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 group name | Discount percentage | Club type |
| Club names, descriptions, images | Free shipping toggle | |
| Signup page visibility | Disabling clubs | |
| Member limit | ||
| Adding new products or clubs | ||
| 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 club 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 club and save, the app automatically updates all existing subscriptions on that club. 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 group — including all clubs and all existing subscriptions. This is available for both Curated and Choose Your Own club groups.
Replace Product is useful when:
- A new vintage arrives and you need to swap the old one — see Vintages for a step-by-step workflow
- A wine is discontinued and you need to substitute it
- You want to swap a product across all clubs at once
- You need to update both club settings and existing subscriptions in one step
- The replacement product is already used in some clubs — the app handles the overlap automatically
How to Replace a Product¶
Before you begin
- The replacement product must already exist in Shopify with a status of Active or Unlisted. Draft and Archived products won't appear in the replacement product picker.
- The outgoing product doesn't need to be active — archived and even deleted products appear in the "product to replace" dropdown.
- 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.
Vintage Rolls¶
When a new vintage arrives, follow these steps to roll it across your club:
- Create the new vintage product in Shopify and set it to Active or Unlisted — it must have one of these statuses to appear in the product picker.
- Swap the old vintage for the new one:
- Use Replace Product to update all clubs and subscriptions within a group at once, or
- Update curated selections to push the new wine to all members
- Repeat for any other club groups that use the same wine
- Archive the old vintage in Shopify once it's no longer available. This removes it from the signup page and Change Items screen while keeping the product record intact.
Tip
Always create the new vintage product before replacing — it must be Active or Unlisted to appear in the product picker. The old product can be archived before or after replacement; it still appears in the "product to replace" dropdown even if archived or deleted.
For more on how vintages and product statuses work, see Preparing Your Products.
Renaming a Club¶
You can rename a club at any time. When you do, the app automatically updates:
- Customer tags — all subscriber and waitlisted customer tags in Shopify are updated to the new name
- Shopify customer segments — the subscription and waitlist segments are updated to match the new name
- Subscription name at checkout — the club name shown to customers during Shopify checkout is updated
Note
Order tags on existing orders are not renamed — they retain the club name from when the order was placed. Future orders will use the new name.
Member Limit & Waitlist¶
You can cap the number of members in a club by setting a Member limit. When the club reaches its limit, the signup page automatically shows a waitlist form instead of the normal signup flow.
Setting a Member Limit¶
- Open the club in the app
- In the Member limit field, enter the maximum number of members you want to allow
- Click Save
The member count includes all Active, Paused, and Payment Failed subscriptions. Cancelled and expired subscriptions don't count toward the limit.
Leave the field empty to allow unlimited signups.
The member limit is not a guaranteed hard cap
The member limit prevents new signups through the signup widget, but in rare edge cases additional members may slip through — for example, if a customer is directed back to an existing cart by an abandoned cart recovery tool, or if two customers complete signup simultaneously at the exact moment the limit is reached. Treat the member limit as a strong guardrail rather than a guaranteed ceiling.
How the Waitlist Works¶
When a club reaches its member limit:
- New visitors see a waitlist form instead of the signup button. They enter their name and email, and must tick a consent checkbox ("Notify me by email when a spot opens up") to join the waitlist.
- Waitlisted customers are created as Shopify customers (if they don't already exist), tagged with
Waitlist: {Club Name}, and subscribed to email marketing so you can contact them via Shopify Email or your preferred/existing email marketing tool. - A Shopify customer segment is automatically created for each club's waitlist, so you can use Shopify Email or Shopify Segments to contact waitlisted people.
Viewing the Waitlist¶
On the club edit page, a Waitlist section appears when people have joined the waitlist. It shows:
- The number of people currently waiting
- A table with each person's name, email, preferred club, date joined, and status
- Conversion statistics — how many visitors saw the waitlist form and how many joined
Contacting Waitlisted Customers¶
The app creates a Shopify customer segment for each club's waitlist. You can use this segment with Shopify Email to:
- Notify people when a spot opens up
- Send updates about the club
- Offer alternative clubs or products
Waitlist notifications are manual for now
The app does not automatically email waitlisted customers when a spot opens. Use the Shopify customer segment to send emails manually when you're ready to accept new members.
Waitlist Conversion¶
When a waitlisted customer later signs up for the club (by completing the normal signup flow), their waitlist entry is automatically marked as converted.
Direct Signup Links & Visibility¶
Each enabled club has its own unique signup link you can share in email campaigns, social media, or with specific customer groups. You can also unlist club groups from your public signup page while keeping them accessible via direct link — useful for VIP or invite-only tiers.
See Direct Signup Links for setup instructions and details.
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¶
Club groups can be deleted if they have never had any subscriptions. Once any customer has subscribed (even if later cancelled), the club group cannot be deleted — archive it instead.