This page describes how shops can setup unique subscriptions for individual customers, including which items are included in their subscription, which schedule the subscription applies to (ie the rate at which they receive their order) and how to pause/edit their subscription.
Checklist of things to do before you create subscriptions for you customers:
Enable subscriptions in your Enterprise Settings
Setup shipping and payment methods
Have made contact with you customers to get their details
Added your subscription customers to your customer list.
Have contacted your customers to request that they sign up for an account with OFN, and if they will be billed with Stripe, to request they save their card and authorise your shop to charge it.
Created at least one Schedule
Click on Orders in the blue horizontal menu and then select Subscriptions in the green sub-menu.
Click + New Subscription to setup a recurring order for your customer. You will first be prompted to select the shop with which you wish to create the new subscription.
Customer: Select a customer from the drop-down list. You can only choose from those people added to the Customer List for the Enterprise with which you are creating the subscription.
Schedule: Select the schedule that this customer wants to subscribe to.
Payment method: Select the customer’s preferred payment method. This must be either Stripe or a manual payment method (cash, cheque, bank transfer). See here for more information.
Shipping method: Select the customer’s preferred shipping method.
Begins at: This is the date that the customer’s first subscription generated order will be generated.
Ends at: After this date the customer’s subscription orders will no longer be generated. This field is optional, if left blank the order will continue to be generate indefinitely.
Fill out the customer’s billing and shipping details. Address details for customers who have placed orders on OFN previously will load automatically.
Add the items the customer wishes to receive from your enterprise on a regular basis.
Check that details are correct and then click Create Subscription or Cancel.
The prices of items within subscriptions will update and the customer will be charged according to the updated price. At the start of each order cycle with which their subscription is generated they will receive an email with a summary of their order, including up-to-date prices.
When an item in a subscription is not available (for example if it is a seasonal product) the customer will be alerted in their confirmation emails.
To make changes to the whole subscription (ie all orders placed from now on for the customer) then visit Orders (blue menu) -> Subscriptions (green sub-menu).
Select the enterprise with which the customer has a subscription from the drop-down menu.
A table listing all your customers' subscriptions will be then visible. Select the Edit (pen and paper) icon to the right of the customer:
If you want to change a single upcoming order in a subscription you can click on the number in the customers’ orders column.
This will reveal all upcoming orders in the schedule, and you can then edit a specific order.
To delete a subscription for a customer who no longer wishes to receive the goods from you on a regular basis, click the cross button to the right of the table. This will prevent any future subscriptions from being generated and delete this subscription permanently.
A customer may want to pause their order while on holiday for instance. In this case, click on the pause button (two vertical lines) to the right hand side of the subscriptions table. This will prevent all future orders in the subscription from being generated, until it is activated again.
To un-pause (re-activate) a subscription, click on the play (arrow) button.
You have set up a subscription for a customer. What happens now, each time an order cycle opens and closes?
Your customer's order will be created immediately. They will receive an email notifying them of this.
Stock levels of products ordered by the subscription will be deducted accordingly at this time.
An email will be sent to the manager of the enterprise coordinating the order cycle concerned summarising how many subscription have been placed, and how many had issues (e.g. insufficient stock).
If your enterprise is configured such that 'Orders can be changed/canceled while an order cycle is open' (see here) then customers with a subscription generated order can edit or cancel.
When the Order cycle closes the subscription orders will be confirmed. Customers will be sent an order confirmation email.
Customers who opted to pay for their subscription by Stripe will have their credit/debit card debited at this point.
An email will be sent to the manager of the enterprise coordinating the order cycle concerned confirming how many subscription have been processed. It will also detail possible errors (eg. a credit card that couldn't be billed).
There are several ways in which you may opt to plan future order cycles for your enterprise, now that you offer customers the option of a regular automated subscription order:
Create all order cycles for the season in advance. A quick way of doing this is to copy an order cycle and modify open/closing dates and name to span the period of time desired. Add order cycles to the subscription schedules as desired.
Create order cycles on a weekly (or monthly) basis. On creation, make sure you also add it to the relevant subscription schedule.