Applicable to: Association and Club Administrators
Application(s): Admin Portal > Products > Shop
This article will cover the following:
- Setting up your shop
- Creating different product types (Merchandise, Fundraisers, Memberships)
- Managing Easy Merch products
- Managing orders and fulfilment
- Adding products to registration forms
Related articles:
Shop Setup
The PlayHQ shop allows your organisation to sell products to participants. Before you can start selling, you need to ensure your shop is properly set up:
- Navigate to Admin Portal Products Shop Settings
- Ensure the Shop tab is set to be visible on your organisation's PlayHQ page
- Set up your Organisation's payment details at Admin Portal My Organisation Payments
Your shop will be empty until you add products. You can sell different types of products through your PlayHQ shop:
Product Types
Easy Merch: Merchandise supplied by a third-party where you receive 10% commission without handling inventory
Merchandise: Your organisation's own merchandise (uniforms, equipment, etc.)
Fundraisers: Collect donations for your organisation
Memberships: Social or non-playing memberships with benefits
Easy Merch
For more information on Easy Merch, click here
Creating and Managing Products
Merchandise products are your organisation's own items such as uniforms, equipment, or accessories.
Step-by-Step Guide
- Navigate to Products Merchandise
- Click Add Merchandise
- Complete these key fields:
- Product Name & Description
- Product Active: If active this will be available for purchase via the shop and can be added to registration forms
- Images: Square format recommended (under 1MB). You can add multiple images
- Product Type: Single or with variations. Variation allow for selection of things such as size/colour
- Price: Must be over $1
- Fulfilment: Delivery or pickup options. Note if delivery is selected PlayHQ will ask the purchaser to apply a delivery address
- Add custom fields if needed (e.g Custom fields allow you to ask what name you would like printed)
- To add a custom field, select 'Add Custom Field'
- Enter the question and type (drop down allows you to provide options, compared with text box which allows for purchaser to enter text)
- You can also link this to an option/variant. For example if you charge more for personalisation add this as a variant and the link as an option.
- Select Create Custom Field
- Select if you want the product to be visible in the shop and/or registration forms. You can select specific registration forms later
- Click Create Product to save
Fundraisers allow you to collect donations for your organisation or causes.
Step-by-Step Guide
- Navigate to Products Fundraisers
- Click Add Fundraiser
- Complete these key fields:
- Fundraiser Name
- Description: Explain the cause, for example new equipment fundriasing
- Images: Add relevant images
- Price: Create preset donation amounts (up to 10 options)
- Status: Set as Active to make it available
- Click Create Fundraiser to save
You can set multiple donation amount options to give donors choices:
Memberships give community members a way to support your organisation who are not registrered participants.
Step-by-Step Guide
- Navigate to Products Memberships
- Click Add Membership
- Complete these key fields:
- Membership Name: (e.g., "2024 Silver Membership")
- Description: Explain benefits members receive
- From/To Date: Set validity period (cannot be edited later)
- Price: Set the membership fee
- Status: Set as Active to make it available
- Click Create Membership to save
Once products are created and set as Active, you can add them to registration forms.
Step-by-Step Guide
- Navigate to Competition/Program Season Registration Set up or Manage
- Search and select products from the dropdown list
- Optionally set products as mandatory for purchase
- Adjust the display order by dragging and dropping products
Once added, you can rearrange products or remove them from the form:
Products will appear in the "Products" tab of the registration form for participants to select:
Managing Orders
The Order management feature allows you to track and manage sales efficiently.
To access and view your orders:
- Navigate to Products Orders
- View the list of all products your organisation has sold
- Search for specific orders by order number or participant name
- Click View on any order to see details
You can search for specific orders using the search field:
If a participant entered an incorrect address, you can update it:
- Navigate to the order details page
- Click Edit in the Fulfilment section
- Enter the new address in the field
- Select from the drop-down address suggestions
- Review and click Update & Save
The system will provide address suggestions as you type:
You can update product customisations if needed:
- Navigate to the order details page
- Click Edit in the Customisation section
- Update product options (size, colour, custom text, etc.)
- Click Update & Save to confirm changes
Important Notes on Editing Products
- You can only edit options that were available at the time of purchase
- If an option is no longer available, it will appear greyed out
- Custom fields linked to specific options will change if you select different options
Generate reports to track orders and sales:
- Navigate to Products Orders
- Click Download Orders Report
- Use the Transaction Report for detailed purchase information
The Orders Report can help you track fulfilment status, while the Transaction Report provides financial details of all purchases.
Shop Management FAQs
No, you must set up your organisation's payment details before making your Shop visible. This allows you to receive payouts for orders. To update payment details, navigate to Admin Portal My Organisation Payments.
Products that have been purchased or are being used on a registration form cannot be deleted. You can make them inactive to prevent future purchases.
Navigate to the appropriate product category (Merchandise, Fundraisers, Memberships) and click the Edit button next to the product you wish to modify. You can update all product fields and save your changes.