Wine Club The new Wine Club 2017 module holds many new features and improvements not available in the original OrderPort Wine Club. Even though there have been many changes, the use of the Wine Club module remains very much the same as the module that you have been using. If you are new to OrderPort you will find the Wine Club module intuitive and easy to learn. New Features Faster Processing: Order processing now occurs on our servers rather than on the user's browser. As a result, there is no longer any restriction order batching. All orders can be created in a single batch which means less work for the wine club manager. Multiple Memberships Per Customer: It is now possible to sign up a single customer with any number of wine club memberships. When a customer belongs to multiple clubs, they will receive an order for each club and will receive the highest discount of the clubs they belong to. Drafting Orders: The wine club module now allows you to draft orders in advance of billing. This gives you and your customers some time to review and edit the orders before credit cards are charged. Orders are drafted on step 3 of the wine club release process, and they are finalized when you click the Finish button at the end of the process. Improved Customer Choice Clubs: Customer Choice clubs have been dramatically improved. Club members are no longer required to select wines while signing up. Instead, the wine club manager will set up a "default order" for all wine club members, and then allow club members to make additions and substitution prior to credit cards being charged. Preferred Shipping Methods: When adding or editing a shipping address on a customer's account, you can specify a preferred shipping method. Preferred shipping methods will override the standard method chosen when creating club releases. Pay at Pick Up: Members can now choose to pay for their order at pick up rather than having their card charged automatically. Pay at Pick up can be turned on/off at the winery s discretion. Gift Membership: Your customers can now give gift memberships through the webstore. Gift memberships can be set to expire at a certain time. Gift memberships can be converted to a standard membership at any time.
Preparing to Run Your Wine Club: Admin In the weeks leading up to your wine club run, there are several things to do to ensure that you are prepared to create orders and charge your customers credit cards. 1. Set up Products in the Catalog Manager: If you haven't already, go to the Catalog Manager and create the products that you will be releasing to your club. If you have already created your products, it's still a good idea to double check them for several key points. Make sure that you have enabled tax and discounts and have added a weight for each product. Your shipping prices will not be accurate unless you have accurate weight. Add a weight Enable Tax Enable all active discounts
Preparing to Run Your Wine Club: Admin 2. Add Inventory Numbers: Before you create your wine club orders, it is important to have accurate inventory numbers for the products that you are shipping. Failure to do this will result in the orders becoming "backordered" when you try to process them in Fulfillment. In order to properly set up your inventory, go to Inventory module in OrderPort admin and add quantities for each product that you plan to release. As you do this, keep the following in mind: 1. OrderPort counts inventory of wine in bottles, not cases. 2. Wine club shipping orders will pull from the default ship location specified in the Inventory module. Make sure the correct default ship location is marked before creating wine club orders. Also, make sure that you are putting appropriate inventory numbers into this location. If you need further help, click on the life saver icon to access Quick Help 3. Pick up orders will pull from the pick up location specified on each customer's account. If your winery has multiple pick up locations and you want to find out how many customers pick up at each location, you can pull the "Member Report" found on the home screen of the wine club module. Click here to mark a location as Default Ship Location
Preparing to Run Your Wine Club: Admin 3. Check Shipping Settings: If you are planning to print shipping labels through OrderPort, you should check that you have the correct printer selected. OrderPort allows you to print from a standard laser printer or a specialized label printer. Go to Shipping Settings in Admin and click on the tab of the carrier that you plan to use (UPS, FedEx, GSO, etc.). Choose the desired shipping label format. Custom Zone Shipping Rates: to ensure that your rates apply, refer to the Quick Help located on the Custom Zone Shipping Rate tab.
Preparing to Run Your Wine Club: Admin 4. Customize System Notifications: There are several system-generated notifications that OrderPort will send to your customers throughout the process of billing your wine club. It is a good idea to review these notifications in advance of running your wine club so that you have an opportunity to make any desired changes. Go to the Admin=>Account Settings=>System Notifications and review the below notifications. PaymentDeclinedOnWineClubShipment: This email will be sent to any customer whose card is declined. In this email, it is important to provide clear instructions for your customers so that they can easily login to your webstore and update their card. UpdateAccount: This email is sent to your customers when they update their credit card on your webstore. It is a good idea to click the "receive alerts" tab on this notification and copy yourself on these emails. When you receive this email, you will know that a customer has updated their payment info and their declined order can now be reauthorized. YourWineClubAllocation: This email is sent to all customers whose order is successfully authorized. This email functions as a receipt and a confirmation of the wine club order. WineClubMembershipCancellation: This will be sent to customers when you cancel their membership. Like any other notification in OrderPort, you can suppress this email in System Notifications if you do not wish for it to be sent. ShippedOrderEmail: This email comes into play a little bit later in the process, but it is still a good idea to review it now. The shipped order email is sent to your customer when you release the order from Fulfillment. If you are integrated with a shipper like FedEX, UPS or GSO, OrderPort will automatically include a tracking number in this email.
