Overnight we released the following new feature and optimisations:

• A new tool for highlighting and reconciling Orphaned Transactions
• Ability to Cancel a Club Run from within the Create Order modal (eg. if you're using Create Similar Order)
• Now you can click on a customer within the Order Details side panel and be taken directly to their Profile in the Customers screen

Reconciling Orphaned Transactions

When a sale is completed on POS the following happens:

1. WithWine says to Stripe "I want to charge this credit card $100"
2. Stripe comes back saying "Yes you can (or "No you can't") - do you want to proceed?"
3. WithWine tells Stripe "Yes - charge the card $100"
4. Stripe comes back saying "That's done"
5. WithWine then gets Stripe's transaction ID, marries it with the WithWine Order ID and synchronises everything with the "mothership" database so all the details are displayed in the Orders screen

A problem for some clients with sketchy internet connectivity, has been Step 5 not getting completed, and the Order's details not synchronising with the database.

This then throws out the reconciliation report (because Stripe has taken money and put it in your bank account, but WithWine has no record of the Order yet).

Note: The POS app is saving the Order's details in the background - if you experience a problem at Checkout, it can be a good idea to check Saved Orders at the end of the day to see if there is anything that hasn't synchronised.

We have released a new addition to the Reconciliation Report to highlight / identify Stripe transactions that may be included in your deposit but aren't married up with an Order in WithWine.

In the past, when you selected a deposit to reconcile, WithWine talked to Stripe and pulled back all the Stripe transactions that were married up with Orders.

Now it also pulls back any transactions that are not married up with Orders (i.e. an "Orphaned Transaction").

Example:

Select your Company (#1) and the deposit of $396.48 that you want to reconcile (#2). You'll notice the Orders in WithWine only add up to $110 (#3). That's because there are two transactions in Stripe that aren't in WithWine - this information is what is now surfaced to you (#4):

Next up, you can see the amounts these transactions are for:

...and - if you / your accountant want - you can create two Orders in WithWine and link them up to these two Stripe transactions so everything balances.

Simply create an Order (via POS or via Create Order) then copy the Order # into the next box:

You will then be prompted to confirm the linkage:

One you've linked the Orphaned Transactions with Orders in WithWine, the totals will update so you can complete your reconciliation:

Create Similar Order

We recently released the ability to use a member's club selection as a baseline for a new order:

If you wanted that new Order be their club pack (as opposed to a seperate Order), you would have to cancel the club run first then change the Channel within the Create Order modal.

To save the back-and-fourth, we have added the ability to cancel the club run within the Create Order modal itself:

Linking to Customer Profile from within Orders:

We admit you should have been able to do this a long time ago... but you can now click on a Customer's email within the Order Details side panel and be taken directly to that customer's profile within the Customers screen:

Highlights:

• Now within a Customer's profile, you can create an Order using their Club Selection as a starting point
• We've made it easier for you to view the emails that have been sent to your customers from within the Activity feed
• Improvements to the user interface on the Wordpress widgets that support Skip/Cancel
• Email notifications to customers confirming Skip / Cancel requests
• Email notifications to winery staff about Skip / Cancel requests
• When filtering club member / customers / orders screens, the URL updates so you can save it to a Bookmark
• On Safari: the "Invalid date" showing in customer side panel "Date of Birth" field now shows a valid date
• Outstanding Tasks notification improvement - now if you have outstanding Tasks, the notification label is red instead of green (these details matter!)

Create an Order using Club Selection as a starting point:

For those using Editable Winery Selection clubs, if a customer has made a selection... but you have an opportunity for an upsell, you have a new button:

Example:

• Customer makes a selection for their club membership
• The payment fails
• You contact them and they say "Actually, while I'm at it, can I also get A, B and C sent as well?"

Before, you would have to cancel the club run, start a new order from scratch and do some back and fourth to add the items they'd already selected.

Now, when you click Create Similar Order, it will open the Create Order modal with the wines they've selected as part of their club selection, already populated (i.e. you only need to add the additional items).

Pretty cool huh!

(Note: Because you might still want the original Club Run order to go through, we don't automatically cancel the Club Run.)

Cancel / Skip Improvements and Part II:

Last week we added the ability for customers to Skip / Cancel their own memberships. We have now released Part II of that capability:

Customers now receive confirmation emails that their Skip Request has been received and / or their membership has been Cancelled.

