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Product Creation DIY

HelpProducts within the system have a host of options to allow for sophisticated Product creation and configuration. However, in most instances the setting up of a 'normal' Product is actually quite straightforward. The process below should serve the needs of most Vendor Organisation in most circumstances.

Important Note

While we may be able to assist advanced users in using some of the additional functionality, any Vendor Organisation choosing to deviate from the process without support does so at their own risk and should bear in mind that they are likely also to have to bear the costs of any unexpected system behaviour, e.g. over or under charging.

Creating Your First Product

In case of emergency you can have us create your Product(s) - click here to open the Product Creation Form in a new window

The first step in the Product Creation process is to create your Product record:

  • Log into your Vendor Administration Portal - www.clubpay.co.uk/vendor.php
  • Click on 'Products' on the tabs at the top of the screen
  • Immediately below the tabs should be several options - select 'Products' from the drop down list
  • The Products screen opens, displaying a list of any Products you already have in place
  • At the top right of the Products screen is an '+ Add Product' button - click it
  • The 'New Product' screen opens

Configuring the Product

Next, you need to add the the basic Product information - name, description, price, image, etc:

  • On the New Product screen, complete the 'Name' field to give your Product a title
  • Leave 'Main Category' as it is - this should be the same as your Vendor Organisation name and ensures the Product is displayed in your Micro-Site
  • Complete 'Price'
  • You do not have to add a 'Full Description', but we recommend that you add a few lines to describe the Product to your Customers
  • Clicking on 'Edit in visual HTML editor', allows you to toggle between a code-based and WYSIWYG view of your Product Description

Adding an Image

  • Next, add a picture of your Product, or an image relating to your Product
  • Click on 'local' under 'Images' and navigate to the image you want to use
  • Select the image and click 'Open' to use as the image for your Product
  • The image will not be displayed until after you have finished creating the Product but the name of the image should be displayed
  • Add a text-based title for your image completing 'Alternative Text'

Add a Product Code

  • Move down the page to 'Pricing/inventory'
  • Add 'Product Code' - this is a unique code to help identify your Products
  • It's useful to work to a consistent system and you should try to keep the total length of the code below 20 characters
  • The ClubPay convention is to start the code with the 8 character Vendor Organisation Reference, e.g. 0001WCCX
  • Then we use a short (2-5) character code to describe the Product. e.g. MEM for membership, IND for indoor training, CAP for a cap, etc
  • Finally we use one or two character for any Product variants such as size or type, e.g. XL for extra large, Y for youth membership, 11 for season 2011, etc
  • Each piece of the code is separated with a hyphen (-) so the completed code might be 0001WCCX-MEM-Y
  • But you can use any system that works for you

Finishing Off and Creating the Product

  • Set 'List Price' to the same price as you entered above
  • Set 'Inventory' to 'Do not track'
  • If you are creating a Membership or Subscription Product set 'Maximum Order Quantity' to 1 - this will prevent Customers from accidentally submitting identical details for two different Members
  • Do not set Maximum Order Quantity (leave as 0) for Merchandise or Simple Product Types
  • Optionally, give your Product page a suitable 'Page Title' - this is the title displayed on the browser status bar
  • Once you are happy with what you have entered, click 'Create' to create the page (not 'Create and close' - we still potentially have more work to do)
  • If all is well (any missing mandatory fields should be highlighted) you will notice that a range of additional tabs are now visible at the top of the Product

Configuring Product Options

The final step is to configure any required Product Options, e.g. to collect information or identify colour and size. There are different approaches depending upon the Product Type being created.

Simple Product

The Simple Product does not require data to be collected from the Customer nor does it need a size or colour to be selected, e.g. a Club Tie, or a  'one size fits all' Club Cap. You can therefore consider the Product complete.

Merchandise Product

Typically a Merchandise Product will need the Customer to make a selection - size for example - and the selection may vary the price. To add an Option for size, follow the short guide below. This process can be repeated to add other Options such as colour, etc:

