Order Management: Tips for Managing Orders and Customers

Introduction

Effective variant and order management is essential for listing success. This guide provides tips and best practices for managing variants, tracking sales, and working with your customer list using Ordafy's tools.

Creating Variants in Ordafy

When creating your listing, you'll set up variants in Step 4 of the creation wizard. Each variant includes:

• Name: Clear, descriptive name (e.g. "Early Bird", "General", "VIP")
• Description: What's included with this variant
• Price: Set in your listing's selected currency
• Quantity: Total number of units available for this variant
• Sales Start Date: Optional - when sales begin for this variant
• Sales End Date: Optional - when sales end for this variant
• Status: Available, Sold Out, or other statuses

Monitoring Orders and Bookings

Track your sales progress in your listing dashboard:

• View real-time orders and bookings by variant
• Monitor quantity sold vs. total quantity available
• Check sales trends over time
• Analyze which variants sell best
• Export sales data for analysis

Managing Your Customer List

Use Ordafy's Customer List feature to manage your customers:

• View All Customers: See all customers with their details
• Search Functionality: Search by name, email, or order/booking reference
• Filter Options: Filter by check-in status (All, Checked In, Not Checked In)
• Export Data: Export customer lists as CSV for backup and planning
• View Order/Booking Details: See reference number, QR code, variant, and order information
• Check-in Status: See which customers have checked in (where applicable)

Understanding Order/Booking Status

Ordafy tracks status throughout the lifecycle:

• VALID: Active order or booking ready for use
• REFUNDED: Order or booking has been refunded
• Other Statuses: As defined by your listing configuration

Order/Booking Information Available

Each order or booking in Ordafy contains:

• Reference Number: Unique identifier
• QR Code: For check-in or collection scanning
• Customer Information: First name, last name, email, phone (from order)
• Custom Field Data: Any additional information collected during purchase
• Check-in Status: Whether the customer has been checked in (where applicable)
• Check-in Time: When check-in occurred (if applicable)

Editing Variants

You can edit variants after creation:

• Edit variant details (name, description, price) if no orders have been placed
• Adjust quantity available if you have remaining capacity
• Update sales start and end dates
• Change variant status (e.g. mark as Sold Out)
• Note: Some changes may be restricted if orders have already been placed

Exporting Customer Data

Export your customer information for various purposes:

• Export full customer lists with all order/booking details
• Export filtered lists (e.g. only checked-in customers)
• Use exported data for:
  • Backup and record-keeping
  • Email marketing in external tools
  • Check-in preparation
  • Post-event analysis

Communication with Customers

Use Ordafy's Communication Tools to reach your customers:

• Send emails to all customers
• Send emails to specific groups (checked-in, not checked-in)
• Use quick templates (Reminder, Update, Thank You)
• Send custom messages with your own content
• View campaign history to track sent messages

Best Practices

• Create clear, distinct variants that match your listing structure
• Set realistic quantities based on capacity or platform limits
• Use sales start/end dates to create urgency (e.g. early bird pricing)
• Export customer lists regularly for backup
• Monitor orders and bookings daily during the sales period
• Use Communication Tools to keep customers informed
• Prepare check-in lists well in advance where applicable
• Review customer data before go-live to identify any issues

Conclusion

Effective variant and order management ensures smooth operations and happy customers. Use Ordafy's comprehensive order and customer management tools to stay organized, monitor sales actively, and communicate clearly throughout the sales process.