Quick Summary of the process: 

  1. Create a Release
    • Club Manager Selections
    • Optional Add On items

  2. Send an Email to members with the release details and deadline for them to select their options 

  3. An email is sent to the member, they click through to the site, edit their order and save the changes 

  4. On the designated day, the customization period finishes, and you can process the orders. 

  5. Orders are shipped out or made ready for pick up. 

Notes:

  • The member can also select a UPS Access Point for delivery for the current release and all future releases. 

  • The member can request delayed shipment of their order, should they be away or traveling.


Steps to create a customizable club selection: 

Sign In to your account 

Click Clubs 

Click Releases (you can also go to Club List and then click + New Release) 


Click New Release 

From the Club > Release


From the Club's page


1 General

 

Complete each section 

  • Release Name Tip – use something identifiable like “Feb 2020 Founders Release” 

  • Release description can be used to describe what items are in the release 

  • Release Date = the date you are going to process the order 

  • Pick Up Date = if you are planning a pick up date, enter it here 

  • If you want to allow your members to be able to select all or some of your wines for the club release click the box next to “Allow Members to Customize Order” 

If you select “Allow Members to Customize Order” you will see the following: 

 

You can set the following: 

  • The date you want the members to submit their custom orders by 

  • Optional Minimal Dollar Value of the Release 

  • Option Minimum number of items in the release 


2 Products

Next, you set up the items to be in the release. This is broken out into two sections: 

Club Managers Selection

These are the products that you want all members to have. You have an option to control the number of bottles of each, set a minimum number or allow the members to select their own quantity. 

Optional Add-Ons

These are other products that you allow your members to add to the release. Again, you can control parameters around these items, but in general, they are products you have available and are allowing the member to select to increase their overall order 

 

 

Club Manager's Selection

The Club Manager's Selection is the area that you select the products you're offering. 

  • Use this section if you define all the contents of the order but still allow members to add or change the quantity of each bottle, within the manager’s defined selection. 
  • Even if you are allowing customers to change their orders, you will be required to define a full release so that there is a default selection in place for members who are happy and choose not to respond. 
  • Members who do not customize their order will receive the Club Manager's Selection 



Add Product

Will display your current product list from which you can select items for the release.

Exclude from discount

Select if you don't want this product to be discounted.

Customer can change quantity

Maximum: Defines the greatest quantity a member can add to their club order.

Minimum: Defines the minimum quantity the member can add to their club order. 


Quantity box 

(Just above “Remove")

This field sets your recommendation. 1 bottle is always listed but nothing will be added from this section until the member adds the item. 

Repeat the above for each product that you want in the release. 


Optional Add-Ons

  • Use this section if you define all the contents of the order but still allow members to add or change the quantity of each bottle, within the manager’s defined selection
  • Use this section if you are offering bottles/items that are not included in the club release and members can add to their order. 
  • Optional Add-On products will not be added to the order automatically, members can select them when they customize their order 

Add Product

Will display your current product list from which you can select items for the release.

Exclude from discount

Select if you don't want this product to be discounted.

Customer can change quantity

Maximum: Defines the greatest quantity a member can add to their club order.

Minimum: Defines the minimum quantity the member can add to their club order. 

Suggested Quantity

This field sets your recommendation. 1 bottle is always listed but nothing will be added from this section until the member adds the item. 


Product Discount

Change the discount you are offering and how you are offering

The options you are presented with are:

No Discount

Percent

Dollars


Packaging

You can choose packaging fees. Your options are:

Standard Packaging Fee

Charge a Specific Amount

You can also apply fees for pickup orders.


Shipping

Set the specific options for your shipping including:

Shipping Class

Hold Shipments Until

Shipping Discount


Gift Note & Special Instructions

Enter in the Gift Note and any Special Instructions for the winery to consider while fulfilling the Club Releases.


Click Create Orders 

Once you are happy with all these settings (you can always come back and edit any of these items prior to processing the club orders). 

Release Summary

You will then see a complete summary of the release. 

 

 

The next step is to follow the flow: 


You will see the date the release was created 

Next Step is to customize the email that you will send out to the members. 


You have a Release for your Club, now you need to let the Members know about the release.


When you click on Email Members, you are taken to a page for an Email Preview.


All areas outlined by dotted lines are when you can edit the email for the Club Release. This includes the Subject Line, Greeting, and Conclusion.


Subject Line

The Subject Line is the first introduction to your Club Member about the planned release. Keep it short and descriptive so it doesn't get glossed over in the Member's inbox.


Greeting

This is your chance to let your members know about the release you have planned. You can give them the story about this Club Release and what they may want to know about it.


Conclusion

The conclusion is the closing of your letter and signature area of your email. 


Example release email


Click Email Members. You will see the email is broken out into sections: 

 

Introduction – you can customize this text 

Summary of the release, both Club Manager Selections and Optional Add on items are listed. The member can click a link to update the content of their release. 

Summary of Members details – the customer can review their details and there is a link for them to update any incorrect information such as delivery address (change to a UPS Access Point) or their credit card details. 

Closing text – you can update/customize the closing text to the email 

Once you have the email as you want it, you can send it to members. You will see you are provided three choices of who to send the email to. Make your selection and press “Send” 

 

  • The first option allows you to send the custom club option to all members initially and then to any new members that may join after the release has been charged. 

  • Option two, allows you the opportunity to resend as a reminder 

  • Option three, as noted allows you to resend to all members whose cards may have been declined. Note: the first time you charge the release they will be notified that their card has been declined and they will be able to update the card for you through that process as well.  

You will see a confirmation that all the email have sent – Click OK. 

 

You will then be placed back on the summary page and you will see when you sent the email. 

 

If you wish to review any and/or all orders you can click “View Orders” in the top right of the page. 

 

 

Once the customization period has expired, you can then charge the orders – Click “Charge Orders” 

You will see a summary of the release. 

 

If all looks good, click “I’ve checked my release and discounts.” 

 

Then click “Yes, Lets Go” 

You will then see the progress of the orders being charged. 

 

 

Once completed you will see when the release was last charged. 

 

 

At this time you are all complete on running the release. 

Anyone whose cards failed will be notified and they can update their cards. You are notified when this happens and the order is moved in to “Unpaid” where you can then charge the cards again. 

 

When you have reached your own deadline for keeping the release open, you can then “Close” the release.