A great way to reward members for signing up early is to reward them with a credit that they can use for extras and swap during the season. This does not change the total on their order, it simply gives them some free value to enhance their experience during the season.
This article is meant to give you instructions for how you, as a Farm Admin, can identify qualifying members for an "early bird" signup and award them a credit. Here are the steps in brief:
- Go to the Orders List and apply filters (time and order status)
- Go through the filtered orders to find members who qualify for credits
- Go to the members' pages to assign credits
Here are some parameters to consider:
- Are credits only applicable if they sign up for a particular share or combo of shares?
- Should a member get multiple credits for multiple shares?
- Should different sizes get different credits? e.g. Large -> $25, Medium -> $20, Small -> $15
- Does it matter how they pay? Do they have to have paid in full by a certain date?
- Is the credit good forever or should it have an expiration date? "Use during the upcoming season only"
Working through an example
Let us suppose the following scenario:
It is a new year and my new season's shares are all set for signup. I would like to advertise to my local community that anyone completing their signup by March 10th will get a $25 credit on their account for swaps and extras. I would like to post a little notice at the top of my signup page with the details so I contact firstname.lastname@example.org to get that set up and also to turn it off later (right now this setting is not yet available to Farm Admin, likely to change in the future). It will look like the example below.
A member will qualify if they have signed up for any main share, and the credit should not stack, meaning one per member, regardless of whether or not they got a double share (or got the main meat share AND the main veggie share, etc.).
Once signups start rolling in, you can either award the credits as they come or you can wait until the early bird signup period has ended. The latter is probably the easiest, but it's up to you!
Now we'll want to look through the orders for our Farm that meet our criteria for awarding the credit. We'll start by going to the Orders List page, https://www.harvie.farm/admin/app/order/list , then we'll want to set some relevant filters. We are only interested in orders from a particular time range, so I will filter by Created At, and I'm interested in orders of Payment Status which are either PAID_ADVANCE or PAID_IN_FULL. Because I am interested in two different statuses, this will be a two step process: once to look at PAID_ADVANCE orders, then once more to look at PAID_IN_FULL orders. Filtering illustrated below:
So now I will look at each order that appears in this list, to see if it is appropriate to award a credit. Clicking on the Order ID (5555555 in the above photo, leftmost column) will take me to a direct link view of the order.
I can then see that this order contains the desired share, and payment was made in the right time period:
The easiest way to get to the member is to click on the member's email at the top of the order page which is a direct link to the member:
Once on the member page, click open the Credits tab where you can view the member's credits history and create a new credit. Since I said above that credits should not stack, this would also be where I would look to see if I had already added a credit for this member. We were looking at Order data before, and a member can always create more than one order so it is possible I might have already encountered this member. In general, and especially if you are awarding credits based on share combinations, you might want to sort your order data by member to help you see if they broke things up into more than one order; checking the Share Deliveries tab in the Member page is also a good idea.
Since this member does not already have a credit, let's make one. Set the desired description, the amount, and optionally the expiration date (at that date, any remaining credit will become inactive).
Upon clicking the "Create" button, the credit should now appear:
Continue this process by reviewing your orders until complete!**
**That's all well and good, but this process will take me days!
So you might be a larger farm. We may be able to help you out with a bulk credit assignment. Contact email@example.com to discuss setting that up. It's not an automated process, but with some custom data reporting and scripting perhaps we can save you some time. The usual process is thus:
- Discuss credit parameters and set a date for early bird credit cutoff
- After that cutoff (not on a rolling basis) Harvie will pull data on members/orders and send it to you
- You will review the data for approval/disapproval/editing and together we'll finalize a list of members to receive credits. We'll want to know the amount, the description, and the expiration date (optional)
- We'll convert the list into a script to assign credits in a large batch.
Allow a few days for this process; prompt communication will help move it along quickly.