Find the shop and view its orders

Before you start

The shop has its own entry points in all three apps, without adding a tab to the tutor or staff bottom bar. Sign in and select the right club. This guide covers the catalogue, basket, order lookup and how the club handles each order. For the step-by-step purchase process, see Shop at the club.

Availability: the shop is available to all clubs. If you cannot see Shop or Received orders, it is a permissions issue: managers need product permissions and staff need Manage shop. Whether families can see the catalogue also depends on the Enable shop switch in the club settings.

Step by step

1. Open it from the tutor app

1. On Home, scroll down to Quick actions and select Shop.
2. Use Catalogue to browse club products and My orders to view your history. On a phone, the catalogue shows two products per row, with an image and price. Search by name or description using Search products, and filter by All, Kit or Other. Search applies to the club’s entire catalogue; changing a filter returns to the first page.
3. Under My orders, select View order to open its details: tracking status (Received, Paid, Ready for collection, Delivered), payment method, items and collection. Select View items in the list to expand products, options and quantities. Delivery and payment statuses are shown separately.
4. If you paid by Bank transfer, expand View items and select Upload receipt. Choose a screenshot or PDF of the payment (PDF, PNG, JPG or WEBP, up to 10 MB). When finished, you will see Receipt sent. The club will review it. and the status Pending review. Details are in section 6 of this guide.
5. If you need to request a cancellation or refund, select Contact the club in the order. A ticket addressed initially to the administrators opens with the order number in the subject. Describe what you need and send it; opening the form does not send a message or cancel the order.

Tutors only see their orders for the selected club. A suspended account can still view orders but cannot access the catalogue to buy. Closing the shop does not delete order history.

The shop retains the same header as other screens, with the club crest and name. The Back arrow in Catalogue and My orders always returns to Home, even if you arrived through a direct link. On a product page or in the Basket, it returns to the catalogue.

Select a product image or name to open its own page. The catalogue does not expand descriptions, selectors or purchase buttons inside product cards. On the details page, you can view images and the description, choose a size or colour option and adjust quantities according to available stock. Changing an option resets the quantity to one and updates the price and stock. If the product has no purchasable options, you do not need to select an internal variant.

Select Add to basket to save your selection. Adding the same product with the same option again increases its quantity without exceeding known stock. Select Back to catalogue to keep browsing; the basket and its item count appear in the header.

In the Basket, you can change quantities, remove an item or Empty basket. Names, images and the Estimated total are checked with the server using the club’s current prices and taxes. If stock is insufficient or a product or option is no longer available, a notice tells you to correct or remove the line. If part of the basket cannot be calculated, Clybo’ does not show an incomplete sum as the total. If there is a connection error, select Retry.

The basket is not an order and does not reserve stock or take payment. It is kept in this browser for the account and club while you browse or reload; signing out or changing accounts removes the basket from the account you leave. It is not synced between devices and supports up to 50 different items. If the browser prevents it from being saved, a notice appears; in that case it is kept only in memory while the app remains open. Even when the shop is closed, you can remove items from the basket, but you cannot confirm a purchase. To confirm and pay, select Continue to checkout and follow Shop at the club.

The catalogue does not show a collection-location dropdown. Product details and the basket retain the notice Club collection · No shipping: orders are collected at the club; nothing is shipped. If a product is withdrawn or the shop becomes unavailable, its direct address no longer lets you view its details either.

If The shop is not available for new purchases appears, there is no catalogue open to your account or the club has not enabled the shop. If a catalogue is available, it only includes published physical items, never drafts or archived products. Net amounts without a confirmed final price appear as Price to be confirmed.

2. Open it from the staff app

On Home, open Received orders from the shortcuts. Access requires the separate shop management permission. Permission to collect fees or access to the dashboard does not replace it.

Administration and Head coach have shop management by default unless the club disables it for them. Other staff need explicit permission. They can view orders for the club, not only their assigned teams, and cannot see tax details or products’ private costs.

If app notifications are enabled, you receive a New shop order notification whenever a family confirms an order, with the name, number, amount and payment method. Selecting it opens Received orders. Only staff with shop management receive this notification, and only when an order is created; later payments, deliveries or returns do not generate staff notifications. The club also receives an email in its inbox.

3. Open it from the manager dashboard

Open Finance → Shop → Orders. The Products tab manages the catalogue, Discounts contains codes families can apply at checkout (section 8), and Orders shows a table with the number and date, tutor, total, payment and delivery. Search by order number, filter by status using All statuses and use the refresh button to reload the list. On desktop, select the order number (View order) or its row to see details on the right; they remain visible while you browse the list. On screens narrower than 1024 px, order details fill the view when opened; select Back to orders to return to the same position in the list. On a phone, each order appears as a card showing its number, total, tutor, date, and payment and delivery statuses. You can go directly to /club/<club-identifier>/store/orders, keeping the identifier from your club’s address.

