Admin Experience - Scope Document

Project: Coneflower Creamery Shopify Integration Component: Staff Workflow & Training Status: Ready to Document

Objective

Establish a clear, simple admin experience for Coneflower staff. Define what lives where and provide training/documentation for day-to-day operations.

Admin Separation Principle

Keep it simple: Two systems, clear responsibilities.

┌─────────────────────────────────┐  ┌─────────────────────────────────┐
│           WORDPRESS             │  │            SHOPIFY              │
│        (Content & Site)         │  │       (Orders & Products)       │
├─────────────────────────────────┤  ├─────────────────────────────────┤
│ • Update page content           │  │ • View/manage orders            │
│ • Blog posts                    │  │ • Process refunds               │
│ • Homepage updates              │  │ • Send pickup notifications     │
│ • Menu/navigation               │  │ • Add/edit products             │
│ • Site settings                 │  │ • View sales reports            │
│ • Contact info                  │  │ • Customer information          │
└─────────────────────────────────┘  └─────────────────────────────────┘

┌─────────────────────────────────┐
│             TOAST               │
│          (In-Store POS)         │
├─────────────────────────────────┤
│ • In-store transactions         │
│ • Create gift cards             │
│ • Redeem gift cards             │
│ • In-store inventory            │
└─────────────────────────────────┘

Daily/Weekly Tasks by System

Shopify Admin (orders.coneflowercreamery.com or admin.shopify.com)

Task	Frequency	How
Check new orders	Daily	Orders → All orders
View order details	As needed	Click order number
Send pickup notifications	Before pickup day	Apps → Gizmo → Bulk select → Mark Ready
Mark orders picked up	After pickup	Orders → Select → Fulfill
Process refund	As needed	Order → Refund
Add new product/flavor	Seasonal	Products → Add product
Update product info	As needed	Products → Edit
View sales reports	Weekly/monthly	Analytics

WordPress Admin (coneflowercreamery.com/wp-admin)

Task	Frequency	How
Update homepage	Seasonal	Pages → Home → Edit
Write blog post	As needed	Posts → Add New
Update contact info	Rarely	Theme settings or page edit
Update menu links	Rarely	Appearance → Menus

Toast (in-store)

Task	Frequency	How
Create gift card for online order	Per order	[Toast workflow]
Redeem gift card in-store	Per customer	[Toast workflow]

Staff Workflows

Workflow 1: Process Online Orders (Daily)

1. Log into Shopify Admin
2. Go to Orders
3. Review new orders
4. Note any special requests
5. [Prepare products for pickup]

Workflow 2: Send Pickup Notifications (1-2 Days Before Pickup)

1. Log into Shopify Admin
2. Go to Apps → Gizmo: Bulk Pickup Manager
3. Filter orders by date range (e.g., orders from Feb 1-12)
4. Select all orders for this pickup batch
5. Click "Mark Ready for Pickup"
6. All customers receive email automatically

Workflow 3: Day of Pickup

1. Customer arrives with confirmation email
2. Locate their order
3. Hand off products
4. In Shopify: Orders → Select order → Mark as Fulfilled

Workflow 4: Fulfill Gift Card Order

1. View gift card order in Shopify (note amount + shipping address)
2. Open Toast POS
3. Create gift card for the ordered amount
4. Package and mail card to customer address
5. Return to Shopify → Mark order as Fulfilled
6. Add tracking number if available

Workflow 5: Add New Product/Flavor (Seasonal)

1. Log into Shopify Admin
2. Products → Add product (or edit existing)
3. Add variant for new flavor
4. Set price
5. Upload image
6. Publish to Headless channel
7. New flavor appears on website automatically

Workflow 6: Update Pickup Dates (Season Change)

1. Log into Shopify Admin
2. Settings → Notifications → Order confirmation
3. Update pickup dates in template
4. Settings → Notifications → Ready for pickup
5. Update pickup dates in template
6. Save both templates

Documentation to Create

Guide 1: Managing Orders in Shopify

Contents: - Logging into Shopify Admin - Viewing orders list - Understanding order statuses - Viewing order details - Searching/filtering orders

Format: PDF with screenshots Est. Hours: 1

Guide 2: Processing Pickup & Notifications

Contents: - Installing/accessing Gizmo app - Filtering orders by date - Bulk selecting orders - Sending "Ready for Pickup" notifications - Marking orders as fulfilled after pickup

Format: PDF with screenshots Est. Hours: 0.5

Guide 3: Adding & Editing Products

Contents: - Creating a new product - Adding variants (flavors) - Setting prices - Uploading images - Publishing to sales channel - Editing existing products

Format: PDF with screenshots Est. Hours: 1

Guide 4: Gift Card Fulfillment

Contents: - Identifying gift card orders - Creating card in Toast - Mailing process - Marking fulfilled in Shopify

Format: PDF with screenshots Est. Hours: 0.5

Guide 5: Season Change Checklist

Contents: - Update email templates (order confirmation, ready for pickup) - Update WordPress pickup info (if displayed on site) - Add/remove seasonal products if needed

Format: Checklist document Est. Hours: 0.25

Training Session

Item	Details
Duration	1-1.5 hours
Attendees	Coneflower staff who manage orders
Format	Screen share / video call
Recording	Provide recording for future reference

Agenda: 1. Overview of new system (10 min) 2. Shopify Admin walkthrough (20 min) 3. Order management demo (15 min) 4. Gizmo / pickup notifications demo (10 min) 5. Product management demo (10 min) 6. Q&A (15 min)

Est. Hours: 1.5 (including prep)

Logins Summary

System	URL	Who Has Access
Shopify Admin	admin.shopify.com/store/coneflower-creamery	Owner + designated staff
WordPress Admin	coneflowercreamery.com/wp-admin	Owner + content editors
Toast POS	[in-store device]	In-store staff

Deliverables

Guide: Managing Orders - PDF documentation
Guide: Pickup Notifications - PDF documentation
Guide: Products - PDF documentation
Guide: Gift Cards - PDF documentation
Season Change Checklist - Quick reference
Training Session - Live walkthrough + recording

Hour Estimate

Deliverable	Hours
Guide: Managing Orders	1
Guide: Pickup Notifications	0.5
Guide: Products	1
Guide: Gift Cards	0.5
Season Change Checklist	0.25
Training Session (prep + delivery)	1.5
Total	4.75

Success Criteria

Staff should be able to independently: - [ ] View and understand orders in Shopify - [ ] Send bulk pickup notifications via Gizmo - [ ] Mark orders as fulfilled - [ ] Add a new product flavor - [ ] Update pickup dates in email templates - [ ] Fulfill gift card orders

References

Shopify Help Center: https://help.shopify.com/
Gizmo App: https://apps.shopify.com/bulk-order-pickup-manager