Club Batch Checklists
Download a copy of the full Wine Club Checklist
Club Batch Pre-Flight Checklist
Wine club success is dependent upon good preparation and organization. Ultimately, each winery is unique in how they handle their wine club shipments so your pre-flight checklist my be a little different than what we have listed below. We offer this list of pre-flight club items as a starting point of the basics to help get you started on creating your own wine club pre-flight processes.
Wine Club Pre-Flight Checklist
- Set-Up Requirements
- Set-Up Shipping in eWinery
Club shipments in eWinery will utilize the same shipping tables as your everyday shipping orders. If you have special shipping rates for the wine club, you will need to make sure those rates are entered into the shipping table before you start to create orders.
Shipping Types | Shipping Rates
- Club Level Set-Up in eWinery
Club Levels for the most part are set up once then used over and over again. In eWinery, a single club level represents a group of members that receive the same wines, shipping interval and/or discount level. Remember, shippping is controled by "Shipping Type" within each membership so there is no need for separate club levels by shipping type.
Club Levels | Shipping Types
- Add Wine Club Members
Add wine club memberships to your customer database. Remember, the club levels assigned to each member will always be based on the wines that the member receives, the interval at which they receive them and possibly the discount offered.
Add Club Memberships
- Wine Club Discounts
Club Discounts are controlled using the PromoBuilder. Discounts applied to orders created in the wine club batch are separate from your daily club discount that applies to orders from the web or the tasting room. Like, shipping rates, discounts can be set up one time then used over and over again.
Wine Club Discounts in eWinery Promotions and Discounts
- Product Set-Up
Be sure the that the products that you plan on including in your wine club shipment have been added to your eWinery Admin Panel. For those using NVPOS or ShipCompliant, you will need to make sure any new products are set up there as well.
Using Products in eWinery
- Pre-Shipment Communications
- Automated System Emails (ASE's)
ASE's are emails that are triggered by actions taken by club members; sign ups, updates, cancellations, etc. To utilize these emails you will need to ensure that they are active. you may also edit these emails and customize the copy to fit your needs.
eWinery Automated System Emails
- Shipment Notifications
Most wine club managers will send a shipment notification email to their wine club members letting them know their wine club shipment is coming. This is the perfect opportunity to remind members to update their shipment and payment information.
eWinery Email Documents | eWinery Email Campaigns
- Request for Account Updates
In addition to the shipment notification mentioned above, you may also wish to add an additional reminder for members who may need an extra reminder to update their account. An email to folks who need to update expired or expiring credit cards is an excellent example of this kind of email. Similar requests can be made for members who customize their shipments.
Creating the expired credit card email with eWinery Email Documents
- Make notes for your Club Shipment
Making yourself a list of the products, discounts and special requirements for each. This list will help you stay on track and ensure that your club is set up properly.
Sample Club Shipment List
Create a Club Batch Checklist
Wine Club batch creation allows for club orders to be created and processed as a group. No matter the size of your club, the batch process helps wine club managers prepare and charge wine club shipments quickly and easily. The steps for creating a wine club batch are outlined below.
CHECKLIST: Creating a Wine Club Batch
- Preform your "Pre-Flight" tasks.
- Start a New Club Batch
Assign your batch a name (usually some cobination of the date and club level assigned to the batch) and the club level for this batch. You will create one club batch per club level.
eWinery Club Batch Processing | Club Levels
- Create Your Batch Template
Under the "Shipment & Wines" section of the club batch, set the guidelines for what the base order for this shipment will look like. in this template you will set things like the wines, default shipping, discounts and any collateral items that might be added to the club shipment.
Create Batch: Shipment & Wines | eWinery Collateral
Checklist: Creating & Processing Orders in the Club Batch
- Create Wine Club Orders
The batch process will help you to create ordes in mass within each club batch. At this point you will have two options for creating orders, either within the batch itself or orders can be saved and created from the main batch screen.
eWinery Club Batch Processing: Creating Club Orders
- Edit Club Orders
Once you have club orders created you can make singular adjustments to individual orders to accommodate any special requests made by club members. These requests can be anything from holding shipments to adding wines to the order.
Edit eWinery Club Orders | eWinery Club Members Special Requests
- Process Club Orders
When you are ready, you may select and batch process the open orders in an automated batch.
eWinery Club Batch Processing: Processing Club Orders
- Resolve Pending and/or Quarantined Orders
Once your club batch has finished processing you will have a group of orders that failed to process through to completed for one reason or another. You will need to work through these orders, resolving any issues before these orders can be processed and wine sent to the member.
Update Credit Cards and Correct Quarantined Orders in eWinery Club Orders
- Wine Club Fulfillment
How wine club orders are fulfilled varies by winery. ShipCompliant users will rely on the integration between eWS and ShipCompliant to compunicate orders to ful fillment. Those who are not using ShipCompliant will need to pull a report to help facilitate fulfillment.
ShipCompliant | What Is eWinery native Fulfilllment? | eWinery Reports