Run your wine club one month at a time

How a month runs

Every member is charged on the same day, so their boxes are ready on the same day too. You choose the month’s bottles, the lists build themselves from who paid and how each box goes out, and members hear when it is ready.

This month

This month is the page you open on the busy days. Anything that needs you before the boxes go out comes first, under Before the boxes go out: no bottles chosen yet, the bigger box missing its two extra, a wine you are short of, or a declined card.

Dates

When everyone is charged, the last day to skip or cancel, when boxes are ready and when the route runs.

This month's bottles

The four bottles in every box and, with a bigger plan, the two extra. Change bottles opens the picker.

Boxes

How many boxes each plan sends, split by Pickup, Delivery and Shipped.

Bottles to pull

Each wine and how many to pull for every box this month, beside what you have on hand. A wine you are short of says Short and by how many.

Box ready email

When it goes and to how many members. Send me a test sends it to you; Send now sends it at once.

Payment problems

Members whose card was declined. Their box stays off the lists until a charge goes through or they pay at pickup.

Choose the month's bottles

Pick the bottles any time before the ready day. Use the arrows beside the month to choose next month’s while this month’s boxes are still going out.

1. 1
   Open Wine club. It sits under E-commerce, after Orders, and opens on This month.
2. 2
   Select Choose bottles (Change bottles once some are picked).
3. 3
   Search your wines and select Add. The four for every box come first. Once they are chosen, Add fills the two extra for the bigger box; the two buttons above the search switch between them.
4. 4
   Select Save bottles. Bottles to pull counts them at once for every box this month.

Hand out the boxes

The lists on This month are made from who paid and how each box goes out. A member who skipped, or whose card was declined, is left off until that changes.

Pickup list

Everyone collecting at the shop, A to Z, with their plan, bottles and phone.

Delivery route

Every delivery, grouped by town, each stop numbered in route order with address and phone.

Shipping list

Each case to ship, with the address and the plan. It shows once a plan ships.

Bottles to pull

Each wine and how many to pull, beside what is on hand.

• Tick each pickup. as it goes. The box next to the name on the Pickup list marks it collected.
• Pay at pickup. on a declined card puts that member on the Pickup list, so they can pay at the counter and take their box. Undo takes it back.
• Not home. on a delivery stop moves that box to pickup for the month, after a confirm. Let the member know it is waiting.
• Not collected yet. lists the pickup boxes still at the shop a week after the ready day, with each phone number. Mark collected clears one.

Print the lists and save them as spreadsheets

Every list prints on its own and saves as CSV for a spreadsheet. Each card on This month has its own CSV and Print, and Print in Wine club has them all in one place.

1. 1
   Open Print in Wine club. The arrows at the top choose the month.
2. 2
   Select Print beside a list, or Print every list for all of them, each on its own page.
3. 3
   Choose your printer. The page holds the list alone, black on white, with a box to tick on every row.

Printed pieces

The counter sign and the bag card, each with a line on how to print it. Mirin prepares them for your club; until a file is ready, its row says so.

CSV

The same rows as the printed list without the tick column. The delivery route keeps its town on every stop.

Members

Members shows who belongs, who to look at, and everyone with a box this month. A member’s own page, with every charge, is under Customers, Subscriptions.

Members

Everyone in the club, payment problems and gifts going out, then how many belong to each plan, with members still billed by Shopify on their own row. A quiet note says when members are on a plan you removed, and Members who cancelled names each one with the day their membership ends.

Everyone this month

Each member with a box this month: their plan, how it goes out and where they stand, with Skip next box and Change plan beside each. A member still billed by Shopify says On Shopify until they move to Stripe.

Move everyone to the 10th

For members still charged on the day they joined. Named for your billing day.

Move a member to another plan

A member can move up to the bigger box, down to a smaller one, to a quarterly case, or switch between pickup, delivery and shipping. The change waits for their next unpaid box, so nobody pays twice for a box.

1. 1
   Select Change plan beside the member in Members, or open the member’s page under Customers, Subscriptions and choose Change plan under More actions.
2. 2
   Choose the plan. Each shows its price and how often it is charged.
3. 3
   Choose How it goes out. Pickup at the shop, Local delivery or Shipped, each with its fee for that plan.
4. 4
   Add the address when the box is delivered or shipped. From Members, it starts with the address the member already has.
5. 5
   Read the summary, then select Change plan. It says the box the change starts with, the first charge and the new amount.

• The next unpaid box.. A change made by the end of the day before the charge applies to that month’s box. Made later, it starts the month after.
• Quarterly plans. start on the charge day of their next quarter month. Until then the member keeps their monthly plan.
• No refunds, no extra charge.. Each charge pays for one box, so nothing is prorated.
• The fee follows the plan. and how it goes out: added or dropped with the change.
• Shipping only where you ship.. A case ships only to the states listed in Settings. Local delivery stays inside your radius and your own state, so an address outside either is refused, with the reason.
• This month, before the charge.. You can start a change with this month’s box while that charge has not been made. Members cannot choose this themselves.

One change waits at a time

The member’s page shows it, Changing to and the plan, with the box it starts with.

Cancel this change

Keeps them on their current plan. Cancel the waiting change before making a different one.

Plan changes

Every change on the member’s page: from which plan to which, when and who made it.

One email

The member hears once: what changes, from which box, and the new amount.

Skip a member's box

When a member asks you to leave out a month, skip it for them. Their next charge moves to the following billing day, so nothing is paid for the box they skip.

