To view all learners' orders, go to Gift Shop → Orders: https://app.academyocean.com/gift-shop/orders. Here you'll find all orders across the academy, regardless of which item the learner chose:
Viewing and searching orders
Orders are grouped by status: All, Pending, In Progress, Done, and Cancelled. This lets you quickly see how many orders are waiting to be processed and how many have already been completed or cancelled:
Above the table, you'll find a counter showing the number of orders and a search field that lets you find an order by item name, learner name, or email. Filtering by the learner's team and other parameters is also available:
Viewing order details
To see the full information about a specific order, click the View button in the corresponding row – a side panel with the order details will open on the right:
The top of the panel shows the automatically assigned order number, along with the date and time it was created. Below that is information about the item, as well as the Contacts & Delivery block, which gathers the learner's contact details and delivery information – both system fields and any custom fields added in the shop settings:
Any field in this block can be quickly copied using the copy button next to the value:
The order's side panel also includes a dropdown that lets you manually change the status: Pending, In Progress, Done, or Cancelled. You can change the status not only sequentially, but also move an order back to a previous stage or jump forward through several stages at once:
⚠️ The Done status only means that the order has been shipped to the learner, not that they've actually received the item. The system doesn't track delivery confirmation.
Cancelling an order
An order can be cancelled at any stage by selecting the Cancelled status. This opens a modal window where you need to select a cancellation reason from the list:
If none of the reasons fit, you can select Other and enter your own reason manually. Once the cancellation is confirmed, the points the learner spent on the item are automatically returned to their balance, and the item's stock quantity is restored.
⚠️ Please note: a cancelled order can no longer be edited or moved back into progress.
Order activity log
The side panel also includes a Logs tab, where every action taken on the order is recorded which action was performed, which admin performed it, and exactly when it happened:
A counter of entries is also available here, which is useful if several admins have worked on the order and you need to review the timeline of changes.
An individual learner's order history is also available on their profile. There, you can view their active orders and review their full order history by clicking Order History:
