An allocation is a way to assign limited quantities of specific product to specific groups of customers. The allocation will only appear to customers who are logged in to your website and looking at the allocation page located in their account area.

Table of Contents

Before you Begin

  • Confirm that you have entered the product(s) that you will be offering in the Allocation.
  • Create a Customer Group for each Allocation tier (example:  ‘Tier 1: Big Buyers, Tier 2: Mid Buyers and Tier 3: No purchases).

Note:  If you have not finalized your tiers yet, that’s okay.  These Groups can be empty for this step.  They can also be edited at any time.

Creating an Allocation

Step 1:  Create an Allocation

Navigate to Products
Navigate to Allocations
Click on the + icon (Create new allocation)
Enter the allocation name (for example, Spring 2016)
Enter the date range for this allocation to be active
Click Save Changes

Note:  By default, 3 allocation levels are created. You can rename, remove, or add allocation levels and are by no means restricted to 3.

Step 2: Add products to an allocation level

After creating an allocation, you can assign products to allocation levels.
Navigate to Products
Navigate to Allocation
Select an allocation
Click on the Package icon
Select a product from the 'Select one' dropdown
Specify quantities (Min, Max, Can request to)
Click Save Changes

Note: Wishlists are handled by the “Can request to” column.
Example: Min: 1; Max: 12; Can request to: 24.
This will produce a single drop down for your customer to choose how many bottles they would like, up to 24, but can only guarantee a purchase of 12 today.

Step 3: Assign customers to levels

Navigate to Products
Navigate to Allocations
Click on the allocation name
Click on the pencil icon located to the right of a level
If desired, customize the Name of the level
If necessary, customize the Display Order for the level (for example, 1, 2, 3….) 

Note: Display Order gives priority for an allocation level, ensuring a customer who is inadvertently assigned to multiple customer groups and multiple levels is only granted one allocation instead of multiple.

Under Sync Type, select the appropriate option to include or exclude selected customer groups.

In the Groups box, select 1 or more customer groups. 

Note: You can select multiple groups by holding down the Command key on a Mac, or the Control key on a PC, and clicking on each group.

Click Save Changes

!!IMPORTANT:  Always test your work by logging in to the front end of your website as an allocated customer to make sure the allocation looks correct

Creating a Custom Allocation

This gives you the opportunity to give a specific customer a custom allocation that's different than the rest in his/her tier.  This is great if you would like to offer additional wine to a particularly good buyer.

Using the Wishlist Granting Tool

This powerful tool allows you to quickly process wish list requests. 

Where is the wish list request screen?
Navigate to Products > Allocations.
Choose an allocation.
Click the Magic Wand icon (or View Wish Lists on mobile).
Choose an allocation level by clicking its name.

What do the Columns mean?

  • 'Requested':  Number of bottles TOTAL wished-for in that particular Allocation Level.
  • 'Remaining':  Number of bottles currently in Inventory.

 
Choose a Sort Order

Click the 1-2-3 icon (or Sort wish list orders on mobile). This determines how orders are sorted under the Orders header.

Note:  The default is Customer Lifetime Value, but you can also sort by Customer Since and Order Date. This allows you, for example, to process your best customers in that level first, then sort the remainder by order date and grant until you run out.

Choose Granted Quantities for Each Order

By default, all quantities are set to 0. For each order listed, the maximum value in each dropdown is the additional quantity the customer wished for (above their original allocation). You can grant products individually for each order using the dropdowns, or you can use the None, All, and Some links for each product.

  • None will set all dropdowns to 0 for that product.
  • All will set each dropdown to the max requested for that product, in descending order down the page, until inventory is depleted.
  • Some will ask you for a numeric value, then set each dropdown to the specified value for that product, in descending order down the page, until inventory is depleted. For example, if you wanted to grant 3 bottles to each order for that product, choose Some, and enter 3.

Click the 'Process Request' Button for Each Order.  
This is what happens when you do:

  • Adjusts the quantities on the order, which includes recalculating the totals.
  • Charges the additional amount on the card that the customer placed the order with.
  • Removes the wishlist tag from the order.
  • Depletes the additional bottles from Inventory
  • Automatically sends a notification to the customer that their wish was granted.  (This notification can be edited under Site > Email Templates).

Why do I have to click “Process Request” for each Order?

This tool was created to reduce the number of clicks involved in processing wish list orders (versus processing them manually from the Orders tab). We are considering more automation in the future, but feel this current process provides a good compromise between processing speed and data safety (preventing the accidental processing of several orders at once).

Troubleshooting Allocations

When I test on the front-end, why isn't the allocation showing up?
Remember that only one allocation can be open at one time.  Confirm that any other allocations' dates have passed.  

The allocation min/max and purchase increments look correct on the allocations page, but once the customer 'adds to cart', it's incorrect.
This means that min/max or increment has been added at the Product level.  To resolve, go to the Product and click on the Display icon.  Delete the increment and/or min/max and Save.

View our Best Practices for Allocations Webinar: 3/7/19

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