1. 1
   Select Skip next box beside the member in Members, or open the member’s page under Customers, Subscriptions and choose Skip next box under More actions.
2. 2
   Read what it does. It names the box it skips and the day their next charge moves to.
3. 3
   Select Skip the box. Nothing is charged for it, and the member gets an email saying so.

• Until the day before the charge.. A box can be skipped until the end of that day, shop time. After that, skip the next one.
• No limit for you.. A skip you make does not use up the member’s own skips for the quarter.
• A declined card first.. A member with a payment to sort out cannot skip until it is paid.
• Every skip is listed. on the member’s page, with the box, the day and whether the member or the shop skipped it.

Move everyone to one billing day

Members who joined before your club had a billing day are still charged on the day they joined. One move puts them all on your billing day, and you see every date first.

1. 1
   Open Members in Wine club and select Preview the move.
2. 2
   Read each member’s dates. Charged now, Charged from, and how many days earlier or later. Members already on the day say Same day. A member whose next charge pays for an earlier box says Moves later, with the reason, and moves on a later run once it is paid.
3. 3
   Keep Email each member a note about their new date ticked to send one note each, from your store’s address.
4. 4
   Select Move with the number of members. Nothing changes before this.

Gifts

Someone can give any plan as a gift, picked up, brought to the door, or shipped by a plan that ships. Turn gifts on, and choose how many months a gift lasts, in Settings.

Any plan, paid once

Someone gives any of your plans for the months you offer, from the same cards as joining. Each box is counted with its plan, like a member’s: a gift of the Six gets the Six’s bottles.

Shipped as cases

A plan that ships goes as its cases, in its ship months only, at its own shipping fee and only to the states you ship to. Its gift lengths are whole cases: 3, 6 or 12 months.

Plan, boxes and way

Gifts going out lists each gift with its plan, how many boxes or cases, the first and the last, and how it goes out. A shipped one names the town and state.

Ends by itself

After the last box, or once the last case has shipped, the gift moves to Finished gifts and the recipient is invited to join.

Refund gift

Beside a gift going out. The confirm says the amount; the giver gets it back on their card, and the gift ends at once.

Club settings

Settings in Wine club holds every rule your club runs by. Change what you need, then Save at the top of the page. Your join page and club page show a saved change within about two minutes.

Billing day

The day of the month everyone is charged, at 10 am shop time. When each member joins charges each on their own join day instead.

Boxes ready

Which weekday of the month, the first to the fourth. Pickup starts that day.

Delivery day

The same day as the boxes, or one to three days after.

Skips

How often a member may skip a box in a quarter, from none to three times.

Quarterly plans

The months a plan charged every three months is charged and ships.

Member discount

A percent off online orders for members signed in to your store, only on the shop’s ready day, every day, or off. Club plans and gifts are never discounted.

Shipping club cases

Where cases ship: every US state, as most store checkouts do, only the states you list by their two letter codes, or nowhere. Then the fee for each shipment. With no shipping, no plan offers it.

Gifts

Give the club as a gift turns gifts on for every plan, and Gift lengths chooses 3, 6 or 12 months. A plan that ships offers the lengths that are whole cases.

Emails

Card expiring email, about a week before a charge and only to a member whose saved card runs out before it, asking them to update it. And the Box ready email on the ready day.

Who helped you today? (optional)

Names a new member can choose on the join page. The join page asks only when names are listed; leave it empty and it does not.

Plans

Each plan, its price, its bottles and how it goes out, with its name opening it in the product editor.

Questions

When is a new member first charged?

On the next billing day after they join, at 10 am shop time. Nothing is charged on the day they join, and their first box is that month’s.

Can a member skip a month?

Yes, until the end of the day before the charge, as often as Skips allows in a quarter. Their next charge moves to the following billing day. You can also skip a box for them from Members or their page, with no limit, until 10 am on the billing day.

Can a skip be undone?

Yes, until the same deadline: the member with Undo skip in their account, or you from Members or their page. Their charge goes back to the billing day it was on, and they get an email saying the box is back on.

Can I move a member’s next payment to another day?

No. Every member is charged on the billing day, so their page shows the date and offers Skip next box instead. A skip moves the charge to the next billing day.

What happens to members when I change a plan’s price or remove a plan?

They keep the price they joined at, and a removed plan, until they change plan. Plans in Settings says how many keep an earlier price, and Members notes anyone on a removed plan.

Do members get a reminder before they are charged?

No. Nothing is sent before an ordinary charge. The one exception is a member whose saved card runs out before their next charge: about a week ahead they get one email asking them to update it.

What happens when a card is declined?

The member shows under Payment problems and their box stays off the lists until a charge goes through. Stripe tries the card again by itself over the next few days, and the member’s page says the charge was declined. Pay at pickup lets them pay at the counter instead. If every try fails, Stripe cancels the membership, and it stays under that month’s Payment problems as Cancelled by Stripe after the charge kept failing.

What happens when a member cancels?

Their membership runs to the end of what they paid for: nothing more is charged, and a box already paid for still goes out. Members lists them under Members who cancelled with the day each ends, and their page offers Keep their membership if they change their mind.

Can a member change plan in the middle of a month?

The change waits for their next unpaid box. Made by the day before the charge, it starts with that month’s box; made later, with the next one.

Does anyone pay twice when they change plan or move to the billing day?

No. Each charge pays for one box, and every change starts with the next box that has not been paid.

How do I print the delivery route?

Select Print on the Delivery route card, or open Print in Wine club. Each list prints on its own page with a box to tick on every row.