See Publish products in the club catalogue to create and edit products, images, variants and stock.

4. Find and review an order

• Search by order number or choose an Order status.
• Use Previous and Next to move through results, 20 at a time.
• Select Refresh to check for recent changes.
• In the dashboard, select an order to review its items in the details. In the tutor and staff apps, expand View items. Where applicable, returned units, cancelled but undelivered units and the refunded amount also appear.

Partial delivery is shown by its quantities, for example one of two units delivered. Managers also see Partially delivered and a progress bar; cancelled, undelivered units do not count as outstanding. A cancelled or closed order keeps that status even if it has historical partial deliveries. An order being paid does not mean it has been delivered. A free order is labelled Free and is not shown as a monetary payment.

5. Configure the shop from the dashboard

Open Finance → Shop → Settings. Only a manager can change these settings; the staff shop permission allows them to handle orders, not configure the shop.

1. Select and confirm at least one available payment method: Card, Cash or Bank transfer. None is selected automatically. Card requires the club’s own Stripe account to be connected and enabled under Settings → Integrations; until then, the option is disabled and includes the Go to Integrations link. A platform account is never used as a fallback.
2. Enable the Enable shop switch to show the catalogue to active tutors. The saved status next to the name shows Open or Closed. If you change the switch without saving, it says Will open when saved or Will close when saved. You cannot enable or save an open shop without an available payment method, or remove the last method while keeping the shop open. Closing the shop keeps the history and remains possible if Stripe becomes unavailable.
3. If you enable bank transfer, complete Bank transfer details and instructions with the account holder, IBAN, recommended reference (order number) and instructions. This is a payment directly into the club’s account, not a direct debit. Do not include passwords or access keys.
4. Complete Collection location, Collection instructions and Club terms and conditions. These are required to enable the shop. Changing the terms creates a new version; it does not rewrite previous orders.
5. Select Save settings. While there are pending changes, Unsaved changes appears next to the button. When saving finishes, the Settings saved toast appears and disappears automatically without leaving a permanent message in the form. If another manager saved changes, they are not overwritten: you can select Discard changes and reload to review the current version.

When the shop is open, active families can confirm orders using enabled methods and by accepting the current version of the terms. Each order retains the version accepted at checkout.

6. Upload a bank transfer receipt

This option appears to tutors only for orders paid by Bank transfer whose payment is still Pending. The money is paid directly into the club’s account using the order’s Bank transfer instructions; Clybo’ does not receive or move it.

1. Under My orders, expand View items for the order.
2. Select Upload receipt and choose the file. Only PDF, PNG, JPG or WEBP files up to 10 MB are accepted; other formats are rejected before upload.
3. When Receipt sent. The club will review it. appears, the order shows Bank transfer receipt with status Pending review and the submission date. Select View receipt to open your file.

While it is pending, you can select Replace receipt if you chose the wrong file; the club reviews only the latest one. If the club rejects it, you will see Rejected and the reason; select Upload another receipt to submit it again. When the club confirms payment, the receipt becomes Accepted, payment becomes Paid and the order becomes Ready for collection; you cannot send any more receipts.

The file is private: only your account and club staff who manage the shop can view it. It does not appear under Documents. Sending the receipt does not by itself confirm payment.

7. Review the receipt and confirm an offline payment

Under the manager’s Orders, select an order to open its details; in Received orders in the staff app, authorised staff expand View items. Orders with an unreviewed receipt show Receipt to review in the list. Orders awaiting payment show Confirm bank transfer or Record cash, according to the method selected when the order was created.

If the family sent a receipt, the details show Bank transfer receipt, its status and date. Select View receipt to open it in a new tab. If it does not match the order, select Reject receipt, enter the required Rejection reason (up to 500 characters) and select Reject. The family sees the reason and can upload another receipt; the order remains unpaid. A receipt that has already been reviewed cannot be rejected again.

In the dashboard, you need a connection to open the receipt. Closing its tab releases the temporary copy. If you save it under Files or explicitly download it, that copy remains on your device and is not deleted when you sign out.

Check the order number and full amount. For bank transfers, verify the payment in the club’s account; viewing instructions or receiving a receipt does not automatically confirm payment. Select Confirm payment only after that check. Clybo’ records who confirmed it; it does not execute a bank transfer. Once confirmed, the pending receipt becomes Accepted and the order becomes Ready for collection, including when cash is recorded.

