Club Runs
The Club Runs section is where you can view and manage wine club subscription orders. WineHub automatically generates grouped orders for each specified shipping date based on the club and the selected frequency (fixed date or anniversary-based). For anniversary-based frequencies, orders are grouped according to the customer's club sign-up date.
Club Run Overview
Club Run Details
The details section lists a summary of the club run, showing which club and frequency it is for, information around dates, payments and other points of interest. This is your high-level snapshot before actioning the run.
- Mark As Reviewed - allows you to keep track of which club runs have been checked and approved.
- Process Club Run - only required if you want to run a club run manually (eg. before the scheduled date)
- Cancel Club Run - can be used to cancel a club run mid-processing
Global Packing List
The Global Packing List displays all products included in the club run orders and is particularly useful for identifying potential stock issues before billing begins.. It features visual indicators to highlight stock status:
- Red Rows: Insufficient stock to fulfil all orders (amount needed is displayed).
- Orange Rows: Stock is sufficient but running low.
- Grey Rows: Products initially part of a customer's order but replaced and no longer required.
This section lists every customer order within the club run and provides various actionable features:
- Billing: Opens billing details, including attempts and amounts, and allows for manual billing.
- View Order: Displays detailed order contents (products and quantities) and ability to modify.
- Reserve Stock (optional): Ensures products are reserved, transitioning inventory status from "available" to "reserved." Stock reservation can be automatic (if enabled in settings) or manual.
- Skip/Unskip Shipment: Allows administrators to manage shipment statuses until the cutoff date. Skipping a shipment counts toward the customer’s skip allowance.
Stock does not need to be reserved for orders to proceed automatically via the daily rebilling process.Replacing Club Run Products
If insufficient stock prevents order fulfilment, you can replace products for specific shipments:
- Globally: Replace for all orders in the Global Packing List.
- Individually: Replace for a specific order in the Individual Customer Orders section.
After replacing a product you can still undo the change back to the original selection if you want.
Replace All vs Replace When Needed
- Replace All updates ALL orders in the club run with the new product
- Replace When Needed will only switch to the new product when the existing product does not have sufficient stock.
Replacement Product Pricing
When replacing products, administrators can manage price differences through three options:
- Lowest Price - lowest of the two products (default)
- Replacement Price - the price of the replacement product
- Custom Price - a specified fixed amount, independent of club pricing
Notes About Product Replacement
- Product replacements for a single club run do not affect future shipments.
- Permanent changes can be made via the wine club setup page, altering contracts and upcoming shipments (excluding those within the cutoff period unless overridden).
- Orders can still process with out of stock items if 'Continue Selling When Out Of Stock' option is activated in Shopify.
Reserving Stock
You can ignore stock reservations if you don't manage inventory in Shopify or if you don't need to reserve stock in advance
Winehub offers four methods for reserving stock to ensure sufficient items are available for your club shipments:
- Reserve All Orders: Reserve stock for all orders in one action.
- Reserve Specific Orders: Reserve stock for individual orders.
- Reserve Specific Products: Reserve stock for specific items in a customer's order.
- Automatic Reservation: Enabled via General Settings, this reserves stock a few days before shipment dates.
Manual reservations can be made using the Reserve Stock button in the Individual Customer Orders section.
Billing & Rebilling
Winehub automates billing for club runs on the process date for each club. However, you can manually bill orders before this date by:
- Reserving stock for the order (if relevant).
- Clicking the Billing button in the Individual Customer Orders section and selecting Rebill Now.
You can manually trigger a billing attempt on a failed payment by using the same process
For failed payments, WineHub retries billing multiple times (default: 10 attempts, once daily). If all attempts fail:
- The order is marked "failed."
- Failed shipments can be retried at any time by an admin.
- Failed shipments do not cancel the subscription; they are simply skipped.
You can change the default failed payment process (ie. number of attempts, frequency & notifications) in General Settings
Not all billing attempts count towards the attempt limit. You may see a higher attempt count than your maximum when the reason for the failure was not related to a genuine billing attempt such as inventory failure or network failure.
Completing a Club Run
The club run will be marked as complete automatically when all the orders have been processed and marked with either “complete” or “failed”. If you use the default settings in Winehub, this may be up to ten days after the initial club run date if your run contains any failed payments that are not actioned by the customer.
Club Run Report
The Club Run Report allows you to better see your club runs from all of your clubs, with their payment attempts and shipment status details included. Access the club run report by clicking the orange View Report button at the top of the initial Club Run page.
The Club Run Report also has an Aggregate View mode. This mode groups the data by the Club/Subscription which can be especially useful for seeing the total revenue or number of shipments that have been skipped for a club.
Reviewing Failed Billing Attempts
Within the club run report, modify the payment status to filter by INVOICING.
This will display a list of failed billing attempts and the error associated with the attempt.
Navigating to the customer’s contract in Winehub will allow you to view their previous shipments. Failed attempts will be pending and have a billing button visible. This button will allow you to re-attempt the billing process on the shipment for the customer.
You can also view Failed Billing Attempts only under the Administration menu in Winehub.
Manual Club Processing
Winehub is designed to process all club runs automatically by default at the date and time of your choosing. However, you can switch to manual processing for one or all club runs.
One-Off Club Run
Locate the Club Run and click Edit.
Click the green Process Club Run button in the top right.
If you need to stop the club run for whatever reason, click the red Cancel Club Run button
All Club Runs
Navigate to Winehub > Settings > General Settings.
Scroll down to Order Processing Settings.
Tick the Process orders manually checkbox.
When you are ready to process, locate the Club Run and click Edit.
Click the green Process Club Run button in the top right.
If the specified club run date has already passed, be sure to search for and select the correct club run so you don’t accidentally run a future date.Related Articles
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