Both email templates can be edited via Settings > Email Templates.

We also added the ability for winery users / staff to be notified when a club order is Skipped or a membership Cancelled. If you'd like to switch this on, simply head into your Account Preferences:

And turn on the notification emails that you'd like to receive:

We slightly changed the User Interface after some early feedback that the "hamburger" menu wasn't obvious enough.

Now the Update button on the membership becomes an Options button:

Clicking on Options opens up a menu which is a little cleaner now (and nicer on mobile):

Better URLs:

We put a lot of thought into what the default filters should be on the Customers, Club Members and Orders screens... but sometimes they don't work for everyone.

The problem was that no matter what filter was applied, the URL was the same, which meant you couldn't Bookmark to a particular search - no matter what, the page would open on our default search results.

Example of the old URL:

https://stage.withwine.com/ClubMember/ClubMembers?brandId=101

Now, when you apply a filter / search, we save its details in the URL so you can Bookmark it and quickly jump back into that exact search:

Example of the new URL:

https://stage.withwine.com/ClubMember/ClubMembers?brandId=101#search=&clubId=6&historicalMonth=12&projectedMonth=6&LastClubRunHasSelection=null&hasPaymentMethod=true&status=Active

This means that if you want to want to have a pinned tab in your browser (or multiple pinned tabs) that always showed Orders from Today irrespective of whether they're paid or not paid, ready for shipping or not, tagged a certain way, etc... you can 😊

We hope you enjoy these enhancements to our product!

Highlights

• You can now give club members the ability to skip packs and cancel memberships themselves
• We've made a small update to the filters that help you find members who have customised their club packs
• When creating / updating / deleting customer addresses and payment info, this is now logged in the customer's Activity Feed
• You can now delete old Coupons
• We've made the Advanced Pricing user interface much cleaner and easier to use / manage

Self-service Skip / Cancel memberships

There are a lot of reasons to give your customers the ability to skip club shipments and even cancel their memberships themselves. Studies have shown customers are:

• More likely to sign up if they have more control
• Less likely to churn if they have more control

An added bonus is less administration for you.

Almost all of our clients have told us over the years that they don't want their members to be able to skip packs and cancel memberships themselves, and as a result, we never built the functionality.

But with cost of living pressures impacting a significant proportion of the population, there have been more memberships churning and this has resulted in more administration work for club managers.

After the last big club month (March) one of our clients reached out and asked if we could build the functionality. Normally if one client wanted something, we'd explain we needed to wait for others to also want it... but in this case it's different because we we're big on improving the customer experience, and we believe this is will do just that.

As a result, you now have the ability so set whether you'd like customers to Skip club shipments themselves and Cancel club memberships themselves.

Note: this is a voluntary feature which is switched off by default.

At the bottom of a Club's Settings page you will see the following options:

(Sidenote: Did you know you can set your club to auto-retry failed payments?)

You'll see two new boxes where you can set how many days before a member can Cancel their own membership and how many club shipments they're allowed to skip per year.

Eg. If it is a condition of membership that people must remain a member for at least 1 year, enter 365 days into the first box. If you don't want people to be able to Cancel their own membership, leave the box blank.

Eg. If you have a wine club that is 2 times per year, you might want to let people Skip up to 1 of them per year, but if you have a club that is up to 6 times per year, you might want to let people skip 3 of them.

When you switch this on, your customers will now see a menu hamburger within the My Account or My Memberships widget, if you're using them on your Wordpress website:

Clicking on that will present the member with the options to Skip (if switched on) and Cancel their membership (if switched on):

In your Club Members admin, you'll see this icon in the list view when a Skip has been Requested:

You can also filter your members list to see who's got an outstanding Skip Request:

If a customer rings you up, you can put in the Skip Request within the Actions menu for the membership:

When the Skip is Requested, we display it against the membership and in the customer's Activity Feed:

Now that the Skip has been Requested, it can now be either or Applied or Cancelled.

To Apply (honour / grant) the Skip Request, most of the time you won't have to do anything - the system will manage it for you.

If your clubs are "Winery Initiated" - i.e. Winemakers Selection type club or a Customer Chooses Each Time type club - the Skip Request will be Applied when you initiate your next Club Run.

