Orders

Use Orders to review e-commerce purchases after checkout and track how each order is being fulfilled.

What Orders is for

• view submitted e-commerce orders
• track fulfillment using order and shipping statuses
• add internal notes for your team
• review the billing email and Stripe payment reference
• look back at the saved order snapshot even if product records change later

How orders are created

Orders are created by the storefront checkout flow.

Helpful details:

• Admins cannot create orders manually from the Club Management Portal order resource.
• A new order starts with Order Status set to Submitted.
• The order stores a snapshot of the purchased items, including product, option, price, and quantity at the time of checkout.

What you can search and filter

The current order resource can be searched by:

• order ID
• shipping name
• billing name
• billing email

The current order resource also includes a Product filter so you can narrow the list to orders containing a specific product.

Main order fields

Shipping Information

Each order stores the shipping information entered during checkout, including:

• name
• business name
• country
• address
• address 2
• city
• state
• postal code
• phone
• delivery instructions

Order and Shipping Fulfillment

Use these fields to manage fulfillment after an order has been submitted.

Current Order Status options are:

• Submitted
• On Hold
• Backordered
• Fulfilled
• Cancelled
• Refunded

Current Shipping Status options are:

• Pending
• Processing
• Shipped
• Out for Delivery
• Delivered
• Cancelled

Helpful detail:

• Shipping Carrier, Shipping Tracking, and Shipping Cost are optional internal fulfillment fields.

Billing Information

The billing panel shows:

• billing name
• billing email
• payment type
• payment intent ID
• whether the payment intent succeeded

Helpful detail:

• The payment intent ID links to Stripe from the Club Management Portal detail view and index view.

Order Summary

The order summary is a saved snapshot of what was purchased.

This is important because:

• products and options can change later
• the order still keeps the original purchased details
• admins can review the saved summary without relying on the current product setup

Notes fields

• Admin Notes is for internal notes and can be edited.
• System Notes is a read-only system-generated activity log.
• The linked Customer record is read-only in the order resource.

What happens after successful payment

When Stripe reports that the payment intent succeeded:

• the order's payment success flag is updated
• an order email is sent to the configured e-commerce notification email list, or the default contact email if no list is set
• a confirmation email is sent to the billing email address entered during checkout
• inventory is reduced for product options that use the tracked inventory methods

Current limits to know about

• There are no actions on the current order resource in the Club Management Portal.
• The order resource is for management and fulfillment, not order creation.
• Shipping-related fields are optional and can be left blank if your workflow does not need them.

Practical workflow tips

• Use Order Status consistently so your team can quickly see what still needs attention.
• Add Admin Notes for special handling, communication details, or exceptions.
• Use the Product filter when you need to find all orders containing one specific item.
• Check the payment success field before treating an order as fully paid.

Related topics

• E-Commerce Overview - Learn how store activation, checkout, and notifications fit together.
• Products and Categories - Manage the products and options that feed orders.
• Set Up Clubistry Payments - Review the initial Stripe setup that enables e-commerce checkout.