QUICK REFERENCE STEPS
EVENTS
Confirm if tasting or gift
Confirm Deposit Paid
Loop in Ecomm
~Client Confirmed~
ECOMM
Send customer info sheet to client w/ due date (10 days before event)
Create line in Corp Tracker
Confirm beer, packaging, and products
Determine if any packaging orders needed (baseball cards, boxes, snacks, etc)
Determine fulfillment schedule
Remove inventory from Shopify
EVENTS
Confirm full balance paid
Schedule Tasting/Instructor
ECOMM
Upload orders to Shopify, print labels, ship
Download tracking info and shipping cost - record cost in tracker
Create inventory order
FULL PROCESS AND DETAILS
TRIGGER: A signed contract via Tripleseat is received.
Events team loops in ecomm@ on client conversation when confirming. Events will confirm if the event is a tasting or gift, and will confirm if deposit has been paid.
eComm adds info to the corporate gifting spreadsheet.
Copy the Template with Title "[YYYYMMDD]_COMPANY_Recipient Info" for forthcoming recipeint info
Note deadline for recipient info
Add information about event in Notes, link to recipient info, deadline for info, and any internal or customer notes (from sales team or ecomm)
Check the Packaging Calendar for the latest product releases.
Unless otherwise requested, beers will typically be:
Logical Conclusion
Vliet
IPA
Lager
If we have multiple tastings going out try and duplicate the same beers so bulk prep can be done
Once beers are chosen and confirmed by the inventory team, deplete the correct amount of 4pks on each item page in Shopify (Unless we’re waiting for it to be canned).
If a customer requests any other items (merch or snacks) in their tasting/gift make sure we have enough stock or order more if necessary > deplete the correct amount on each item page in Shopify.
Make sure we have enough Tasting materials packets prepped for each kit:
Add the correct "Baseball Cards"
Customer Note (if requested)
Shipping boxes are typically 12x10x4 for a tasting kit or a Single 4-Pack Box for corporate gifts.
*Make sure we have enough of the correct shipping boxes. Orders can be made through East Coast Packaging if we don't.
Suggested fulfillment/shipping dates are currently calculated in the Corporate Sales Tracker. Make changes to this if the customer requests beer by a different date than the event.
Depending on where we are shipping, the tastings can be shipped out all together or trickle out to arrive around the same time. That can be determined by looking at the ground shipping map for UPS.
It’s typically safe to start shipping a week out.
Keep weather in mind (ex. Extreme Heat, Storms, etc.)
Confirm all information is received by deadline.
If you don't receive info from client by deadline, reach out to remind them (via Tripleseat or email)
Once spreadsheet is completed, follow the steps in the Corporate Order Upload SOP
Update the Corporate Sales Tracker as steps are completed.
Set aside physical inventory for packages.
Send tracking information to client in an excel document (via Tripleseat or email)
Once the event has completed, reconcile with an inventory order in shopify.
*Only Threes beers need to be tracked on inventory orders (no snacks, merch, or 3rd party beer).
use angie@threesbrewing.com (alyssa) for customer
add tags: bulk order, virtual tasting, Tripleseat
shipping custom rate: $0 = "Bulk Order"
notes: add notes for what tasting it is for: [Company, Date]
add custom items for each beer, captialize all first words in the beer, followed by the same naming and format as found in the Shopify Product Title: Example "Vliet (Pilsner) 4-Pack" or "Logical Conclusion (Hazy IPA) 4-Pack" at $0 and qty pulled for the order
Uncheck "item is taxable" and do not check "item requires shipping."
mark order as paid, and fulfill.
send link to order to ecommerce@threesbrewing.com in an email.
Additional Tips/Notes:
If additional addresses/kits are requested and approved/paid for then repeat the upload process and adjust the inventory order to reflect the correct amount of beer used
If a kit needs to be re-shipped (ex. was damaged in transit, incorrect address etc). Duplicate the customers order and adjust/update information thats incorrect. The new order should appear on the bulk plan and can be re-shipped.
If pulling inventory for multiple tastings, this can be done in a combined inventory order, provided that the tasting details are listed in the order notes.
Angie staffs a virtual tasting instructor after confirming availability with Zach and alerts instructor of details in advance.
Create Zoom
Login to Zoom using info@threesbrewing.com and pw: Beer123!
Schedule meeting with date, time, random Meeting ID, passcode: THREES, host & participant video "ON", and automatically record meeting on iCloud.
click Save, and open "Copy Invitation" next to "Invite Link"
Use link and passcode to send to client.
Instructor or coordinator will set up their computer or the Team Computer for Zoom access:
Team computer password is 'vliet'
Zoom login info is in 1P.
Create Order in Shopify
Use angie@threesbrewing.com for contact
Add Tags: Tripleseat, Tasting, Bulk Order, Virtual Event.
Add Shipping "Custom" called Bulk Order, for $0
Add a note for the order: "[DATE] Virtual Tasting for [CLIENT]
Add Custom Items and replicate what is on Tripleseat contract:
Custom Threes Brewing Beer Box ($x at qty, charge tax)
Shipping ($x at qty, charge tax)
Service Fee/Admin Fee ($x at 1 qty, NO TAX)
Tip (use $1 tip product, adjust qty to nearest dollar)
"Mark Order as Paid", and create/fulfill order.
Send an email to Fred with links:
9. Sales team to submit applicable tips in Tastings Tip Sheet by Monday at 10am for previous week (Mon-Sun)