Preparing to Run Your Wine Club: Wine Club 5. Cancellations and Holds: if any customers have requested to cancel their membership, you should do this before billing or sending notifications related to the release. To cancel a membership, go to the Customer section of the wine club module and find the customer in question. Go to the membership tab and click the "cancel" button on the membership you wish to cancel. Doing this will send a cancellation email to the customer.
Preparing to Run Your Wine Club: Wine Club Cancellations and Holds (cont.): If any customer has requested to skip a shipment, you can achieve this by putting an "on hold until" date on their membership. When a customer's account is on hold, they will not be eligible to be included in any releases that you create during this time. *Note: Unless you check the retain privileges box, the customer will not receive any wine club discounts on purchases.
Preparing to Run Your Wine Club: Wine Club 6. Club Options: If you are running a Winemaker Selects club, this step does not apply. If you are running a Customer Choice club, you should review the Club Options tab on the wine club before you start building orders. On this tab, you will specify which wines are included in the default allocation. You can specify a minimum and maximum quantity on each wine and you can mark certain wines as required. It is also possible to specify a "basket minimum" so that customers cannot select too few products. *Note: It is strongly recommended that you set a basket minimum so that all customers fulfill the obligation of their club membership. Once you have set up the default products, you can also choose several optional products for your customers to select.
Preparing to Run Your Wine Club: Wine Club 7. Notify Your Customers: Some wineries like to send an email blast to their wine club members a week or so before charging cards so that the customers are not surprised. This can also be a good time to encourage customers to log into your webstore and double check their shipping address, billing address and payment information. There are two standard approaches for doing this: Email your customers from the Wine Club module. When you build a club release within the Wine Club module, step 4 of the process allows you to send an email to your customers. Sending an email to your customers from within a wine club release allows you show your customers a draft of their order. This is typically only done if you are running a Customer Choice club and would like to allow your customers to make substitutions. Email your customers with the OrderPort Email Tool. If you do not want to show your customers a draft of their order, you can use the OrderPort Email Tool (or another similar email marketing tool) to notify your customers of the approaching release. If you ask them to log in and double check their info, you should provide clear instructions for logging in that include the URL of your webstore log in page. If you are unsure what this is, you can go to your webstore and click the "sign in" button.
Dashboard When you first land on the Wine Club section you will be on the Dashboard. The Dashboard will present important and useful information. Top Clubs (Membership) Lists your top 5 clubs in order of largest membership to smallest membership per club. Top Clubs (Processed Club Releases) Lists top 5 clubs in order of those with the most releases. Recently Viewed Shows the last 5 customer profiles that have been viewed. Most recent is on top and least recent is on bottom. Reports Here you will find reports for your wine club. Club Releases in Progress Lists all of the wine clubs with club releases in progress. *Note: This screen does not show all of your wine clubs. To view all of your wine clubs click on the Wine Clubs tab on the top of the page.
Building a Club Release OrderPort allows you to draft wine club releases in advance of billing your customers. If you are running a "Customer Choice" club or would like to give yourself some time to edit orders prior to billing your customers, then you should create your wine club releases a week or so prior to the billing date. Otherwise, you can create wine club releases and complete the releases all on the same day. To start a Wine Club Release, click on the wine club that you would like to start a release for, select Create Club Release, and name the release and the initial build. The wine club name refers to the entire club, the club release name refers to the name of the specific release that you are creating, and the name for initial build refers to the faction of customers that this release is being sent to. In this example, the wine club is called Only Chardonnay, the release is titled Spring Release, and the initial build is being sent to shipping customers. Click Create Club Release.
Wine Club Builds Wine club releases are divided into builds. You can choose to have only one build per release, in which case you might name the build something like "All Customers," or you might choose to create multiple builds in order to divide your customer segments so that you can bill them differently. You could create builds with names like "pick up members," "ship members," "out-of-state," "west coast," etc. When deciding if you would like to create multiple builds, keep in mind that members in the same build will: Receive the same assortment of wines (unless you or your customer made an edit to an individual order) Receive the same pre-release announcement on Step 4 Be charged at the same time Create More Builds: If you decide that you would like to set up multiple builds, you can go to the Club Releases in Progress section of the wine club and click the New Build button to add more builds.
Wine Club Builds cont. Rename Existing Builds: If you change your mind about the naming convention of your builds, it is possible to edit the name of a build. To do this, open the build you wish to change, and click on the pencil icon next to the name. *Note: You can change the name of the build but you cannot change the name of the release. Processing the Build: Once you open a build, you will be taken to a step-by-step process that helps you draft orders for your customers. The 6 steps of the process are shown across the top of the screen.