Products

Create products with images, variations and stock, control when and to whom they are sold, and see what each one has earned.

A product is anything you sell: club kit, a raffle ticket, a governing body affiliation fee, a place on a coach to an away fixture. Products live at Admin > Store > Products, and need the Manage Store permission.

The same product can be sold in two places at once: in the Store, when Show In Store is on, and during membership checkout, when it is listed under Available Products on a Membership Package.

The Products admin list showing three products with their price, stock, sort order and whether they are shown in the store — Admin > Store > Products. Search by name, filter by category, or include archived products from the filter drawer.

The list can be searched by name and filtered by category, and exported. Archived products are hidden until you turn on Include Archived? in the filter drawer.

Creating a product

Go to Admin > Store > Products and click Add Product.
Fill in the General card: at minimum a Name and a Price.
Set the Product Details on the left: categories, availability dates, and whether it appears in the Store.
Add an Image, and any Variations under Inventory.
Click Save Changes.

The product editor with the image and product details on the left and the general, eligibility and inventory cards on the right — The product editor. Everything except Name and Price is optional.

Product properties

Name The name of the product, shown everywhere it is sold.

Short Description A line or two shown on the product's card in the Store listing. It is trimmed at 250 characters there, so keep it short. The membership checkout shows only the name, image and price, so this is Store copy.

Full Description The full details, edited with the rich text editor, shown on the product's own page. You can format text and drop in images here.

Price The price of one item. Leave it empty and the product is free, and shows as Free in the Store. Where a variation carries its own price, that price wins over this one.

Product Image An image for the product. It is shown on the Store list, on the product page and on the admin product page. Products without one fall back to a plain placeholder.

Categories One or more categories, entered as tags. Members can filter the Store by category, and your sales figures can be read by category.

Maximum Order Quantity The largest number a member can buy in one go. Leave it empty for no specific limit. Where stock is tracked, the lower of this and the remaining stock applies.

Sort Order A number controlling where the product sits in the Store listing, sorted ascending. Products sharing a number keep no particular order between them, so number the ones you care about.

Show In Store When on, the product is listed on the Store page. When off, the product still exists and can still be bought, but only through a direct link to it or through a membership package. This is how a members only affiliation fee is kept out of the public shop.

Available Start Date and Available End Date The window the product can be bought in. Outside it, the product still appears but its button reads Unavailable. Use them for seasonal kit or a pre-order that closes on a date.

Note

Maximum Order Quantity is a limit, not a default. Leave it empty rather than setting it to 0: a limit of 0 means nobody can add the product to their cart at all.

Variations and stock

Variations cover the same product in different sizes, colours or options. A member picks one before adding the product to their cart, and the choice is carried through to the order and the picking list.

The Inventory card with By Variation selected and Small, Medium and Large variations each showing their price and remaining stock — Track Inventory set to By Variation, with the stock remaining for each size. Medium is a shirt down after an order.

Track Inventory decides whether stock is counted at all:

Option	Behaviour
None	Stock is not counted. The product can be bought indefinitely.
By Product	One stock figure for the whole product. At 0, nothing can be bought, whatever the variation.
By Variation	Each variation carries its own stock. Sold out sizes cannot be picked, and the product is only fully out of stock when every variation is.

Each variation can also carry its own Price. Leave it blank and the variation is sold at the product's price. When variations are priced differently the Store shows a "from" price, and the variation dropdown names each price.

Stock is only deducted when a payment succeeds, and is put straight back if you cancel the order and leave Return items to stock on. A variation with no stock figure at all is treated as unlimited.

Eligibility rules

Eligibility rules control who can buy a product. They work the way eligibility rules do everywhere else, including on passes, sessions and membership packages.

Products support five rule types:

Age Range: a minimum age, a maximum age, or both.
Gender: members recorded with particular gender values.
Profile Field Value: an answer to one of your profile fields.
Membership Required: an active membership, optionally in named packages.
Required Groups: membership of a group, such as a squad or a committee.

To add one:

Go to Admin > Store > Products and open the product, then click Edit.
Scroll to Eligibility Rules and click Add Rule Group.
Choose the rule type and fill in its settings, then use Add Rule for any further rules in that group.
Choose whether the group is Match all (AND) or Match any (OR).
Click Save Changes.

A member must satisfy every rule group. Within a group, the match mode decides whether they must satisfy every rule or just one of them. So "over 18 and either the Seniors or the Masters group" is two groups; "over 18 or a committee member" is one group in Match any mode.

Rules are enforced when the product is added to a cart, not only on the button, so a direct link to a restricted product does not get anybody past them. Products offered through a membership package are not filtered by eligibility rules, so put the restriction on the package as well when it matters.

Note

Discount code rules are not offered on products. To gate a product behind a code, publish it unlisted (Show In Store off) and share the link, or use a discount code worth 100% instead.

A product's own page

Clicking a product in the admin list opens its page: the stock left, what it has earned, how many have been bought, and every purchase behind those figures, filtered by the date range in the toolbar and exportable.

A product page showing stock of 25, revenue of £18 and one purchase, with Archive, Delete, Copy and Edit buttons — Delete is greyed out here because the product has been ordered. Archive is the way to retire it.

From this page you can also:

Archive a product, which takes it out of the Store and out of the admin list without touching the orders that reference it. Unarchive puts it back.
Copy a product, which opens the editor prefilled, for a second colourway or next season's version.
Delete a product, but only while it has never been ordered. Once an order exists, Delete is disabled and archiving is the way to retire it.

Tips

Give seasonal kit an Available End Date rather than remembering to hide it. The product stops selling on its own and the listing explains itself to members.
Put affiliation fees on the membership package rather than in the Store. Members pay them while joining, at the moment they are least likely to forget.
Use Sort Order to put the thing you actually want to sell at the top. Without it, the listing order is not meaningful.
Set a Maximum Order Quantity on anything hand made or hand delivered, so one member cannot claim the whole run.