Alumnly’s Shop module allows institutions to sell memorabilia, books, and other merchandise to alumni. The Shop module provides institutions with enhanced e-commerce capabilities, including inventory tracking, product attributes (size, colour), and order management.
 

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:

• Set up notification & payment settings
• Add new products
• Manage product inventory (stock levels)
• Edit, delete, archive, or clone products
   

The Orders Page allows you to:

• View all alumni orders
• 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 – 

•  Select “Yes” to add attributes (e.g., Colour, Size, Stock levels).
•  Select “No” if the product doesn’t require variations but still needs stock tracking. Enter stock level for this product.

1. Product Image – Upload up to 4 images to showcase the product.
2. Featured Product – Tick this option to highlight the product at the top of the store.
3. Enable/Disable Product – 
   •  Enabled – The product is live and available for purchase.
   •  Disabled – The product remains in Draft Mode until activated.
4. Price – Click the pencil icon to edit and enter the item price.
5. Shipping Cost – Click the pencil icon to set domestic & international shipping fees.
6. 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:  

•   Number of items ordered
•  Item cost & shipping charges
•  Shipping address
•  Current status

1. Click on “Status” to update the order: 

•  Pending → Order placed and still awaiting payment
•  Order Placed → Order has successfully been placed
•  Shipped → Order has been dispatched
•  Delivered → Order has reached the alumni
•  Cancelled → Order was cancelled
•  Abandoned → Order was not completed

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