Bank transfer reservations do not expire automatically. They remain until the payment is confirmed or the order is cancelled manually. The instructions shown on an order are the ones saved when it was created, even if the club later changes its account.

When payment is confirmed, the order document is issued: a receipt, emailed to the family immediately, or an invoice if the club has invoicing enabled. Invoices are registered with the Spanish Tax Agency through the club’s tax provider and emailed with their QR code once registered. If the club’s tax status no longer allows the expected document to be issued, confirmation is blocked without changing the payment or reservation. Recording payment does not mark items as delivered; delivery is recorded separately (section 9).

8. Create discount codes

Open Finance → Shop → Discounts and select New code. Enter the Code (letters, numbers, hyphens and underscores; it is saved in uppercase), Type (Percentage or Fixed amount) and value, Minimum purchase, Maximum uses and Uses per family (blank means no limit), and the validity period From / Until (blank means no expiry). Under Scope, choose Entire shop or Specific products and select at least one product. Select Save code.

Each order accepts one code; families enter it at checkout and see the reason if it does not apply. The list shows value, scope, validity and uses consumed or reserved by pending orders. Edit saves a new revision; if someone else changed it first, you will be asked to reload. Deactivate withdraws the code without deleting it or changing orders that already used it; Activate offers it again. Select Show inactive to view inactive codes.

9. Prepare, deliver, cancel or refund an order

In the order details (manager) or after expanding View items (staff with shop permission), Order management shows actions available for its status:

• Mark as preparing and Mark ready for collection move the status forward; when you mark it ready, the family receives a notice. Confirming a payment also sets it to Ready for collection.
• Record delivery appears only for paid orders (or accepted No charge orders). Enter how many units you are delivering from each line; the remainder stays outstanding and the family receives a notice showing what was delivered and what remains. When nothing is outstanding, the order becomes Delivered.
• Take payment and deliver appears for unpaid cash orders: it records payment and delivery of the specified units in one operation.
• Cancel order appears only for unpaid orders with no deliveries. Enter the reason and confirm: stock and the discount are released, the payment is cancelled and the family receives a notice. For a card order where the family may still be paying, you will see The card payment may be in progress or completed; wait a few minutes and refresh. A paid order cannot be cancelled; it must be refunded.
• Record return appears for paid orders. For each line, enter the units Returned (from those delivered), Withdrawn, not delivered (paid for but not yet collected) and how many returned units are Restocked. Undelivered units are always returned to stock. Enter the Reason and select Record return. The server calculates the amount based on what was paid for those units; you cannot enter an arbitrary amount.

Under Returns, you can see each return and its refund status:

• For cash or bank transfer orders, return the money to the family yourself and select Confirm refund. Until then the return is Open, and you can Cancel return.
• For card orders, the refund is automatically sent to the original card from the club’s Stripe account. If Stripe rejects it, you will see Refund failed and the reason; select Retry refund or Cancel return. You cannot cancel while the refund is In progress.
• A return with no amount (a No charge order) is completed when recorded.

When completed, returned and withdrawn quantities and the refunded amount appear on the order. A credit document is issued (a receipt credit emailed to the family, or a corrective invoice registered with the Spanish Tax Agency if the order had an invoice), and the family receives a notice. If all outstanding units were withdrawn, the order becomes Closed; an order already fully delivered retains Delivered.

If something does not work

If an action under Order management does not appear, the order is not in a status that allows it. For example, it cannot be delivered before payment is confirmed, a paid order cannot be cancelled, and you cannot return more units than were delivered or remain outstanding. If The order no longer allows this status change or This delivery was already recorded with different quantities appears, refresh the order; someone else changed it first.

If This order no longer accepts receipts appears when you upload one, payment has already been confirmed or the order was cancelled; refresh the list. If The receipt file is no longer available appears, it was deleted after its retention period (one year); the review status remains. If the club rejects or confirms it while the screen is open, select Refresh before trying again. Publishing a product does not enable purchases. Home delivery is not available.

If there are no orders, an empty state appears; demonstration orders are not created. A loading error is shown as an error, not as an absence of orders; select Retry. If staff lose permission, the screen stops showing orders, including those that may be cached.

Order lookup has no country-specific restriction and does not require Stripe. Card payments and refunds are only offered with a valid, enabled Stripe integration belonging to the club; the platform account is never used.

Next step

Select Contact the club if you need help with an order issue. To shop as a family, see Shop at the club. To maintain the catalogue, return to Publish products in the club catalogue.