Before sharing a uniform shop link, agree what happens after a member places an order. The merchandise coordinator and supplier need the same understanding of the closing date, product details and delivery arrangements.
This checklist suits a club collecting orders during a defined buying window. If you sell from stock throughout the year, use the same product and responsibility checks.
1. Work back from the date members need their uniforms
Ask the supplier about production and delivery lead times before announcing a collection date. Allow for the club’s work after the order window closes.
- Confirm the supplier’s deadline for receiving the final club order.
- Agree whether production depends on a minimum quantity.
- Set the member order closing date and time.
- Decide whether late orders can be accepted and who approves them.
Describe delivery dates accurately. If timing depends on the final quantity or supplier confirmation, explain that when orders open.
2. Prepare one checked product list
Keep the approved product information together. Ask the supplier to check it before anyone loads the shop.
- Confirm product names, descriptions and approved images.
- List the available colours and sizes for each item.
- Supply the correct size chart, including how to take measurements.
- Record personalisation options and how members should enter the required details.
- Approve the selling price for each product or option.
Use descriptions members will recognise. If two garments look similar but have different fits, explain the difference beside the size choices.
3. Decide how stock and order quantities will be handled
A shop selling items held by the club has different requirements from one collecting orders for a future production run.
For club-held stock, confirm the quantities available and who updates them after sales outside the shop. For a supplier order window, agree how final quantities will be checked before ordering.
If a product needs a minimum quantity, decide how the club will handle a shortfall. Confirm the approach and any required system behaviour before promising members that an item will go ahead.
4. Make collection and delivery instructions specific
Tell members where their order is going. A club collection session, individual postage and delivery to a team manager each need different information.
- Choose the available collection or shipping arrangements.
- Confirm any delivery charges and address information needed.
- Name the club contact for size queries, order corrections and delivery questions.
- Explain how members will hear that orders are ready.
Agree the approach to exchanges and returns with the relevant club and supplier contacts. Put the approved instructions where members can read them before ordering.
5. Agree who does each job
Write down who supplies the product data and who loads it into the shop. Also confirm who checks orders, passes information to the supplier and arranges fulfilment.
If you use a hosted shop, agree its charges and support scope separately from product supply. The clothing supplier’s involvement does not establish who answers members’ order questions.
A named contact for each job gives the committee somewhere to direct a query when the merchandise coordinator is unavailable.
6. Check an order before opening the window
Ask someone to follow the purchasing instructions on a phone. Use an agreed test process and confirm how test orders or payments will be handled.
- Choose a product and check the size, colour and any personalisation fields.
- Review the displayed price and collection or shipping instructions.
- Read the order confirmation and check the club contact details.
- Confirm that the order information needed by the supplier can be obtained in a usable format.
Have the merchandise coordinator approve the shop before sharing the link. When the window closes, check exceptions and final quantities before passing the agreed order to the supplier.
Talk through your club shop with EML
EML provides club shops with product options, order windows and order information for fulfilment. We can discuss how your club and supplier work together before agreeing the setup.
Tell us which products you want to offer and when the order window needs to open. We’ll clarify product loading, transaction charges and the responsibilities for delivery and member support.