Managing Subscriptions¶

The Tectalic Wine Club admin gives you full visibility and control over your members' subscriptions.

Subscription List¶

The subscription list shows all subscriptions with tabs to filter by All, Active, Paused, Failed, Cancelled, or Has Issues.

If a subscription has an issue that needs your attention, its row is highlighted in orange with a warning icon. Hover over the icon for a summary, or click the row for full details. Warnings include:

• No payment method on file — the subscription doesn't have a payment method attached, common for imported subscriptions before the customer adds one. See No Payment Method on File below for how to resolve this.
• Email delivery issues — the customer's email address is bouncing or has been flagged for spam. See Email Delivery Issues below for details on resolving bounces and suppression.

The Has Issues tab shows a badge with the current count and lists every subscription with an active warning. Review this tab after a CSV import or whenever you need to triage outstanding issues.

You can also import subscriptions in bulk from a CSV file using the Import button at the top of the list.

Searching Subscriptions¶

Use the search field at the top of the subscription list to find members by customer name, email address, or club name. You can also search directly from the dashboard — the search navigates to the subscription list with your search term pre-filled.

Bulk Actions¶

Select one or more subscriptions to reveal a row of bulk actions above the table. Every bulk action follows the same pattern:

• Selecting across pages — Selecting the header checkbox selects the current page. The table then offers a Select all N subscriptions option that extends the selection to every subscription matching the current view and search.
• Confirmation step — Each action opens a confirmation dialog summarising what will happen and how many subscriptions are affected before any changes are made.

Available bulk actions:

• Send add payment method email — Emails each selected customer a link to add a payment method to their subscription. Subscriptions that already have one are skipped automatically. This is the recommended way to follow up after a CSV import.

Subscription Statuses¶

Each subscription is in one of these statuses:

Subscription Details¶

Clicking a subscription opens the detail view showing:

• Customer name and email
• Club name (the specific frequency and case size offering)
• Current status
• Next billing date
• Current items and quantities
• Delivery method and address
• Order note (if set)
• Payment method on file
• Activity log

Real-Time Progress Feedback¶

When you perform any action on a subscription, the app shows real-time progress directly on the page. You'll see:

• A banner with a spinner and status message while the operation is being processed
• The page is greyed out while the operation is in progress, preventing conflicting actions
• When the operation completes, the page automatically refreshes with the updated data
• If something goes wrong, an error message is shown so you know what happened

For bulk operations like Replace Product, the subscription page also shows the overall bulk progress (e.g., "Updating items — part of Replace Product: 150/200 subscriptions updated").

Actions¶

You can perform the same actions as customers, plus you have visibility into the full activity history.

Pause¶

Pausing stops billing and deliveries until you or the customer resumes the subscription. Use this when a customer requests a temporary hold (e.g., travelling, or excess stock).

Resume¶

Resuming restarts billing on the next scheduled date.

Cancel¶

Cancelling permanently ends the subscription. Any orders already placed or in progress continue as normal. This cannot be undone.

Skip¶

Skipping pushes the next order to the following billing cycle. The skipped billing date and new next billing date are shown before confirming.

Order Now¶

Order Now charges the customer immediately for their next scheduled order. This is useful when a customer wants their delivery early. Since the order is placed early, future orders also shift forward.

If the billing attempt fails (e.g., due to inventory issues), no automatic retries occur. You need to resolve the issue and trigger Order Now again.

If the subscription has no payment method on file, the Order Now action is blocked before any charge is attempted and a clear error message is shown. See No Payment Method on File for how to prompt the customer to add one.

Change Items¶

Available for Choose Your Own clubs only. You can modify the wine selection on behalf of the customer. The total number of bottles must match the case size. Changes apply to the upcoming order and all future orders.

By default, the customer receives an email when their items are changed. To make a change silently, uncheck Send notification email to customer before saving.

For Curated clubs, the wine selection is fixed and cannot be changed.

Change Delivery¶

Update the delivery address or switch between delivery methods (shipping, local delivery, or winery pickup). The system checks which delivery options are available for the address and shows the available options along with any shipping cost changes.

Order Note¶

You can add or edit an order note on behalf of the customer. The order note appears on the subscription detail page below the delivery details. Click Edit to open the editor.

The note is included with all future orders for this subscription and appears in the Shopify order notes field. Use it for special instructions like delivery preferences, gift messages, or scheduling requests. Customers can also edit their own order note from the customer portal.

Update Payment Method¶

The subscription detail page shows the customer's payment method — card brand, last four digits, and expiry date (or PayPal email). Click Edit to update it. You'll see two options:

1. Send link to update card — Emails the customer a secure link so they can update their own card details.
2. Manage payment on customer page — Opens the customer's profile in Shopify, where you can replace their card directly:
   1. Click the pencil icon next to Payment methods
   2. Click the three-dot menu next to the payment method
   3. Click Replace card and enter the new card details

Any changes to a customer's payment method automatically apply to all their wine club subscriptions.

No Payment Method on File¶

When a subscription has no payment method on file, a prominent warning banner appears at the top of its detail page. This is most common for imported subscriptions before the customer adds a payment method.

The banner includes a Send email action that emails the customer asking them to add a payment method. After clicking, a confirmation dialog shows the customer's email address and explains exactly what's about to be sent. On confirm, the email is queued and a success banner appears at the top of the page.

The email links them to their subscription page in the customer portal, where the same prominent banner walks them through adding a payment method via their Shopify customer account profile.

The "Add a payment method required" template can be re-subjected and disabled like any other customer email — see Settings > Email Templates.

Once the customer adds a payment method to their Shopify account, the app automatically attaches it to any of their subscriptions still missing one. The banner clears and a "Payment Method Added" entry appears in the activity log — no further action needed from you.

Reactivate¶

Available for Failed subscriptions. When a subscription fails due to payment issues, update the payment method before reactivating. Then you can reactivate the subscription, which immediately attempts to charge the customer's payment method.

Activity Log¶

Each subscription has an activity log showing all changes over time. Each entry includes:

• What changed — The action taken (e.g., paused, items changed, address updated, payment method added)
• Who made the change — Customer, merchant, or system
• When — Timestamp of the change

The activity log gives you a complete audit trail for each subscription.

Email Delivery Issues¶

If a customer's email address bounces or is marked as spam, a warning banner appears at the top of their subscription detail page. The banner shows the affected email address and explains why emails can't be delivered.

You have two options:

• Change email address in Shopify — Opens the customer's profile in Shopify admin where you can update their email. Once updated, the app automatically detects the change and clears the delivery block.
• Resume email delivery — If you've confirmed with the customer that their email address is correct (e.g., the bounce was temporary), click this to re-enable sending. You'll be asked to confirm that you've verified the address is valid.

You also receive an email alert when a customer's email is first blocked. See Merchant Emails > Email Delivery Alerts for details.

Operation Feedback¶

When you perform an action on a subscription or club, real-time feedback is shown directly on that page. Operation banners and progress are scoped to the specific subscription or club you're working on — you won't see banners for operations happening on other subscriptions or clubs while you're browsing elsewhere in the app.

Bulk operations like Replace Product or curated product updates show a progress bar on the club edit page while they run.