Wine Club Package Lifecycle: Open, Process, and Close

Last updated: November 5, 2026

Overview

Running a wine club package involves three distinct stages: Opening the package, Processing member orders, and Closing the package. Understanding what each stage does — and what order to do them in — is key to a smooth club run.

The Three Stages

Stage 0: Draft (Setup)

Before opening, you build the package in Draft mode. This is where you:

  • Add wines (Winemaker's Choice) or set up the selections (Customer Choice)

  • Set pricing and shipping rates

  • Review member counts and make any changes

Important: Once you click Open, the package details can no longer be edited. Make sure everything is correct before opening.

Stage 1: Open the Package

Click Open Package from the package view to start the club run.

What happens when you open:

  • Members receive an email notification that their package is ready

  • Customer Choice members can log in to customize their wine selection

  • Winemaker's Choice members have their wines pre-selected

While the package is open:

  • Member orders will begin showing status changes as they confirm their selections and as you process their orders

  • A member showing Paid while the package is still Open is normal — this means you've already processed their order and their card was charged. The package doesn't need to be closed first for this to happen.

  • A reminder email is automatically sent to Customer Choice members who haven't selected wines yet, 48 hours after you open the package.

Stage 2: Process Member Orders

Processing an order charges the member's card (if not already paid) and moves the order into fulfillment. You can process orders while the package is still open — you don't need to close the package first.

To process an individual order:

  1. Open the package and tick the member (or members) whose order you want to process.

  2. Click Close and Process Order above the member list. If it's greyed out, process from Assign Shipping Method instead (see Wine Club FAQ).

  3. The order moves to Paid & Unfulfilled and appears in the Orders section for fulfillment.

To bulk process all orders:

  1. From the package view, use the bulk processing option to process all open member orders at once

Stage 3: Close the Package

Closing the package is the final wrap-up step that signals the club cycle is finished.

What closing does:

  • Marks the package as complete

  • Prevents any further member selections or order changes

  • Allows you to move fully into fulfillment mode

What closing does NOT do:

  • It does not re-charge members — payment happens during processing, not when you close

  • It does not generate a new batch of charges

Best practice: close the package after all orders have been processed and you're ready to move to shipping/pickup fulfillment.

Recommended Order of Operations

  1. Draft: Configure the package (wines, pricing, members)

  2. Open: Notify members, allow Customer Choice selections

  3. Process: Tick the members and click Close and Process Order (or bulk process)

  4. Close: Finalize the package cycle

  5. Fulfill: Ship or schedule pickup for orders now in the Orders section

Common Questions

Q: A member shows "Paid" but the package is still open — is that a problem?
A: No. Members confirm their selections while the package is open, and you can process their orders before you close it. This is expected behavior.

Q: Do I need to close the package before I can process orders?
A: No. You can process orders while the package is still open. Close it when you're done processing everything.

Q: Will closing the package charge my members again?
A: No. Closing the package does not trigger any charges. Payment happens during order processing.

Q: Can I edit the package after opening it?
A: No. Once the package is opened, the package details (wines, pricing) are locked and cannot be changed.