Pickup day: the coordinator's page

For the person running the barn. The volunteers have their own card; this is what they can't do and you can.

The night before

Print. Pickup day (left menu) → Pack lists: one sheet per order, grouped by pickup location and time and sorted by last name, with the amount still owed printed on it. Pull sheet (by species): how many of each plant to stage. Both print from the button at the top of the page. Pack lists start on Not picked up yet (what still has to go out); choose All orders to include orders already picked up. Page numbers and the heading at the top of each page print in Chrome or Edge 131 or later; other browsers print the sheets without them.

Make the volunteer link. Pickup day → Volunteer link → Generate volunteer link → Copy link → text it. The card says "Send this link to volunteers. No account is needed." Under When a new link expires, choose the day after the last pickup time or a number of days: "Choose 1 to 30 days." Once a link is on the card, the button reads Show the link again with the day-after-pickup choice (it gives you the same link) and Make a new link with a number of days.

Ask every volunteer to open the link once while they still have signal. The phone keeps a copy of the list and works in the barn with no bars.

"Earlier links stay active until turned off." If a link went to the wrong people, open Problems with a link? on the Volunteer link card and press Turn off all volunteer links, then Yes, turn all links off to confirm. That turns off every live link at once. Make a new one afterwards.

During the day

Your screen is Pickup day. The three tiles are Checked in, Not yet arrived and Missed pickup time. When money is outstanding two more appear, never added together: Still owed (customers who picked up and have not paid, and no volunteer says they took it) and With volunteers (money a volunteer took at the table that you have not recorded yet, at the amount their button showed). The line under the tiles says the same in words, for example "Customers who picked up still owe $24.00. Volunteers are holding $39.00 that is not recorded yet." Under that: how much is still owed on orders not yet picked up, and whether the plants in orders that missed their pickup time are still the district's.

Volunteers check people in and take the money at the table; you record it. Their screen says "Unpaid: collect $X at pickup". When they press Check in, the box asks "They still owe $X. Did they pay you now?" and the row says "Unpaid: collect $X now, then hand it to the coordinator to record". The page shows the sale's Pickup-day phone as the coordinator number, so a volunteer can call or text you: put your cell in it under Sale settings → Pickup-day contact and press Save sale settings. Left blank, the page shows your district's office phone (District info in the sidebar). The pickup-day phone is shown only to volunteers with a link, never on the online store, receipts or emails. When someone pays, open the order (Orders → search the name) and press Mark $X paid: choose Check, Cash, Card on the district's own reader, or Other. Cards run on whatever reader you already own; SeedStand records it so your totals reconcile. A volunteer who took the money presses "Yes, I took $X in cash" or "Yes, I took a check for $X" in the box after a check-in, or "I took the $X (cash or check)" on the row and then chooses ("I took $X in cash" or "I took a check for $X"); their phone offers only the methods ticked at pickup under Payment methods accepted (Payments in the sidebar). Those orders then sit on Pickup day under "Taken at the table, not yet marked paid" with the volunteer's name and the time (with the date when it was another day), until you press Mark paid. The Picked up, unpaid list above it says "1 more was taken by a volunteer and is listed below." so nobody is chased twice. That list is a note from the table, not a payment. Nothing is recorded until you record it. If a volunteer presses it on an order you had already marked paid, their phone tells them to keep the money aside and tell you, and Pickup day lists it under "Taken at the table after the order was paid" (below).

Refund owed → Mark refunded. A canceled cash or check order, or a paid order whose plant was replaced by a cheaper substitution, says Refund owed. Pickup day lists them under Refunds owed, and the volunteer's row says "Refund owed: $X. Tell the coordinator.". Pay the customer, open the order, choose Cash, Check or Other, and press Mark refunded ($X). A card refund made from SeedStand has already gone back to the customer's card. There is nothing to pay by hand. A substitution refund is recorded once the customer has collected, and after that the check-in can't be undone.

The order changed after the money was taken. The list shows what the volunteer's button showed when they pressed it, so it matches the money in their hand. If the order changed afterwards (an item removed, a substitution), the row also says "The order now owes $X." and "Order changed after the money was taken". Settle the difference with the customer, then mark the order paid. If the order was canceled or now owes nothing, the row stays until you return the money and press Dealt with on it. The page then says "Marked dealt with. The volunteer's note is cleared. No payment was recorded." If you later take a payment off an order (a check that came back), the volunteer's note on it does not come back: that money was recorded once, and nobody at the table is holding it.

Taken at the table after the order was paid → Dealt with. Find the money the volunteer kept aside. Return it to the customer or record it on the order, then press Dealt with on that row. It leaves the list, and the order's history says who marked it. Until then it is counted in the With volunteers tile.

A customer did not take everything. The volunteers' sheet tells them: "Tell the coordinator before they leave. The coordinator removes the missing item on the order page." An order marked picked up cannot have an item removed, so undo the check-in first. If a volunteer took money for the order, record it first with Mark $X paid: undoing the check-in clears the volunteer's note. Then, on the order, open Fix a mistake, press Undo check-in and confirm with Undo the check-in. Press Remove from order on the item they did not take, choose the reason and press the button that names the item (for example Remove Red Oak). Then press Mark picked up. The plants go back into stock, and if they had paid for it the order page says how the money goes back.

Someone arrives with no order? Walk-in sales records a sale against leftover stock: pick the plants, take the money, press Record sale (the button shows the total). If the shelf shows more than the screen believes is left, tick "Sell anyway (extra stock confirmed with the nursery)" first.

Two tables checked in the same person. The second phone shows an amber note with the customer's name: "… was already checked in on another phone." Nothing double-counts; the volunteer has been told to check with the other table before handing over a second set.

Late arrivals turned away. When a volunteer tries to check in an order already marked not picked up, the phone refuses it. Pickup day says so at the top and lists the order under Missed pickup time → "Turned away at the table", and the order's history has the line. Open the order to decide.

A volunteer needs you when the screen says so. Three things only you can do: undo a check-in older than 12 hours ("This check-in is more than 12 hours old, so it can't be undone here. Ask your coordinator."), check in an order that was marked not picked up or canceled (from its order screen, because "That changes what the district keeps."), and anything about money.

At the end of the day

Customers who left without paying. Once the last pickup time has ended, Money to settle says, for example, "2 customers took their plants and have not paid. Call or email them, then record the payment." The Picked up, unpaid list has a Phone or email column, so you can reach each one without opening the order.

Pickup day → Review and mark not picked up. It lists every order whose window has passed and who never arrived, and says what the district keeps under its forfeiture policy. Confirm with Mark not picked up. Until a window has actually passed the section says "Nothing to review: no order has missed its pickup window."

Nothing is deleted. A late arrival is still on their order screen: Back to awaiting pickup reverses the mark, and Mark picked up checks them in.

The plants from not-picked-up orders are the district's. They do not go back on sale by themselves. Sell them at the surplus table, give them away, or plant them out.

Good to know

• A volunteer link works until the date shown on its card: the day after your last pickup time, or the number of days you chose. Turn off all volunteer links (under Problems with a link? on the Volunteer link card), then Yes, turn all links off, ends every link at once.
• Volunteers cannot record payments, cannot mark anyone not picked up, and cannot see customers' email addresses.
• A check-in made with no signal is saved on the phone ("Offline. Check-ins are saved on this phone.") and sent when the bars return. Volunteers do not need to check anyone in twice.
• The pack list amount and the volunteer's "Unpaid: collect $X" are the same number from the same order. If they differ, someone recorded a payment in between. Refresh the page.
• Questions: support@seedstand.org, or Report a problem at the bottom of any admin page.