For more information on how to edit transactional emails, take a look at our documentation on Setting Up Transactional Emails. 

Make sure to have Subscription Club checked off.

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Next, you will want to set up your subscription club structure. You will need to setup the frequency and minimum cart requirements for the club shipment.

Default Frequency is the frequency of club shipments if the customer doesn't specify another option. Example: if you choose 3 Months, the club member will receive a club shipment every 3 months from the date of their signup. 

Frequencies Offered are the frequencies you are offering the club member to choose from when signing up for subscription club. Use the drop down menu to select the frequency and then select "Add". You can add as many frequencies as you want. In the example below the club member can choose to get a club shipment every Month, every 2 Months, every 3 Months or every 4 Months from the dat of their signup. Note: the default frequency you set cannot be removed from the Frequencies Offered list. add-Jul-07-2020-06-38-01-80-PM

Minimum # of Products allows you to set the minimum number of products that are required in a member's shipment in order to process. This is the minimum number of products required for every shipment the club member receives. 

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Minimum Order Value allows you to set the minimum order value required in a member's shipment in order to process. This is the minimum order value required for every shipment the club member receive. 

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Like the traditional club, a URL be generated upon setup. This is the URL that will be used on your live website. Click the "Edit" button to adjust the URL (the slug) and to adjust the meta tag title and description if you wish. You can leave the meta tag title and description as it, or optionally change it for better SEO. 

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When you're finished, select "Add Club". Then you can copy and paste the club's URL to see what it looks like on the front end.

You can edit the information you have setup for the subscription club by selecting the edit icon beside each block title in Step 1.

You can use the Stats Panel on the right to quickly review stats such as, number of active members, upcoming shipments for the next two weeks and shipments with issues. 

You can also review upcoming packages and packages with issues in Step 3. 

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Publish Date

The publish date is the date the club package will be visible to the club member to make adjustments when they are logged into their account. 

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You can mark the subscription club package as "Visible" and club members will have access right away or you can select "Publish in the future on specific date" which will allow you to select the date and time that the package is available to the club member. You can also set the package to "Hidden" and the package will no longer be available for the the club member or the admin. 

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Communication

Subscription Club emails will automate your club communication. Club members will automatically be sent two separate emails prior to their custom club process date. The timing of the automated club emails is pre-configured as follows;

  • 2 weeks before the club members custom process date
  • 2 days before the club members custom process date 
  • After the individual club package is processed, members with a declined credit card will automatically receive a third club email notifying them of the credit card decline. 

The content of the automated club emails can be edited the same way as other system transactional emails by clicking on Settings > Transactional Emails. To learn more review our documentation on Setting Up Transactional Emails. 

Note: Subscription Club automated emails can NOT be turned off. 

If everything looks good in Step 1, you can select "Continue" to Step 2. 

Step 2: Items 

Add a pool of products that you want the system to choose from when creating subscription packages for club members. 

Enter product names in the product search bar and select the "+" when you want a product added to the pool. You can fill in the boxes on the left to set the default quantity (quantity the member will receive of this product if no changes are made), as well as any minimums and/or maximum requirements for each product.

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You can change the default, minimum and maximum quantities of a product that is already added to the pool of products by selecting "Edit Item" below the product name. 

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A window will open and you can make edits to the quantities here, when you are finished you can select "Save Item". 

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If there is no default items set here, the system will create the club package based on customer preferences using the pool of products you have created in Step 2. 

Once you have added all the products to the pool, you can select "Continue" to move to Step 3: Shipments. 

Step 3: Shipments

Step 3 is where you will see all your subscription club members listed. Since all subscription club members have a custom process date, the list of shipments in Step 3 will display all upcoming shipments for the next two weeks. The Next Process Date is listed for each member, that is the date their club package will process. 

After a club member signs up for your subscription club their FIRST club shipment will automatically be schedule 2 days after their sign up date giving them a chance to make adjustments to their package. All subsequent club shipments will be on the sign up date. You can control the first shipment from the admin panel under by editing the club membership.   

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From Step 3 you can also; 

By clicking onto an individual club member's package, you can edit the shipping and billing address. You can also set or edit a preferred shipping service and edit the club member's payment for the current package. Simply select "Edit" under each section, make the changes and then select "Save" once completed. 

Use the search bar to add products to the package from the pool of products that you have created in Step 2. Select the "+" sign when you want to add a the product to the package. In the individual club member's package you can select "Edit" on each product to change the quantity in the package. 

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Once you have changed the quantity of the product, select "Save". 

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Discounts

Discounts in subscriptions packages are controlled by the promotions you have set up under Store > Promotions. The discount will display in Step 3 when you click into the individual club member's package.

For more information on how to setup promotions take a look at our documentation on Creating Promotions in Commerce7. 

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Note: Coupons do not currently work on subscription club packages. Only promotions will automatically apply to the pool of products you have created.

Shipments with Issues

Members/Orders with issues will display with a red bar across the bottom of the individual club package and will display with an error message. You can easily filter shipments with issues by selecting the option above the members and it will populate all shipments with issues.  

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Step 4: Inventory 

In Step 4 you will see an inventory page showing you the inventory required for the packages up to the date you have specified. Example: if you have 2 club members processing on July 10, 3 club members processing on July 13 and 1 club member processing on July 20, the required quantity will be the total amount of each item you need to fulfill those club shipments. 

Required Quantity: Current quantity of products needed for the club packages that are processing up until the date you have selected above. 

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 up to the date you have selected will be included. 

A red indicator will be beside products that have low or not enough inventory for the upcoming club shipments up to the date you have selected above. 

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How to Skip a Club Shipment

As the admin you have the ability to skip a club package for a club member before their auto process date. To skip a club members package go to Step 3 and select "Skip" on the individual club members package. 

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You can easily reverse this at anytime by selecting "unskip". You can then choose to process their package but selecting "process" 

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How to Process a Club Shipment 

To manually process a package, go to Step 3 and select "process" on the individual club package. This will process the individual club member's package. 

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How to Edit Shipping & Add a Requested Ship Date to a Club Memberships Package

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 select the edit icon on the shipping line on the club members package. 

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When you are finished editing, select "Save Shipping" and the changes will be visible on the shipping line. Shipping changes are now saved and you can process the individual club member's package or go back to the list of upcoming club shipments.

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