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The Typical Weekly Ooooby Process: A Step-by-Step Guide
Learn how to manage your weekly Ooooby process efficiently, from box curation to billing customers.
Managing your Ooooby weekly process involves several key tasks to ensure smooth operations and effective customer communication. Here’s a step-by-step guide to walk you through a typical week.
1. Curate Your Boxes
Start by curating your veg boxes using the Box Curation Spreadsheet. This helps you:
Plan box contents accurately.
Budget orders and quantities for picking and ordering.
Maintain records required by organisations like the Soil Association.
2. Create a Box Preview
Once your box contents are set, create a preview for your customers:
Go to 'Future Orders' and click 'Create Preview'.
Enter box contents via the 'Produce Details' button.
If ready, publish to customers so they can see the box details on their dashboard.
After publishing, send a preview email to customers. Call it "sneak peek," "farm news," or customise the name. Include:
News from the farm (e.g., new products, unusual veg).
Upcoming events or service updates (e.g., holidays).
A dashboard link for customers to access their account quickly: https://[home URL]/my/dashboard
A reminder of the order deadline.
3. Close Orders
To finalise orders for the week:
In 'Future Orders', click 'Close Orders'.
If you use any zero value custom boxes, remove empty custom boxes:
Go to Custom Box Settings > Actions > Delete Orders with Only This Product.
Tip: This avoids printing unnecessary labels and empty box deliveries.
3. Send Order Confirmation Emails to customers. This one-click process generates an email summarising each order, its cost, and a note that it’s not an invoice.
Tip: Hubs that send order confirmation emails have higher customer retention.
See Customising Automated Customer Emails if you would like to edit the Order Confirmation Email.
4. Prepare for Delivery
As delivery day approaches:
Print Box Labels and Manifests: Use the 'Print Box Labels' and 'Print Box Packing Manifests' buttons in the event menu.
Print Routes: Use the 'Print Routes' button for delivery logistics.
Pack and Deliver Boxes
5. Complete the Event
Once deliveries are complete, update the system by marking the event as completed.
Go to the event and click 'Set as Completed'.
This action finalises the event, updating all customer accounts for billing.
Important Notes:
This step cannot be undone once completed.
Complete events as close to the final delivery day as possible, as this date is reflected on customer accounts.
Ensure all relevant events are completed before month-end to maintain accurate financial records.
6. Bill Customers
After completing the event, head to 'Billing' and 'Bill Customers' to process charges.
Confirm the billing process to update customer accounts.
Tip: Regularly bill customers on the same day each week for consistency.
7. Weekly and Monthly Checks
Check Overdue Accounts: In the Billing section, review:
Expired cards.
Accounts exceeding their debt limit.
Debt limit changes due to payment method updates.
Review Card Expirations: Check monthly for upcoming expirations. Customers receive reminders two weeks before their card expires, but it’s helpful to monitor this.
By following these steps, you can maintain a smooth workflow, deliver exceptional customer service, and ensure accurate financial management with Ooooby.