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 select and pay
A member showing Paid while the package is still Open is normal — this means they've completed their selection 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:
Open the member's order from the package
Click Actions → Close & Process Order
The order moves to Paid & Unfulfilled and appears in the Orders section for fulfillment
To bulk process all orders:
From the package view, use the bulk processing option to process all open member orders at once
About the "Orders in process" count: The number shown on the Open Packages screen (e.g. "6 orders in process") is not a total of unfulfilled orders or a backlog. It simply indicates how many orders are actively being processed at that moment. Orders move through a queue — Queue → In Process — and leave the count once processing finishes, so the number rises and falls during a run and is expected to return to zero.
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
Draft: Configure the package (wines, pricing, members)
Open: Notify members, allow Customer Choice selections
Process: Run Close & Process Order for each member (or bulk process)
Close: Finalize the package cycle
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 can pay and complete their selection while the package is open. This is expected behavior.
Q: The Open Packages screen says "X orders in process" — is that my unfulfilled backlog?
A: No. That number only reflects how many orders are actively being processed at that moment, not a total of unfulfilled orders. It goes up and down during a run and settles back to zero once processing finishes.
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.