Simply process your Club Run the way you would normally:

And before initiating the club run, you will see this:

When you Post the Club Run, the Skip Request will be Applied and the Estimated Next Charge date will be updated:

In the case of automatically "recurring order" style wine clubs, you won't have to do anything... the system will simply update the Next Charge Date to the next scheduled:

i.e. the system will automatically Apply the Skip.

FAQs:

Q: What if a Skip is requested in the middle of a Club Run?

A: For "winery initiated" club runs, if a customer puts in a Skip Request while they are in an Active club run, the system will automatically cancel their current club run and Apply the Skip:

Q: What if I don't want to honour the Skip Request?

A: You can simply Cancel the Skip Request within the membership's Action menu:

Cancelled Membership confirmation emails

When a membership is Cancelled, the system now sends a confirmation email which you can edit within Settings > Email Templates:

Filtering members who have / have not customised their club selections

A few months ago we added the ability to filter down to members who had either Customised their Selection or who are currently getting the winery's Default Order.

To make those filters visible though, you had to have already filtered down to members of a particular club.

That proved to be a) not immediately obvious and b) a bit annoying, so now the Customer Choice Status filters show no matter what.

Customer Activity Feed updates

Now when you or a customer update their Contact Card information, we're logging it in the Customer's Activity Feed:

Deleting old Coupons

Now you can delete Inactive Coupons:

Hint: If you don't see the option to Delete the Coupon, make sure it's been made Inactive first 😊

Updated Advanced Pricing user interface

Our Advanced Pricing feature offers unmatched flexibility for pricing out your products... but the interface for managing all those prices got pretty messy pretty quickly, making the Product Settings screen an endless scrolling page (clients started adding a lot more Customer Groups and pricing tiers than we anticipated).

So we cleaned it up, organising it into a simple and clean table format:

We hope you enjoy these updates. Of course, if you have any questions about these new features / upgrades, or anything else, please do not hesitate to reach out!

• We've added a notification to the sidebar to show when there are outstanding Tasks
• When you click into Tasks, we automatically filter down to your (the logged in user) Tasks rather than showing all Tasks for all users
• There was a small bug in our last release that prevented Invoiced Orders that were Unpaid from being Cancelled. This has now been fixed
• The Google API we were using to generate QR codes on Gift Cards was recently depreciated, causing Gift Cards to be issued (and working) but missing the QR code. This has now been fixed

Highlights

• New order statuses (more granular)
• Orders can now be quarantined / marked For Review
• Shipping boxes can now be updated in bulk
• More email templates can now be customised
• New email template designs
• A variety of "quality of life" updates
• A variety of bug fixes

Updates to Order Status

We've improved the way orders can be managed / processed with a range of new statuses and filters. To begin, we're now using more common / standard terminology to describe the status of an order. Some examples:

• "Outstanding" orders are now "Unfulfilled"
• "Ready for Dispatch" orders are now "Ready for Shipping"
• "Ready for Collection" orders are now "Ready for Pick Up"

At the top of the list, an order now has a payment status and a fulfilment status:

For most, Orders will only appear in the Orders screen if they have been fully Paid. Unpaid orders will only appear if you are processing orders via the Phone/Fax/Manual channel and using Pay on Invoice as the payment method.

Under the Fulfilment status, there are also Delivery Method filters:

As a result, the new default filter for the Orders screen will show orders that are Paid and Ready for Shipping / Pick Up on [today's date] to help protect against orders being fulfilled when they shouldn't be:

Examples:

1. If an order has a Delayed Shipping date set, it will remain hidden from the default list until [today's date] equals the Delayed Shipping date
2. If an Invoiced order has not been paid, it will remain hidden from the default list until it is

Instead of having a single Mark as Shipped / Picked Up button, we've split them up and moved the button down to the row of "action" buttons:

If an order is Unfulfilled and Ready for Pickup, you can send a Pick Up Reminder email (which can also be customised within Settings > Email Templates):

The system also keeps track of who's been sent this email already and who hasn't:

Quarantine / Marking an order "For Review"

Unfulfilled orders can now be quarantined / marked For Review, which removes them from the default Ready for Shipping / Pick Up list.

