Skip to content
Contact us
  • There are no suggestions because the search field is empty.

eWinery Club Members

Overview of clubs members in eWinery, including instructions to add, edit, and cancel a club membership as well as managing club special requests.

Club Members

Club Members are specified in eWinery by 2 things: 1) An active Club Membership and 2) The Member Type of "Club Member". Making a Member a Wine Club Member in the eWinery System begins by adding a club membership to an existing Member Record.

Learn more about the eWinery Member Record

Learn more about Wine Club Memberships



Add Club Member


Add members to the wine club by adding a club membership to an existing Member Record. Club memberships can be added on the "Club Info" tab of the Member Record. When a Club Membership is added to a Member Record, that member is added to the "Club Members" member type.

  1. Create a Member Record in eWinery or search and edit an existing member record.
    Learn more about the eWinery Member Record.

  2. Click on the "Club Info" tab to access club memberships.

  3. Click "Add Club Membership" in the bottom of the section.

  4. Fill out the Club Membership form
    • Choose the club level from the drop down menu provided.
      Learn about eWinery Club Levels
    • Enter the Member's shipping address, either by selecting and entry from the members Address Book or typing in the member's shipping address.
      Learn about the eWinery Member Record and the Address Book.
    • Choose a Shipping Type. The shipping type will define how this member's club shipments will be sent to them.
      • Default: The member has made no special requests with regard to shipping. Shipping type will be defined by the winery (typically this is Ground).
      • Pick Up or Will Call: This type indicates that this members orders will ALWAYS be picked up at the winery.
      • Any other shipping type (2-day, GSO, FedEx or UPS) will override the default setting when club orders are created.

    • Let the Club Start date. This should correspond with the date that the member actually signed up for the wine club.

  5. Click SAVE.


Edit Club Memberships


Edit wine club memberships by searching and editing the member record that the membership is attached to. Once you have the member record open the club membership can be edited on the "Club Info" tab of the Member Record.

  1. Search and edit an existing member record.
    Learn more about the eWinery Member Record.

  2. Click on the "Club Info" tab to access club memberships.

    Credit Card changes should be made on the Credit Card Tab
    Learn about the eWinery Member Record and the Credit Card Wallet.

  3. Click the blue toggle to the right of the club membership you would like to edit. The membership details will display below the club name.

  4. Make your desired change(s). Options for these changes are outlined below;

    • Edit the Member's shipping address, either by selecting and entry from the members Address Book or typing in the member's shipping address.
      Learn about the eWinery Member Record and the Address Book.
    • BEST PRACTICE: Change or add the address in the address book on the General Tab first. Then edit the club membership.

    • Edit the member's Shipping Type. The shipping type will define how this member's club shipments will be sent to them.
      Learn more about Shipping Types.

      Shipping Types
      • Default: The member has made no special requests with regard to shipping. Shipping type will be defined by the winery (typically this is Ground).
      • Pick Up or Will Call: This type indicates that this members orders will ALWAYS be picked up at the winery.
      • Any other shipping type (2-day, GSO, FedEx or UPS) will override the default setting when club orders are created.
      • If you have specified a Shipping Type as "club only" it will show in this list.
    • Place Membership on Hold. Enter a On Hold Start and End date.

      Upon save, you will be prompted to add an "On Hold Reason" (this option will only show if you have populated the Hold Reasons table).
      Learn about Club Membership Hold Reasons

    • Add Membership Notes. Membership Notes track any special request a member may have made. For example, if a member never wants Chardonnay or always wants 3 extra bottles added to their shipment.

      New Notes:

      Edit Existing Note:

  5. Click SAVE.


Cancel Club Membership

To cancel a wine club membership you need to deactivate the membership under the customer's Member Record. Once the customer no longer has any active club memberships in their member record the customer will be removed automatically from the "Club Members" member type and will no longer receive any of the benefits attached to that type.

