Shop

The Shop (/admin/merch) sells club merchandise — t-shirts, swim caps, whatever the club stocks — through the portal. It has its own inventory and cancellation rules that are different from Events and Facility rentals; don't assume those patterns carry over here.

A product is anything the club sells with a price and stock count. Add products on the Catalog tab; members see an item in the portal shop once it is active and in stock. An order shows on Pickups once it is paid, so you can mark it picked up when the family collects it.

Catalog changes use separate Archive/Activate, Save, and Adjust buttons. Archiving keeps its warning about preventing new orders; adjusting stock still requires a reason and confirmation. These controls do not change order fulfillment or cancellation rules.

Each product can have multiple variants (size, color, etc.), each with its own price and stock count on the Catalog tab. A member can only order a variant that's active and has enough stock. The system checks and reserves inventory at order time so two people buying the last unit at once can't both get it.

Adjust stock, add a new variant ("New size/label"), or add a new product from the Catalog tab. Editing a variant's price only affects orders placed after the edit. Existing orders keep the price they were charged.

The Pickups tab lists paid orders waiting to be handed over. Choose Mark picked up only after giving the order to the member. This is the final handover action, not a separate “ready for pickup” step. An order with a linked invoice must be fully paid before handover. Unpaid orders are listed separately and move to the pickup queue after payment clears.

The member's order history then shows Picked up, and the platform attempts to send a pickup-confirmation email. The success message confirms the order change, not delivery of that email. The original order email no longer promises a separate readiness notice.

Before pickup, Cancel is available from the Pickups tab's paid or awaiting-payment list, not from Catalog. Once marked Picked up, an order cannot be canceled through this flow. Before pickup, cancellation has these effects:

• Inventory restocks automatically. The canceled quantity goes back into the variant's stock count.

• An open invoice voids automatically, same as elsewhere.

• A paid invoice is auto-credited to the household's account immediately, as part of the cancel itself. There's no separate manual credit step here. Unlike a canceled event RSVP or facility rental, where a paid invoice is left alone until staff issues credit by hand later.

If the linked invoice is mid-settlement (an ACH payment showing processing), the system blocks the cancel outright rather than canceling anyway. You'll need to tell the member to wait for the ACH to land, then cancel once it settles.

Only placing an order can currently trigger a Workflows automation. Fulfilling, canceling, and any product/variant/inventory change do not fire automation triggers today. If you're building a Workflow, don't expect an "order fulfilled" or "order canceled" trigger to exist yet. It isn't there.