Oftentimes, a club or set of clubs requires multiple repairs. A common example would be re-shafting and regripping a set of clubs. Managing this type of scenario is now much easier with with Golf Shop.
When taking multiple item repair orders with Golf Shop, the process for multiple repairs follows the same flow as any club repair, with a few variations that we will highlight in this article. If you have not done so already, please check out the article on Managing Club Repairs to understand the complete process.
In this article, we will highlight the key difference in managing multiple item repair orders.
Entering Multiple Repair Orders:
Regardless if the order is for one item or multiple items, is to enter the details of the repair order (Services > Club Repair > Dashboard > New Club Repair). When entering multiple repairs for the same order, you can enter the first repair and then a second repair for the same member or guest by selecting "Save and Add another Item to this Order" (as shown below).
You will then be given the option to add a second repair order for the same customer. The second item entry will populate with the following information from the first repair:
Repair Location (uneditable) (Note: If you need to change the repair locations, create a new repair order.)
Technician
Repair Number (Note: This will be the same, except each repair is appended in the end to distinguish between the two repairs (e.g., 123-1, 123-2))
Customer Type and Customer Name (uneditable) (Note: If you need to change the customer type or name, create a new repair order.)
Number of Clubs
Desired Completion Date
For example, a member (Chris Annicella) bring in a repair for 9 clubs to be re-gripped and have a lie adjustment of 1 degree flat. The first item will be given the repair number "113-1", and the second item will be given a special order number of "113-2" (as shown below). Both items will be added to the same repair number "113".
In the event the repair locations are different, you will need to create a new order that will create a new order number sequence.
Note 1: When multiple repair orders for the same customer are placed using this method, they are assigned the same Repair Number. The repairs will be combined on the Club Repair Dashboard (as shown below).
For more details on this step, Click Here.
Starting Multiple Repair Order:
When multiple repair orders share the same RN#, you can simultaneously place all these items to in progress by clicking the "Next All" button at the bottom of the grouped repair orders (as shown below).
A multiple repair order can moved to in-progress or completed. You will be able to select which repair orders should be started on the left. On the right-hand side, you will see each selected item listed in the repair summary tab with repair details and the option to add any internal notes (as shown below).
You also have the option to move one of the repair order to the next stage from the dashboard without moving the whole order to the next stage. Click the "Next" button for the repair you wish to move to the next stage on the dashboard (as shown below).
When starting a part of the repair order, the repairs will be temporarily split (as shown below) until the repairs are in the same stage.
For more details on this step, Click Here.
Completing Multiple Repair Orders:
Multiple repair orders can be moved to the "Completed" stage together or as parts. To receive all or part of the repair orders, click "Next All" (as shown below).
You will be taken to the manage club repairs page, where all items will be displayed on the left with the ability to adjust selling price and commission, and select which repairs should be moved to the next stage. All selected items will show in the repair summary tab on the right (as shown below).
If you need to adjust customer notifications, you can do that in the Notification tab. Note: Customers with multiple item repairs, will only receive one notification for all selected repairs. If you want to change it to where they receive separate notifications for each item, this is discussed later in this article.
Once you click "Update Club Repairs," all selected items will be moved to the "Repairs Complete" stage.
Receive one repair order of a multiple-item repair order:
To receive a portion of the repair order for multiple item repairs, you can click "Next" for each part of the repairs that needs to be updated (as shown below).
You will be taken to the manage club repairs page, where the repair selected repair will be checked on the left with the ability to adjust selling price and commission, and all repair details will show in the club repair tab on the right (as shown below).
If only a portion of the order is completed, those items will be moved to the "Repairs Completed" stage, while the other items will stay in the previous stage (as shown below).
For more details on this step, Click Here.
Finalizing Multipe Repair Orders:
You can finalize the club repair orders together or separately in multiple-item orders. If you want to finalize some or all items in the repair simultaneously, click "Next All" (as shown below).
You will be taken to the manage club repairs page, where you can finalize selected club repairs. On the left, check any of the finalizing options, "Club Repair Charged" or "Received by Customer," and fill in the additional details as needed. Update the selling and commission price if necessary. Further, select which repair orders should be finalized. Repair details for the selected items to be finalized will be displayed in the summary tab on the right (as shown below).
Finalizing one repair item of the order:
If you want to finalize a portion of the multiple repair order individually, click the "Next" button for that item.
You will be taken to the manage club repairs page, where you can finalize the club repair. On the left, check any of the finalizing options, "Club Repair Charged" or "Received by Customer," and fill in the additional details as needed. The selected item will be displayed on the left with the ability to adjust the selling price and commission. All repair details will show in the club repair tab on the right (as shown below).
On the Club Dashboard, all finalized items will be marked as "Finalized," and the other items will stay as "Not Finalized" (as shown below).
For more details on this step, Click Here.
Automated Notifications:
If a member has multiple repair order, automated notifications (email or text) are not sent for each repair. The notifications are grouped into a single email or text message instead of sending multiple notifications to the customer. These notifications can be edits and split to send a unique notification for each repair.
For instruction on updating automated notifications and sending a unique notification for each repair:
Email Notifications: To edit or if you prefer to send an email for each repair instead of them grouped as one email, you can disable this feature. To disable this feature, go to Communication > Emails > Automated Emails > Club Repairs. Edit the emails to a custom and click the "Customize Email" option. Uncheck the box for "Enable single notification for multiple club repairs." For more details about managing automated emails, Click Here.
Text Message Notifications: If you want a text message sent for each special order instead of grouped in one text message, you can disable this feature. To disable this feature, go to Communication > Text Message > Automated Text Messages > Club Repair. Edit the text message to a member and click the "Customize Text Message" option. Uncheck the box for "Enable single notification for multiple club repairs." For more details about managing automated text messages, Click Here.
You can view the Email Delivery Report to ensure emails were delivered successfully and identify those we did not. This reporting tool allows you to filter and find emails sent to individual members or based on an order number and member name. You can view the email content, delivery status, and see if the member/guest opened the email. Click Here for more details.