Configure page in Settings
Much of the Configure Data Points page is populated based on guidelines you determine—when it comes to tracking client acquisition channels, order channels, employee sales, wine club sign up channels, and tasting reservation details.
While this might not seem important now, it is a year from now when you might enjoy knowing where clients came from when signing up for the mailing list, where they came from when signing up for wine clubs, tracking clients who came to a tasting event or private dinner that then signed up (so you can track if those are valuable events for you to pour at), etc.
This is a long article so stick with us on all the options.
Sales People
Enter your list of sales people, tasting room employees, and even owners and winemakers into this cell. Everyone contributes to sales. This allows those entering the orders on the admin side of your Figure account the ability to stamp an order with the associated employee. If your sales team has a commission feature to their salary this can also be helpful when pulling Reports at the end of the month/quarter/year.
Contributors
This could be non-employees that are referring people to your business. Friends, hotel concierge, drivers, etc.
Order Channel
Figure has several default options for the order channel but you can add more. Some examples we have seen are Phone Sales, Events, Samples, Trade, Other. Any entries into this cell will also become available in the Accounting Reports - Sales By Channel section of the Reports page.
Order Cancellation Reasons
Options to enter here can be reasons like “Too much wine”, “Lost job”, “Changed mind”, “Cutting back on spending”, “Health issues”, etc.
Customer Channel
This cell tracks the operations channel that a customer first appeared into your customer base. The most common options are Web, Tasting Room, Events, and Internal (direct contact with customer by your team or contact from employee/winemaker/owner). These are attributes are manually entered into a client’s account.
Customer Sign Up Source
This cell tracks the entity in which the person found out about your winery or retail shop. It will be populated with some common default options but you are welcome to add more. Be aware that the next cell down, “Customer Sub Group” can help you drill down to more specifics.
We have seen additions like “Private Tour Company”, “Trade”, or “Wine-Searcher.com”
Customer Sub Group
For example, if you have a client sign up at an Event you would tag their “Customer Sign Up Source” as Event/Tasting. Then in this Sub Group you could create which event it actually was like “Family Winemakers 2018” or “BottleRock 2017”. That will help you track those customer purchases over time to gauge if those events are worth your time/effort/investment.
Customer Type
This is similar to a basic group setup, yet without extensive tiering. The defaults are Allocated, Mailing List, and Waiting List.
Shipping Dates
This section will allow you to create multiple shipping dates for customers to select during their order checkout process. Some wineries have such large volumes departing from their fulfillment providers during release season that they contract a blocked set of days to get all the packages shipped.
There are cells in this section for:
-Ship Dates (for shipment by your fulfillment company)
-Will Call Dates (which can help you arrange a pickup party at your location)
-3rd Party Dates (this can be dates you transfer orders to storage companies)
-Hospitality Ship Dates (orders being shipped direct from the winery/tasting room)
Club Sign Up Type
If you offer wine clubs, this is how you can track through which business channel you acquire these new members. There are defaults but you can also add custom options like “Events”.
Club Cancellation Reason
This helps to keep track of why a club member stopped their membership. Examples we have seen used are:
-Too much wine
-Financial
-Health
-Loss of interest
-Disgruntled
-Moving out of country
-Failed to update payment
-Travel and work conflict
Reservations
This section provides you all the options for tracking reservations in your tasting room, both for your team to follow a schedule and for reviewing commonalities as the year develops.
Type of Tour
We have seen most wineries use this section for pricing, to alert the staff how much will be charged. We have also seen references to wine club member visits, wine club pickups, or just custom tasting experiences that a winery develops and tags with relevant/branded naming
Location
Some tastings can be indoors, outdoors, in the cave, upstairs, vineyard walk...whatever you create.
Host
Is your staff member that will be conducting the tasting.
Reason for Visit
This again can be used for all kinds of custom parameters your team creates...club member notations, order pickup and tasting visits, birthdays, wedding parties, tasted the wine in a restaurant, read about the winery in an article, etc.
Acquisition, Conversion, Retention (Visit Type)
This is another level of data tracking.
Email Confirmation
After your employee creates the reservation, marks it as Confirmed, and hits save, this email goes out to the client. You can modify the wording as you wish.
Email Decline
Same premise, but sent when a confirmed reservation is changed to declined, for customers that cancel their reservation.