Some clients might like to put orders off to one side while they confirm something with a customer or look into a suspicious or possibly fraudulent order. In the past this would be managed with Tags, but we thought it better to add an additional For Review status that can be given to an order. Now in the Order Details side panel, there is a new button:

Those orders can now be found using the Additional Statuses filter:

And to serve as a reminder, we've also added a new notification to the Orders tab on the left hand side to highlight Unfulfilled orders that are still For Review:

Bulk Update Shipping Boxes

While we're on the topic of the Orders screen, some clients would often do a campaign that might include an additional bottle / item that required a non-standard box. When the orders started rolling in, updating the boxes one-by-one was incredibly painful.

This process can now be done in bulk using this new button:

More Email Templates available for Customisation

Within Settings > Email Templates, the following email types can be now be customised:

• Order Picked Up (a new confirmation email)
• Order Pick Up Reminder
• Wine Club Selection

The last one in particular has been a much requested feature: now you can edit the wording below the Make Your Selection button:

New Email Template Designs

We've updated all email templates to a more modern and cleaner design and we've removed the grey background:

We've also changed all the "Update your details" CTAs from hyperlinks to more prominent buttons:

Quality of Life updates

Emailing within the Customers screen

Previously, in order to send an email to a selection of people on your Mailing List, you had to be in the Subscribed to Mailing List tab. Now you can work from within the All Customers tab.

If you have 1000 customers in your All Customers list, but only 700 of them are on your Mailing List, the system knows to only send the email to those 700.

Auto-Apply Coupons

Auto-Apply coupons are great but we noticed a few clients had forgotten to set "Active Until" dates and were wondering why orders were continuing to get discounted.

The first step is to check "do I have a coupon that's automatically being applied?" so we added a column to the Coupons list view so you can quickly find those that are Auto-Apply.

Unfulfilled Order reminder emails

Previously, if an order hadn't been fulfilled within 48 hours, the system would send a reminder email. Frustratingly, it would send one email per unfulfilled order.

We've fixed that up so now only one email is sent detailing all Unfulfilled orders:

... and you can turn them off if you want to within your Account Preferences:

To date, there have been a few ways to display your wine club offering/s on your website, be it with a wizard:

...or a list:

...and a few ways for members to Update their memberships be it where the Join button changes to an Update button within the list view:

... or in the My Account view:

We've now released a stand alone button that:

• can dynamically change from a Join button to an Update button depending if / when a member is a member or if / when a member is logged in.
• can show or hide itself according to a set of rules
• can have its text customised

Here is some more documentation:

As always, if you or your Wordpress developer need any assistance, please don't hesitate to reach out to us.

We've released a new update to the WithWine app to both App Stores, with a myriad of enhancements:

Maps & Search

Starting with when the customer opens the app, now the map automatically centres on the user's location (if they've granted permission for the app to access their GPS location).

We've added Clusters to the Map to make it neater and easier to navigate wine regions with lots of winery pins in one small area:

Search is now live - as a customer starts typing the name of your winery, the irrelevant pins disappear:

If someone's just snooping around and tapping on multiple pins to see what's what, now we make the pin turn grey after it's been tapped, to help the customer keep track of which one they've viewed and which one they haven't.

Your Profile, Shopping & Checkout

Our goal for the WithWine app is to create the most direct connection that's possible between your brand and customers and increase engagement.

With that goal in mind, we have now made it so when a customer Likes or Buys one of your wines in the app, they automatically start Following your brand and you can re-engage with them.

Following section in Me tab

Now customers can view all the Brands they're Following in one place, so they can easily and quickly get to your Store page and start spending money:

Your Flights (or Tasting Menus as we used to call them) have always been displayed on your Venue's homepage, but now we've also added them to the Filters list on your Store page:

In case you didn't know, you can create a Flight via Settings > Products > Product Lists.

If there was a problem with an order, the error would only be shown to the customer once they got to the Checkout screen, now we show it to them in the Cart so they can fix it then and there:

When a customer clicks Checkout, there can be a few moments wait while the next screen loads, so we've added skeleton loaders to make it more obvious that there is something happening:

In actual fact, we've added skeleton loaders all throughout the app, because they're less obtrusive than loading spinners.

