Managing Clubs¶
Once a club is published, you can continue to edit most settings. Some changes are restricted once the club has active subscriptions.
Editing Clubs¶
| What You Can Always Change | What Requires Confirmation | What's Blocked |
|---|---|---|
| Club name | Discount percentage | Club type |
| Combination titles, descriptions, images | Free shipping toggle | |
| Adding new products or combinations | Disabling combinations | |
| Removing products | ||
| Curated product selections |
Changes that require confirmation show a warning explaining the impact on existing subscriptions.
When you save changes to a published club, the app shows real-time progress directly on the page — including a banner with a spinner and status message. The page is greyed out while the operation is in progress and automatically refreshes when complete. See Real-Time Progress Feedback for more details.
Changing club type
A club's type cannot be changed once any customer has subscribed to the club. If you need a different type, create a new club.
Changing Products¶
How product changes work depends on your club type:
Adding or removing products from a combination changes the available pool that customers can choose from. This affects:
- New signups — They see the updated product selection during signup
- Existing members changing items — When a member uses Change Items in the portal or you change items on their behalf, they see the updated pool
Existing subscriptions' current selections are not changed. If you remove a product that a member currently has in their subscription, their upcoming order still includes it. To update their selection, use Replace Product to swap it across all subscriptions at once, or Change Items to update individual subscriptions.
Choose Your Own club changes don't affect existing subscriptions
Product and discount changes only apply to new signups and future Change Items actions. Each subscription is independent once created. To update an existing subscription, make changes directly from the subscription detail view.
When you change the curated product selections for a combination and save, the app automatically updates all existing subscriptions on that combination. This is the primary way to manage vintage rolls and seasonal updates — change the wines once at the club level and every member receives the updated selection.
When saving curated product changes on a club with active subscriptions, you'll see a confirmation dialog showing:
- How many existing subscriptions will be updated
- A note that all items will be repriced to current rates
- An option to notify customers of the change (enabled by default)
After confirming, a live progress bar tracks each subscription as it's updated. The page automatically refreshes when all subscriptions are done.
Vintage rolls made easy
When a new vintage arrives, simply update the curated selection in the club settings. All existing subscriptions are automatically switched to the new wines — no need to update each one individually.
Repricing
When curated products are propagated to existing subscriptions, all items are repriced to the current product prices with the club discount applied. This ensures pricing stays consistent across all members.
Replacing a Product¶
Use Replace Product to quickly swap one product for another across an entire club — including all combinations and all existing subscriptions. This is available for both Curated and Choose Your Own clubs.
Replace Product is useful when:
- A wine is discontinued and you need to substitute it
- You want to swap a product across all combinations at once
- You need to update both club settings and existing subscriptions in one step
- The replacement product is already used in some combinations — the app handles the overlap automatically
How to Replace a Product¶
- Open the club in the app and click Replace product in the page header
- Select the product to replace from the dropdown — this includes products in club selections, products that only appear on existing subscriptions, and deleted products
- Click Choose product to pick the replacement product from your Shopify catalogue
- Choose your options:
- Notify customers of this change — Sends an "Items changed" email to affected members (enabled by default)
- Reprice all items to current rates — Updates pricing on all items in affected subscriptions, not just the swapped product (enabled by default)
- Click Replace product to confirm
The replacement happens in the background. The club page shows a live progress bar tracking how many subscriptions have been updated (e.g., "Replacing product: 50/200 subscriptions updated"). The page automatically refreshes when the operation completes.
Removing a product? Consider replacing it
When you remove a product that has active subscriptions, the confirmation dialog offers a Replace Product Instead shortcut. This opens Replace Product with the removed product pre-selected, so you can swap it out across all existing subscriptions in one step.
Replacement is immediate
Once confirmed, the product swap begins processing across all affected subscriptions. This cannot be undone — to reverse it, you would need to replace the product again.
Archiving Clubs¶
Archiving a club stops new member signups but everything else remains the same as an active club — billing, delivery reminders, customer segments, and Shopify synchronization all continue unchanged.
Deleting Clubs¶
Clubs can be deleted if they have never had any subscriptions. Once any customer has subscribed (even if later cancelled), the club cannot be deleted — archive it instead.