Create an order on behalf of a customer
Village now allows you to create orders on behalf of your customers, making it easier to help those who struggle with technology or who arrive unregistered at activities. Additionally, you now have the capability to allow late sign-ups, offering the flexibility to register participants even after the registration closing date. Let’s see how this works:
Creating an order is simple:
- Navigate to the Order tab
- Click "Add new order." You’ll then begin a smooth flow of three simple steps to complete the order, including price and payment details.
STEP 1: Details
Select customer
Choose the customer you want to place the order for. The list includes all users who have previously registered with you or purchased one of your packs.
👉 Need to create an order for a new customer? Click “Add new customer” and follow the steps to add their details.
Select order type
Decide whether you’re:
- Registering a participant for an activity, or
- Purchasing a pack on behalf of the customer.
Your choice will determine the next steps. If you are purchasing a pack, the next step will only include selecting the pack.
If registering a participant:
- Select the participant that will attend. You can add a participant to your customer’s account as well or edit an existing one if needed.
- Choose the activity you want to register the participant for:
- If you select a one-off or series activity, you can register participants for upcoming or ongoing schedules, bypassing the schedule’s registration date and capacity. This offers flexibility for making exceptions and tailoring each roster. You can also register a participant for a schedule that ended less than 7 days ago, accommodating those who showed up unregistered. You’ll notice a blue alert when any of these scenarios happen so you are aware that you are bypassing any rule before you move on to the next step.
- If you select an appointment activity, pick any available dates and times displayed on screen.
Some important notes:
- The summary on the right will update with the item price, and the customer’s credit will be applied automatically.
- If the customer has previously purchased a pack that is still valid and has uses remaining—and the activity you’re registering them for is eligible—then the pack will be automatically applied to the order as well.
Note that if you’ve added a registration form to the selected activity, you must complete it on behalf of the family. They will be able to edit it through their Village account until the registration for the schedule closes.
STEP 2: Price
We understand that flexibility is key. You can override the item pricing and set the desired price for the order, allowing you to make necessary exceptions. If no changes are needed, just proceed to payment; the field is already populated with the selected item price.
Step 3: Payment
Finally, request the customer's payment card information to complete the order. You can also use the card on file if the customer has a saved payment method on their Village account.
You also have the option of selecting an offline payment method such as “Cash” or “Check”. Keep in mind that by choosing "Cash" or "Check":
- The order will be marked as fully paid right away and no further payments will be collected.
- If the customer wishes to cancel, they will need to reach out to you because they won't be able to cancel through the platform themselves, no matter the Cancelation Policy you set up for that activity.
- You won't be able to issue a refund through the platform since the payment was not charged online.
- If you refund the order offline, you won't be able to record that a refund was made.
Don’t forget to review the summary before hitting "Place Order." The customer will receive an email notification confirming the registration as usual.
We hope this feature provides a convenient and flexible way to manage orders for your customers. If you have any questions, feedback, or need further assistance, please don’t hesitate to contact us. We're here to help!
