Managing Changes to Set Box Contents in Ooooby

Adjusting the contents of set boxes due to changes in product availability is a common scenario that requires clear communication with your customers and timely updates in the Ooooby system. Whether you're dealing with replacements before or after creating the event, or need to inform customers of changes, here's how to effectively manage these situations.

Informing Customers About Changes Before Closing the orders

Before Closing the Orders:

Navigate to Future Orders: Go to Future Orders > View Preview > Email Details.
Compose and Send Email: Enter the update in the subject and body of the email detailing the change in the upcoming box contents. Press send to notify all relevant customers.
- For Specific Products: Use the Product Filter dropdown to select the specific products affected by the change before sending the email.
Updating Box Contents for Exclusions: If adding a replacement item that may be excluded by some customers, update the box contents accordingly in Future Orders > View Preview > Produce Details. This ensures exclusions are accurately reflected on box labels and packing manifests.

After Closing the Orders (Before Printing Labels):

Update Box Contents: Similar to the steps above, go to Active Orders > View Details > Produce Details to update the relevant set boxes to ensure the accuracy of exclusions.

After Closing the Orders (After Printing Labels):

Notify Customers of Changes: If replacements are made at this stage, consider adding a replacement slip in the boxes and/or sending an email via Active Orders > View Details > Email Details.

Issuing Credits for Missing Items:

Bulk Credit Process: If you're unable to provide a replacement, use Advanced Person Search with the Product Filter to find affected customers. Then, apply a bulk credit by clicking on Bulk Credit, entering the credit amount, code, and reason before pressing Credit Customers.

Managing Add-On Items Ordered by Customers

Deactivating an Add-On Product:

Product Deactivation: In All Products, find the product and untick the Active box to remove it from all orders. You'll be prompted to enter a replacement item.
- Replacement Item: If available, specify the replacement item in the dropdown that appears.

Deleting Items from Orders After Event Creation:

Deletion Process: If the event has already been created and no replacement is available, follow the provided instructions to delete the item from all orders.

Key Takeaways

Communication is Crucial: Timely and clear communication with customers about any changes to their orders helps maintain trust and satisfaction.
Update System Promptly: Ensure the Ooooby system is updated with any changes to box contents to reflect accurate exclusions and replacements.
Considerations for Late Changes: Late changes require additional steps to notify customers and, if necessary, issue credits.

By following these procedures, you can manage changes to set box contents effectively, ensuring a smooth experience for both your hub and your customers.