Step 1: Accessing the Shop Module

1. Log in as an Admin on your Alumnly site.
2. Navigate to Shop from the main menu.
    

Shop Module Overview:

The Shop module consists of two main sections:
 

1. Products Page – Allows you to set up, add, and manage products.
2. Orders Page – View and manage orders placed by alumni.
    

The Products Page allows you to:
 

1. Set up notification & payment settings
2. Add new products
3. Manage product inventory (stock levels)
4. Edit, delete, archive, or clone products
    

The Orders Page allows you to:
 

1. View all alumni orders
2. Manage order statuses (pending, shipped, delivered, etc.)

Step 2: Setting Up the Shop Module

Before adding products, configure the Shop settings:
 

1. Navigate to Shop > Products and click “Setup”.
2. Enter the following details:
   1. Purchase Notification Email – The email address that receives purchase notifications when alumni buy products.
   2. Payment Invoice Email – The email address where order invoices are sent (e.g., your institution’s finance team).
   3. Stripe Payment Gateway – Click “Connect” to link your Stripe account. This ensures that all payments go directly into your linked bank account. Set your currency from Site Settings > Payment Gateway page.
3. Click “Save” to apply changes.

Step 3: Adding a New Product

1. Navigate to Shop > Products.
2. Click “Add New Product” to open the product creation page.
3. Fill in the product details:
   1. Product Name – Enter the item’s name.
   2. Main Description – Add a detailed description of the product.
   3. Product Attributes – 
      1. Select “Yes” to add attributes (e.g., Colour, Size, Stock levels).
      2. Select “No” if the product doesn’t require variations but still needs stock tracking. Enter stock level for this product.
   4. Product Image – Upload up to 4 images to showcase the product.
   5. Featured Product – Tick this option to highlight the product at the top of the store.
   6. Enable/Disable Product – 
      1. Enabled – The product is live and available for purchase.
      2. Disabled – The product remains in Draft Mode until activated.
   7. Price – Click the pencil icon to edit and enter the item price.
   8. Shipping Cost – Click the pencil icon to set domestic & international shipping fees.
4. Click “Save” to save and continue editing or “Save + Exit” to return to the Products page.

Step 4: Managing Products in the Shop

Step 4.1     Viewing a Product
 

1. Navigate to Shop > Products.
2. Click the View (eye) icon under the Action column to preview the product.

Step 4.2     Editing a Product
 

1. Navigate to Shop > Products.
2. Click the Edit (pencil) icon under the Action column.
3. Make necessary changes.
4. Click “Update” to save changes or “Update + Exit” to return to the Products page.

Step 4.3     Deleting a Product
 

1. Navigate to Shop > Products.
2. Click the Delete (trash) icon under the Action column.
3. Confirm deletion to permanently remove the product.

Step 4.4     Archiving a Product
 

1. Navigate to Shop > Products.
2. Select the checkbox for the product(s) you want to archive.
3. Click “Archive” – This moves the product(s) to the Archive section, making them unavailable for purchase.

Step 4.5     Cloning a Product
 

1. Navigate to Shop > Products.
2. Select the checkbox for the product you want to clone.
3. Click “Clone” – This creates a duplicate product listing, which is useful for selling similar items like ties, pins, or clothing in different sizes.

Step 5: Managing Orders in the Shop

When alumni make a purchase, an email notification is sent to the Purchase Notification Email and Payment Invoice Email (configured in the Setup section).

To view and manage orders:
 

1. Navigate to Shop > Orders.
2. The Orders Page displays:
   1. Order ID – Unique identifier for tracking.
   2. Order By – Name of the alumni who placed the order.
   3. Order Date – The date and time when the order was placed.
   4. Status – Displays order status (Pending, Placed, Shipped, Delivered, Cancelled, or Abandoned).
   5. Amount – Total purchase amount.
       

Step 5.1     Managing Order Status
 

1. Click on an Order ID to open the Order Details page.
2. View key details, including:  
   1. Number of items ordered
   2. Item cost & shipping charges
   3. Shipping address
   4. Current status
3. Click on “Status” to update the order: 
   1. Pending → Order placed and still awaiting payment
   2. Order Placed → Order has successfully been placed
   3. Shipped → Order has been dispatched
   4. Delivered → Order has reached the alumni
   5. Cancelled → Order was cancelled
   6. Abandoned → Order was not completed

Updating the order status as you progress helps you track the purchases and ensures smooth order fulfillment.