Orders assignment to store employees

Shop-Script » Orders »

Available in Shop-Script version 12.2 and higher.

For every order, an administrator can select a user who must be considered currently responsible for processing this particular order; i.e., an order manager. This helps tracking who is working with which orders.

Selected manager in the order properties

As an order is being processed, different users can be selected as its managers. Or, when it is more appropriate, you can select only one manager for an order and not replace that employee with anyone else, to keep them as the only person responsible for processing that particular order. You always have the full freedom in the selection of order managers.

As order managers can be selected users with any access to the store’s orders, either full or limited. The currently selected user can see the order in the Orders section and can work with it. To all other users with limited access rights such an order is not available.

Automatic orders assignment

In the premium version, apart from the manual assignment, orders can also be distributed among client managers automatically according to their properties such as sales channel, total amount, shipping or payment method, customer category, availability of a certain item in the product, or the use of a certain stock.

To make orders auto-assigned to managers, add appropriate rules in section Shop-Script › Settings › Managers & assignments in the “Action: ... → Assign: ... (conditions)” format.

For instance, all new orders can be auto-assigned to a selected manager.

Example of automatic assignment of new orders to a selected user

If auto-assignment must occur during the execution of a certain order action then select that action in the rule settings.

Example of automatic assignment of orders upon the execution of an order action

You can add numerous conditions; once any of them is satisfied, the order will be immediately assigned to the selected manager, and the remaining conditions will be ignored.

Example of automatic assignment of orders on matching multiple rules

Orders can be assigned according to your choice:

to a certain manager,
to the user who has executed the selected action,
to the least busy manager (to ensure that orders are evenly distributed among all available users).

If necessary, assignment can be removed from orders; they become “free” and no longer available to their previously selected managers.

Example of automatic removal of orders assignment from users

User roles and the order manager

A role in an order is attached to a user according to their access rights and is visible in the order history. The selection of a manager, on the contrary, is a temporary characteristic of an order as it can be changed at any time, including the use of the order handling automation.

Roles

Below are listed the cases when a user’s role in an order gets fixed:

An order is created using the mobile app; the user who creates the order becomes its cashier.
Order action Fulfillment is executed and a user is selected; the user becomes the order’s picker.
Order actions Shipped or Change shipping details are executed, and a user is selected; the user becomes the order’s courier.

Such a user can see this order in their available order listing and can work with it.

The role attached to a user is immediately fixed in the order history. If you replace a user for a role; e.g., select another courier or picker, then this change will also be visible in the order processing history.

Order manager

When the order manager is changed:

When a user is manually selected by an administrator.
When a user is automatically assigned as the order manager according to the rules set up by an administrator.

Any user can be assigned as an order manager — either the same user whose role has just been during the order processing, or anyone else.

The manager selection is not saved in the order history; a manager can be freely changed an unlimited number of times without any strict connection to the executed order actions.

Cashier, picker & courier

Users with limited access rights of a cashier, picker, and courier can have 2 functions at a time by performing their usual role attached to them during the order processing and by being selected as a manager.

This can happen only when an administrator selects a user as the order manager or when the user is automatically assigned to an order according to the the set up automation rules. In no other cases is the manager selection changed for an order.