Managing Online Store Orders

Merchandise sales can occur in two places on your SwimTopia site: 

  • In your Online Store 
  • On your Registration Form

This article covers order management and reporting for your Online Store. 
» See our tutorial on Setting up the Online Store

Note: only team members can use the Online Store and WePay is required. At the moment, there are no options for paying for items in the Online Store using alternative payment methods.

Orders placed in the Online Store are listed by registered user in Merchandise.

Go to Manage Team > Merchandise > Orders to view orders, update order status, and print order reports.



All new orders will be listed as OpenClick on an order number to view the order detail. 


The order detail page lists the status of this order and items ordered, along with the order number, date, and the registered SwimTopia user who placed the order.

Click the Back to Orders link to return to the order list.



Order Status

All orders are tracked by the following status types:

  • Processing Status

Open (new orders waiting to be processed)

In Process (received and currently being processed)


  • Payment Status


Pending (coming soon, for non credit-card orders) 

Paid (automatic for WePay orders)

  • Fulfillment Status


Partial (coming soon)


Check one or more orders and select a new status from the Update Status button to edit the processing status for those orders.



Order Reports

Order Detail (Pack List), Item Summary (Pick List), and Order Pick-up Checklist reports are available for each order.

Check one or more orders and select a report to print. 

Note:  these reports only reflect orders that have been placed through your Online Store. » To see how to run reports on merchandise orders placed during Registration, see our article on Merchandise Reports.


The Order Detail Report (Pack List) report includes a receipt summary for each order selected, and prints one order per page. 



The Item Summary Report (Pick List) report lists the total item quantities for the orders selected. 


The Order Pick-up Checklist report lists each order by order number and customer, and includes a CSV export for custom reporting.



Order Fulfillment

SwimTopia is not selling merchandise directly to teams. Rather we are enabling teams to take orders for merchandise and to fulfill them themselves.
We are working on an extension to the existing store functionality, to allow teams to connect with a swim shop of their choice to funnel orders to that partner. In this event some orders may be for merchandise the team fulfills (like t-shirts) and others may be for merchandise the swim shop fulfills. In the case of orders fulfilled by swim shops we will provide the option of either direct shipment (with shipping charges specified by the shop) or "team distribution", provided the team agrees to receive and distribute a bulk order.




Have more questions? Submit a request


  • 0
    Elsa Kayuha

    Can open orders be cancelled or edited? That would be helpful.

  • 1
    Marki C

    At this time we do not wish to use WePay but would like to use the merchandise shop as an order form for the team to order from.  How can we make this happen?


  • 0
    Mia Kruger

    I have the same question as Marki, is it possible to use the merchandise shop without a WePay account?

  • 0
    Lorin Rivers

     Mia and Marki, at the moment, WePay is the only payment method that works with the Online Store, sorry for the inconvenience. Also, only team members can order from the Online Store.

  • 0

    The cost-effective and reliable courier and logistic services are available nowadays. It is quite difficult to crack affordable deals for the same but if you do some research, can easily find a good one that provide special rates to the businesses. My mom has collaborated with courier and logistics services Dallas for her new business and having truly good experience with the team.

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