BEST PRACTICE TIP: Use club Club Membership Cancel Reasons to create a stronger metric for tracking wine club cancellations.

Add Club Cancellation Reasons

  1. In the eWinery Admin Panel, go to Clubs > Club Settings > Club Cancellation Reasons

  2. Choose "Add Cancellation Reason" from the menu on the left.

  3. Enter your Cancellation Reason.

  4. Click SAVE.

Learn more about Club Membership Cancel and Hold Reasons

Cancelling a Wine Club Membership

  1. Search and click to edit the members record.
  2. Go to the "Club Info" tab of the member record. Select the membership in question from the list provided.
  3. Click "Deactivate" to cancel the club membership.
  4. Verify cancellation, if you are tracking wine club cancellation reasons you will need to indicate the reason associated to this cancellation using the drop down provided.


Club Member Special Requests

Some wine club members may make special requests, although the eWinery Member record has many tools to accommodate these requests. However, some things are too specific be automated within the member record itself. The very specific requests can be tracked in the membership notes. Membership notes are reportable, the report on these notes should be run before you process club orders.


Running the eWinery Wine Club Batch Reports


Choose from the list below to learn more about handling different kinds of special requests for Wine Club Members.


Shipping Requests

  1. In the Admin Panel, go to Members and search for the members Member Record.

  2. Go to the Club Info tab and expand the details section for the club level in question.

  3. In the membership detail, change* the Shipping Type to the carrier and service requested (UPS Ground, GSO, FedEx 2-day, etc.)
    *Change must be made BEFORE orders are created in the club batch for this member.

  4. Click SAVE.



Never Ship a Specific Wine Type

  1. In the Admin Panel, go to Members and search for the members Member Record.

  2. Go to the Club Info tab and expand the details section for the club level in question.

  3. In the membership detail, make the note to "Never Ship _________" in the Add Note* section.
    *If a previous note exists you will need to edit that note by clicking the green pencil to the right of the note.

    • Click SAVE.

    • Run the Club Batch Member Report to identify the members who have requested to never receive a specific type of wine. Edit club orders using the "Edit order" button in the pending club order. Process the order with the rest of the club batch.

    Contact Member Before Sending Shipment

    1. In the Admin Panel, go to Members and search for the members Member Record.

    2. Go to the Club Info tab and expand the details section for the club level in question.

    3. In the membership detail, make the note to in the Add Note* section. Notes may include things like;
      *If a previous note exists you will need to edit that note by clicking the green pencil to the right of the note.

      • Contact member to confirm address or payment type.
      • Contact member to fill out club order to full case.
      • Contact member to confirm Order.

    4. Click SAVE.

    5. Run the Club Batch Member Report to identify the members who have requested to be contacted before wine club shipments. Contact the member, edit the club order and process the wine club order.

    Add or Edit Wines in Shipment

    1. In the Admin Panel, go to Members and search for the members Member Record.

    2. Go to the Club Info tab and expand the details section for the club level in question.

    3. In the membership detail, make the note to "Add ___ bottles of ______ to next/every shipment" in the Add Note* section.
      *If a previous note exists you will need to edit that note by clicking the green pencil to the right of the note.

    4. Click SAVE.

    5. Run the Club Batch Member Report to identify the members who have requested bottles be added to their club shipment. Edit the club order using the "Edit order" button in the pending club order. Process the order with the rest of the club batch.

    Ship Order on a Specific Ship Date

    1. In the Admin Panel, go to Members and search for the members Member Record.

    2. Go to the Club Info tab and expand the details section for the club level in question.

    3. In the membership detail, make the note to "Ship __(id order)__ on __(date)__" in the Add Note* section.
      *If a previous note exists you will need to edit that note by clicking the green pencil to the right of the note.

    4. Click SAVE.

    5. Run the the Club Batch Member Report to identify the members who have requested bottles be added to their club shipment. Edit the club order using the "Edit order" button in the pending club order, add a future ship date to the order. Process the order with the rest of the club batch.