There's a better Checkout Confirmation message now and the Customer is taken directly to the Orders page after Checkout:

Customers' Me Tab

Aside from the new Following section in the Me tab mentioned above, customers can now set their default shipping address within Shipping Details, they can attach their Date of Birth to their profile without first needing to place an order, and now they can also upload a profile picture (which will also populate in your Customers screen).

General Enhancements

1. Hashtags within Notes had stopped working - this has been fixed
2. We've added infinite scrolling on all pages with a list
3. If your Wine Club didn't have a dedicated logo assigned, the app now uses your master Brand's logo as the default
4. For Apple iOS users, if someone's on a page and they want to get back to the tab's start page, they just tap the tab button again - we've made it so this works for iPhone users
5. If a wine wasn't purchasable we used to show Not Available - we changed this to Unavailable because it felt better and uses up less space on the screen
6. We've added haptic feedback on all pink pill buttons now which is really nice
7. About 74 other small techy improvements in the background to make the app faster, smoother, and nicer for your customers to use.

A lot more is in the pipeline for the app. Watch this space!

We love a dash - and we've wanted to have one for a long time, but it was always one of those things that got deprioritised once it was pit against another feature that was more "operational".

But dashboards are wonderful.

Given it's a new year we could get overly philosophical by saying things like "you need to know where you've been to know where you're going", but toning it down a notch we will say "you can't improve what you can't measure" and we want to help you improve...

So while things died down a little over the Christmas and New Year break, we decided to produce something to help you through 2024 and beyond.

Welcome to your new home screen Dashboard!

At the top, we start with the Today summary, which gives you the overview of how you're tracking for the current day (broken down by hour), and you can click on the three tiles on the right to change the graph on the left:

Below the Today summary, you've got your Metrics, which is a set of 18 graphs that help you track the health of your business:

1. Total Orders $ value
2. Total Orders count
3. The average $ value of all Orders
4. Total $ value of Orders placed via POS
5. Total count of Orders placed via POS
6. The average $ value of Orders placed via POS
7. Total $ value of Club Orders
8. Total count of Club Orders
9. The average $ value of Club Orders
10. Total $ value of Orders placed via your Website
11. Total count of Orders placed via your Website
12. The average $ value of Orders placed via your Website
13. Mailing List size
14. Mailing List growth
15. Mailing List churn
16. Club Membership size
17. Club Membership growth
18. Club Membership churn

For each of the graphs, you can set what you'd like to see for pre-defined periods:

Or or select your own Custom Period:

You can also choose what values you'd like to compare that selected period with, eg. the Previous Period, the Previous Month (for month-on-month growth) or the Previous Year (for year-on-year growth):

Finally, you can also set the interval you'd like the graphs to break data down into:

When you hover your mouse over the graph you can see what happened when:

We've also put in a little Info tooltip on each graph so you can know what numbers we're crunching to produce the metrics being displayed:

Some nice little details (if we may say so ourselves) are that for most graphs, a negative growth rate is red... but for Mailing List unsubscribes and Club Churn they're green (because you want those to be negative).

Your Dashboard is the new home screen for your Brand and the first thing you will see when you Login. Instead of clicking on your Brand to reveal the Settings menu, you now click on it to bring up your Dashboard.

To access Settings, we've created a new menu item (and adjusted the colours to give them more of a "settings vibe" - which is a nice way of saying we've made them grey instead of gold):

Also worth mentioning, for those using our Advanced Pricing capabilities, the settings for Customer Groups have now been given their own item within the Settings menu rather being buried with the Products screens:

One more thing: we've built the Dashboard to comply with Permissions set by Enterprise users, which means if a User doesn't have access to Orders, they don't get to see the graphs associated with Orders, if they don't have access to Clubs, they don't get to see the Club metrics, etc.

We love this update and we hope you do too!

Some people were having trouble downloading big CSV files - particularly Order Item exports that could be 50,000 rows or more. We have released a fix for this and also improved the UI to give you a better idea of the file's download status.

If you're looking for inspiration, a few of our clients have recently released their updated websites:

Cape Landing - https://capelanding.com.au

• Built by Noise
• Integrated with Wordpress
• v2 Cart (recently released)

Punt Road - https://www.puntroadwines.com.au

• Built by Studio Buster
• Custom built using our API