Reservation Lifecycle

Every member order within a fulfillment cycle has a reservation — a record that tracks that individual order from creation through delivery. Each reservation moves through a series of statuses as it progresses. This guide covers every status and how orders transition between them.

Reservation Statuses

Pending

The reservation exists but has not been set up yet. No template has been assigned, or the template has been assigned but the order has not been processed.

What you can do: Assign a template and click Mark Ready (exact set) or Send Selection Email (customer choice).

Pending Choice

A customer choice template was assigned and the member was notified to make selections, but the member has not yet submitted their choices.

What you can do: Click Confirm in the sidebar footer to confirm the pre-selected items on behalf of the member. Or wait for the member to submit.

Confirmed

The member's selections have been confirmed (either by the member or by you on their behalf). The order is ready to be marked as ready for fulfillment.

What you can do: Click Mark Ready for Pickup or Mark Ready to Ship in the sidebar footer.

Ready

The order has been marked ready for pickup or shipping. For pickup orders, the wine is set aside waiting for the member. For shipping orders, the package is packed and waiting for label generation or carrier pickup.

What you can do: For pickup: click Complete Pickup or Pickup Selected Items. For shipping: configure shipping, then click Mark Shipped.

Awaiting Shipment

A shipping label has been generated and the order is waiting for the carrier to pick it up.

What you can do: Click Mark Shipped in the sidebar footer once the carrier has collected the package.

Fulfilled

The order is complete — the member has either picked up their wine or the shipment has been delivered. No further actions are needed. The sidebar footer is hidden.

Partial Pickup

The member came in and picked up some of their items, but not all. The remaining items are still set aside for them.

What you can do: Click Complete Pickup or Pickup Selected Items when the member returns for the rest.

Payment Failed

The charge for this reservation was attempted and failed. Inventory is still held for this reservation — see Inventory Holds and Blocking Issues for why.

What you can do: Resolve via the member's payments tab (retry charge), the member self-serves a retry, or you cancel the reservation to release inventory.

Skipped

The member elected to skip this cycle or release. The reservation is closed but doesn't count as fulfilled. No further actions.

Released

The reservation was reset (e.g., the member moved to another location and a takeover release happened). Inventory was returned to stock. No further actions.

Cancelled

The reservation was cancelled. The cancellation reason is displayed in the sidebar. No further actions.

Status Transitions

The typical forward path for an order:

Pending → Pending Choice (customer choice) or Ready (exact set) → Confirmed → Ready → Fulfilled (pickup) or Awaiting Shipment → Fulfilled (shipping)

Orders can also leave the main path:

Any active status → Cancelled (manual cancellation)
Any active status → Payment Failed (charge failure)
Payment Failed → back to previous status (successful retry)
Ready → Partial Pickup → Fulfilled (member picks up in multiple visits)
Any active status → Skipped (member opts to skip)
Any active status → Released (reservation takeover)