Store & Clubs
Store & Clubs manages student clubs and the Gold redemption store — two HQ-only screens, split out from the rooms/events in Campus.
What it is for. Managing student clubs and their members.
Who can open it. Anyone with permission to view clubs.
Steps. Go to Store & Clubs → Clubs.
Merchandise — Gold redemption store
Section titled “Merchandise — Gold redemption store”Students spend Gold (their reward points) on the student portal, not this screen. The Merchandise area here is where staff manage products and process redemption orders.
What it is for. Declaring redeemable products: name, description, Gold price, images, variants (color/size) per campus, and stock.
Who can open it. Anyone with permission to view/create/edit products.
Steps
- Go to Store & Clubs → Merchandise → Store.
- Add a new product or open an existing one to edit.
- On the detail screen, add variants per campus and adjust stock — always through the adjust form, never by editing figures directly.
Notes
- Hiding/archiving a product removes it from the student store, but existing orders keep the name/price captured at order time.
- Students only see products/variants that belong to their own campus.
Redemption Orders
Section titled “Redemption Orders”What it is for. Approving, rejecting, and tracking student redemption orders through to delivery/pickup.
Who can open it. Anyone with permission to approve redemption orders. Only orders in a campus you’re granted show up.
Steps
- Go to Store & Clubs → Merchandise → Redemption Orders.
- Open the order to handle.
- Depending on the order’s status, click the matching action: Approve, Reject (a reason is required), Mark ready for collection, Mark as shipped, Confirm collected, Mark pickup overdue, Extend pickup deadline, or handle a cancellation request (Accept/Reject cancellation).
Notes
- Rejecting or cancelling an order refunds Gold and stock to the student — it refunds exactly once per order no matter how many times you click.
- For a shipping order, staff ship it through an outside platform first, then click Mark as shipped — there is no dedicated shipping module.
- For a student who never showed up to collect, staff mark it Mark pickup overdue by hand (there’s no automatic job yet).
Reports
Section titled “Reports”What it is for. Orders by status, Gold used/refunded, most-redeemed products, stock by campus.
Who can open it. Anyone with permission to view Merchandise reports.
Note. Excel export: not built yet, pending sign-off.
Common situations
Section titled “Common situations”| Situation | Order of work |
|---|---|
| A student says their redemption order isn’t approved yet | Redemption Orders → look up by order code |
| Need to add a new product to the store | Merchandise → Store → add product + per-campus variants |