  • Click on 'Options' on the tabs in blue just above the Product (not the ones for the Portal as a whole towards the top of the page)
  • Click '+ Add Option' - a 'New Option:' window will open
  • Type a 'Name' for the option, e.g. Size
  • Unless adding several different types of Option, you don't need to worry about Position - but lower position numbers display before higher numbers
  • Most size or colour Options display well as a selectable list, so leave 'Type' set as 'Select Box'
  • If added, 'Description' appears in a pop up bubble if the Customer clicks on the (?) next to the Option Label on the Product Page - it can be useful for offering hints or guidance
  • If added, 'Comment' appears under the Option on the Product Page - it can also be used to give small amounts of guidance to Customers
  • Choose whether or not to force the Customer to make a selection by checking or unchecking 'Required'
  • Now click on the 'Variants' tab at the top of the 'New Option:' window
  • 'Pos' can be used to determine the order that the variants appear in the Select Box - lower numbers appear before higher numbers
  • Increasing Pos in block of ten allows room for insertion later, if required
  • Give the Variant a 'Name', e.g. Small
  • You can add modifiers to the main Product Price if required, e.g. enter '-2' in 'Modifier/Type' to charge £2 less for a Product of size 'Small'
  • To add another Variant, click the green '+' towards the right of the Variant record
  • Add further Variants as required, using negative or positive values under 'Modifier/Type' to reduce or increase the core Product Price
  • Entering '0' means that the Variant will be charged at the same price as the main Product
  • When complete, click on 'Create'
  • Your Product is now ready for sale to your Customers

Subscription Product

Subscription Products are typically used in situations where you want to offer your Customers access to a service for a limited period, e.g. Specialist Coaching, fees for attending Indoor Training, Match Fees, tickets for an event, etc. You would expect only to capture minimal amounts of data - probably just the name of the person for whom the service is being provided:

  • Click on 'Options' on the tabs in blue just above the Product (not the ones for the Portal as a whole towards the top of the page)
  • Click '+ Add Option' - a 'New Option:' window will open
  • Type a 'Name' for the option, e.g. First Name
  • Set 'Type' to 'Text' (assuming you are collecting the name of the person subscribing)
  • If added, 'Description' appears in a pop up bubble if the Customer clicks on the (?) next to the Option Label on the Product Page - it can be useful for offering hints or guidance
  • If added, 'Comment' appears under the Option on the Product Page - it can also be used to give small amounts of guidance to Customers
  • Ensure 'Required' is checked. This ensures that the Customer has to add some data in this field
  • If added, 'Inner Hint' displays a small amount of help text inside the text box
  • When complete, click on 'Create'
  • Repeat the process to add further data collection fields, e.g. 'Surname'
  • When you are finished adding Data Collection Options your Product is ready for sale to your Customers

Membership Product

Membership Products are typically used in situations where the Customer is to become a member of your Organisation. You would expect to capture important information about the Customer - somewhere between five and twenty pieces of data:

  • Click on 'Options' on the tabs in blue just above the Product (not the ones for the Portal as a whole towards the top of the page)
  • Click '+ Add Option' - a 'New Option:' window will open
  • Type a 'Name' for the option, e.g. First Name
  • Set 'Type' to whatever makes most sense for the data you are trying to capture - a range of different types are available to cater for different situations
  • If added, 'Description' appears in a pop up bubble if the Customer clicks on the (?) next to the Option Label on the Product Page - it can be useful for offering hints or guidance
  • If added, 'Comment' appears under the Option on the Product Page - it can also be used to give small amounts of guidance to Customers
  • Choose whether or not to force the Customer to complete the field by checking or unchecking 'Required'
  • If added, 'Inner Hint' displays a small amount of help text inside a text box
  • When complete, click on 'Create'
  • Repeat the process to add further data collection fields, e.g. 'Surname', 'Date of Birth', etc
  • When you are finished adding Data Collection Options your Product is ready for sale to your Customers

Global Options

As many Vendor Organisations will want to collect the same sorts of data, using a Global Option can be a quicker way of adding Data Collection Options. Global Options are Options that have been set up across the whole site and so can be used by anyone. Many commonly used Options are already available and we recommend that you consider these as your start point. pick the ones that make most sense for your situation - they can be edited to suit if needed.

  • On the 'Options' tab, click on '+ Add Global Option' - an 'Add Global Option' window will open
  • Select the Global Option required from the 'Global Options:' list box
  • Leave 'Apply as Link' unchecked - this will allow you to customise the Option if required
  • Click on 'Apply'
  • The selected Global Option is added to the list of Options on your Product
  • You can click on the 'Edit' button to fine tune the way the Option appears on your Micro-Site - change the Description and other help and hints
  • You can use the 'Position' field on the 'Editing Option' window to control the order in which the Options are presented to Customers
  • We strongly recommend that all Membership Products include the 'Club T&Cs Read & Agreed' and the 'Signature & Date' Global Options so that they have some degree of official status

Testing and Maintenance

  • We recommend that you check your Micro-Site to ensure that the Product is displayed as expected
  • One quick and easy way of doing this is via the link provided in the 'Preview' box towards the upper right part of the Products screen
  • You can return to the Product through the Vendor Administration Portal at any time to update, amend, inactivate or delete it


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