Choose your order fulfilment flow
Decide whether packed orders wait to be handed over or close as soon as they're packed
The order fulfilment flow decides what happens after you pack an order. You choose it once for your whole shop.
Before you start
- You need the Shop Manager role.
- Go to Settings › Shop settings and select the Order fulfilment tab. (It's separate from Online ordering.)
- New shops start on the 3-step flow.
The two flows
| Steps | What happens | |
|---|---|---|
| 3-step flow | To pack → Packed → Closed | Packed orders wait in a queue until someone marks them collected (pickup) or posted (home delivery). |
| 2-step flow | To pack → Closed | An order closes as soon as you mark it packed, whether it's for pickup or home delivery. |
Pick the 3-step flow if you want to know what's still sitting on the shelf. Pick the 2-step flow if you don't track collection or posting and want fewer taps.
Any order handed over the counter in FlexiPOS closes immediately, whichever flow you choose.
Change your flow
- Go to Settings › Shop settings › Order fulfilment.
- Select the card you want, 3-step flow or 2-step flow. The one your shop uses now carries a Current badge.
- Select Save changes.
A message confirms the change, for example "Your shop is now on the 2-step flow".
What changes on the Orders page
- 3-step flow: the Orders page has the tabs All, To pack, Packed, Waiting and Closed.
- 2-step flow: the Packed tab and its count disappear. When you mark orders packed, the confirmation says this closes the order and lets the contact know it's ready. This can't be undone.
The Waiting tab works the same in both flows. See Manage orders overview.
When the 2-step flow is unavailable
You can't switch to the 2-step flow while any order is still in Packed. The 2-step card is greyed out and shows, for example, "3 orders are still in Packed. Close them to use this option." Save changes stays disabled.
To clear the block, close those orders from the Packed tab. See Hand over orders and send pickup reminders. Once the count reaches zero, the card becomes selectable.
Other messages you may see:
- A grey bar on the 2-step card means Shop is still checking for packed orders.
- Couldn't check packed orders. with a Retry button means the check failed. The 2-step option stays unavailable until it succeeds.
Switching back from 2-step to 3-step is always allowed.
If you leave with an unsaved choice
If you pick a different flow and navigate away without saving, a dialog asks Switch to the 2-step flow? (or 3-step). It says the change isn't saved and your shop is still on the current flow. Choose Switch to save and continue, or Keep the 3-step flow (or 2-step) to leave without changing it.
Good to know
- The setting applies to the whole shop, not to individual pickup locations.
- Packed orders that were already closed stay closed when you change flow.
- Packing orders and the pickup notification are covered in Pack orders and notify parents.