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Usage & Admin Guide

This guide covers the day-to-day usage of the Store Pickup module from both admin and customer perspectives.

Managing Store Locations

Adding a New Location

  1. Navigate to Sales → Store Pickup → Locations
  2. Click Add New Location
  3. Fill in the location details:

Basic Information

  • Name - Location identifier (e.g., "Downtown Store")
  • Code - Unique internal code (e.g., "NYC-01")
  • Status - Enable/Disable the location
  • Sort Order - Display position in lists

Contact Details

  • Phone - Primary contact number
  • Email - Location email address
  • Website - Optional store-specific URL

Address Information

  • Street Address - Full street address
  • City - City name
  • State/Province - State or province
  • Postal Code - ZIP/Postal code
  • Country - Country selection

Location Details

  • Description - Additional information about the location
  • Store Image - Upload location photo
  • Latitude/Longitude - For future map integration

Operating Hours

Set opening hours for each day: - Select "Closed" for non-operating days - Add time ranges (e.g., 09:00 - 18:00) - Support for lunch breaks (multiple time ranges per day)

Pickup Settings

  • Lead Time (minutes) - Preparation time before orders are ready
  • Pickup Interval (days) - How many days ahead customers can schedule
  • Max Orders per Slot - Capacity limit per time slot

Managing Existing Locations

Bulk Actions

From the locations grid, you can: - Mass Delete - Remove multiple locations - Mass Enable/Disable - Toggle location status - Export - Export location data to CSV

Individual Actions

  • Edit - Modify location details
  • Delete - Remove single location
  • Duplicate - Create copy with new code

Order Management Workflow

Order Statuses

The module adds pickup-specific statuses to track order lifecycle:

  1. Pending Pickup - Order placed, awaiting preparation
  2. Ready for Pickup - Order prepared and ready
  3. Picked Up - Customer collected the order

Processing Pickup Orders

View Pickup Details

  1. Go to Sales → Orders
  2. Open an order with Store Pickup shipping
  3. View pickup information block showing:
  4. Selected store location
  5. Pickup date/time
  6. Location contact details
  7. Current pickup status

Mark Order as Ready

  1. Open the pickup order
  2. Click Mark as Ready for Pickup button
  3. System records:
  4. Admin user who marked ready
  5. Timestamp of status change
  6. Sends notification email to customer

Complete Pickup

  1. When customer arrives, open the order
  2. Click Mark as Picked Up
  3. System records:
  4. Staff member who handled pickup
  5. Pickup completion time
  6. Updates order status

Audit Trail

All pickup status changes are logged with: - User who made the change - Timestamp of change - Previous and new status - IP address (for security)

Customer Experience

Checkout Process

1. Shipping Method Selection

Customer selects "Store Pickup" from available shipping methods

2. Location Selection (if enabled)

Depending on configuration: - Dropdown Style: Select from list - Tile Style: Visual cards with store info - Map View: Interactive map with markers

3. Date Selection (if enabled)

  • Calendar widget shows available dates
  • Respects lead time settings
  • Excludes closed days

4. Time Slot Selection (if enabled)

  • Available time slots based on operating hours
  • Shows remaining capacity (if configured)
  • Disabled slots when full

5. Order Confirmation

  • Pickup details included in confirmation
  • Email with location and schedule

Customer Account

Customers can view pickup orders in their account: - Order status tracking - Pickup location details - Scheduled date/time - Contact information

Email Notifications

Ready for Pickup Email

Sent when admin marks order ready: - Order information - Pickup location details - Operating hours - Contact information - Optional pickup instructions

Pickup Reminder Email

Sent automatically after X days: - Reminder to collect order - Location and hours - Order details - Contact support link

Customizing Email Templates

  1. Navigate to Marketing → Email Templates
  2. Add New Template
  3. Select template:
  4. Store Pickup - Ready for Pickup
  5. Store Pickup - Reminder
  6. Customize content using variables:
  7. {{var order.increment_id}} - Order number
  8. {{var pickup_location.name}} - Store name
  9. {{var pickup_date}} - Scheduled date
  10. {{var pickup_time}} - Scheduled time

Reports & Analytics

Pickup Performance Metrics

Monitor via standard Magento reports: - Orders by location - Average pickup time - Peak pickup periods - Uncollected orders

Custom Reports

Use the database tables for advanced reporting: - qoliber_store_pickup_order - Order pickup data - qoliber_store_pickup_slot_capacity - Capacity utilization

Best Practices

For Administrators

  1. Regular Hours Updates
  2. Update holiday schedules in advance
  3. Communicate special hours clearly

  4. Block time slots for maintenance

  5. Capacity Management

  6. Monitor peak times and adjust slots
  7. Increase capacity during sales

  8. Reserve slots for VIP customers

  9. Staff Training

  10. Document pickup procedures
  11. Train on status updates
  12. Establish verification process

For Operations

  1. Order Preparation
  2. Process pickup orders by time slot
  3. Stage orders in designated area

  4. Label clearly with order numbers

  5. Customer Service

  6. Verify order identity
  7. Check items before handover

  8. Collect signature if required

  9. Inventory Management

  10. Allocate stock for pickup orders
  11. Update availability real-time
  12. Handle substitutions properly

Troubleshooting Common Issues

Customer Can't Select Date/Time

  • Check location operating hours are set
  • Verify date/time selection is enabled
  • Ensure capacity limits aren't reached

Notification Emails Not Sending

  • Confirm email notifications enabled
  • Check email templates are assigned
  • Verify cron jobs are running
  • Test email configuration

Location Not Appearing in Checkout

  • Verify location is enabled
  • Check country/region restrictions
  • Confirm shipping method is active
  • Clear cache after changes

Time Slots Showing as Unavailable

  • Check capacity settings
  • Verify operating hours
  • Review lead time configuration
  • Check for existing orders in slots

Integration Tips

With Inventory Management

  • Assign dedicated stock for pickup
  • Update availability in real-time
  • Handle backorders appropriately

With Customer Service Tools

  • Add pickup status to dashboards
  • Create pickup-specific workflows
  • Set up automatic escalations

With Marketing Campaigns

  • Promote free pickup options
  • Highlight convenience in emails
  • Use pickup data for targeting