In your fulfilment app, orders are organised into four tabs based on their status. Each tab corresponds to a processing status, visible only on the retailer side.
As each step is completed, the timeline in the order confirmation email updates automatically. The buyer knows where their order stands without having to contact the club, or you. Fewer support questions, less workload for your team.
The four statuses
To process — order sent for preparation, awaiting handling.
Restocking — item(s) temporarily unavailable, order awaiting stock.
In progress — order being prepared (customisation, packaging…)
Processed — order finalised, preparation complete and ready to ship.
The buyer's timeline
The buyer sees their order's progress in the confirmation email received at checkout. This timeline has four steps:
Order confirmed — shown as soon as the order is validated
In preparation — updated when the retailer starts processing the order
In transit — updated when the retailer notifies shipment
Delivered — final stage
Note: if the order is split into several preparations (see Manage backorders in the fulfilment app), the order tracking page shows separate tracking for each parcel. Each shipping email lists the items in the shipped parcel and those that will follow in a later parcel.
Processing an order
From the fulfilment app, check new orders in the To process tab.
To prepare your orders, download the picking list via the Download button in the top-right corner. For the detailed procedure, see the article Prepare orders from the fulfilment app.
Click on an order to open its detail.
Start preparation: the order moves to the In progress tab.
Once preparation is complete, click Finish preparation: the order moves to Processed.
Notify the buyer: click Notify shipment (or Order ready for pickup for in-store pickup) from the order, or notify several orders at once from the Processed tab using the Notify menu (see Notifying several club members at once).
💡 If an item is on backorder, you can place the order in Restocking while you wait to receive it.
Changing the status of several orders at once
Need to move several orders to the same status? Select them directly from the list.
Tick the checkbox for each order to process, or click Select all in the header to select the whole page
An action bar appears to choose the new status to apply to the selection
The statuses available depend on which tab you're in
In the Processed tab, the action bar also offers the Notify menu to send the shipping or pickup email to the whole selection
Important: an order already notified as shipped cannot be moved back to To process.
Filtering orders by date
Need to process your orders in the order they arrived? A date-range filter on Processing request is available at the top of the app.
In the filter bar, find the Processing request field.
Enter a start date and an end date to set your window.
The filter automatically applies across all four tabs (To process, Restocking, In progress, Processed).
Note: Processing request reflects when the order enters the fulfilment app, not the date the buyer placed it. This delay varies depending on the delivery method — see Why isn't an order showing up in the fulfilment app? below.
💡 Tip: this filter helps you keep a FIFO logic (first in, first out) and quickly spot the oldest orders still waiting to be processed.
Notify shipment
The shipping email lets the buyer know their order is on its way. It's never sent automatically when the status changes: you trigger it yourself, order by order or in bulk.
From an order's detail, the Notify shipment button is available as soon as the order is in progress, and stays accessible once the order moves to Processed.
Notifying several club members at once
No more clicking into each order: from the Processed tab, notify a whole batch of buyers in just a few clicks.
Open the Processed tab.
In the Notification filter, select To notify to show only the orders that haven't been notified yet (100 per page).
Tick the relevant orders, or click Select all.
In the action bar, click Notify, then choose:
Shipment to send the shipping email
Pickup to send the "ready for pickup" email to in-store pickup orders
Check the confirmation, then validate. It shows how many club members will receive the email.
Important: sending can't be undone. Double-check your selection before validating.
Tracking notifications with the Notification column
The Notification column shows where each order stands:
To notify — the shipping email hasn't been sent yet
Notified — the shipping email has been sent
By label — the buyer is notified automatically via the Colissimo shipping label
For in-store pickup orders, the column shows To notify, On the way (shipping email sent) or Ready for pickup ("ready for pickup" email sent).
Orders covered by bulk notification
Club delivery — standard shipping email
In-store pickup — Notify › Shipment lets the buyer know their order is on its way to the store (optional), Notify › Pickup lets them know it's ready to collect. No need to send the "on the way" email first. See Notify the member when their order is ready for pickup.
Home delivery — only if your delivery service doesn't generate labels. Otherwise, generating the label notifies the buyer directly via Colissimo.
FAQ
How long do orders stay in "To process"?
They stay there until you handle them manually. Check this tab regularly to avoid delays.
Does the buyer get an email for every status change?
No. The timeline in their confirmation email updates automatically, but only the Notify shipment and Order ready for pickup (in-store pickup only) actions actually trigger an email.
Can I filter orders by date or shop?
Yes. Use the Processing request filter at the top of the app to set a date window, the All shops menu to filter by club, or search directly by reference, email, or name using the search bar.
Why isn't an order showing up in the fulfilment app?
It depends on the order's delivery method:
Home delivery and in-store pickup: the sync to the fulfilment app happens every evening. An order placed during the day appears in the To process tab the following morning.
Grouped club delivery: the sync to the fulfilment app happens at the end of the grouping period configured in the shop settings. For example, with a 10-day grouping period, the entire grouped order only appears in To process after those 10 days. To process your grouped orders daily, reduce this period to 1 day in the shop settings. If you change the grouping period to 1 day today, the entire grouped order concerned will be visible in the fulfilment app as early as tomorrow morning.
Tip: to learn more about delivery timing, see the article Manage delivery options.