Workflow for pickup orders

You may offer your customers the option to pick up orders at your store or warehouse. It’s a good idea to set up a clear workflow for this, so both your warehouse team and your customers know that the order will be picked up. You can set up an effective pick-up order workflow in 5 steps.

Pick-up workflow at a glance

By following these steps, you will ensure that:

Picqer recognizes when a customer has chosen pick-up in your webshop.
The order is tagged for easy identification.
A blank address label is automatically selected, making it clear that it’s a pick-up order and recognize which package belongs to which customer.
If you send order confirmations and shipping notifications via Picqer, you can use templates to automatically send customers a “Your order is ready for pick-up” email.

Step 1: Import the shipping method from your shop

Picqer needs to know which shipping method was selected, so the correct workflow can be applied for pick-up orders. Picqer can automatically import the shipping method from your webshop using order fields.

If you haven’t set up an order field yet, contact us via Help & Feedback or email support@picqer.com. We’ll assist you with importing the shipping method. It’s helpful to have a (test) order where pick-up is selected. Please provide the order number.

Step 2: Create a shipping provider for "Pick-up"

Add a new shipping provider of type Manual via Settings > Shipping Providers > Manual in Picqer.

Create a shipping profile for this provider, for example named "Pick-up." This profile isn’t linked to a real carrier but represents a function in Picqer. A label is printed with the customer’s details, so it’s clear which package belongs to which customer. You can also disable label printing and write the customer’s name on the package manually. Creating the Manual shipping provider is still required.

Step 3: Create a tag

Create a new tag called "Pick-up" via Settings > Tags. This makes it easy to identify pick-up orders in the order overview, mark them as urgent, or run separate pick-up batches.

Step 4: Create a template

Shipping and pickup notifications can be sent via Picqer or via your webshop. If you want to send the notification via Picqer, follow the steps below.

Create a new template to send a different shipping notification email for these orders and optionally use a different packing slip design.

Adjust the text in the shipping notification such that the subject and content apply to pickup orders. For example, let customers know that their order is ready for pickup. Also include the address and any other information that helps your customer understand how the pickup process works.

In your new template, set the shipping notification to "send automatically".

Using Lightspeed or Shopify?

Are you sending shipping and pickup notifications via Lightspeed or Shopify? For pickup orders, this works differently:

Lightspeed: Picqer does not distinguish between pickup and shipping orders, which means pickup notifications are not sent via your webshop. We recommend sending pickup notifications directly via Picqer.
Shopify: Shopify automatically sends customers a message saying "your order has been picked up" — as if the order has already been collected. Update the content of this message so customers know their order is ready for pickup, not that it has already been picked up.

Step 5: Set up the workflow with a Rule

Create a new order rule via Settings > Rules and set the condition to the shipping method. Make sure the condition is "true," e.g., "shipping method" contains "Pick-up." Then add the following actions:

Select template: choose the "Pick-up" template.
Add tag: select the "Pick-up" tag.

Next, create a picklist rule based on the shipping method to perform one or two actions:

Select shipping method: choose the "Pick-up" shipping provider.
Optional: mark the picklist as urgent to prioritize pick-up orders over other orders. This is useful if pick-up is offered within a few hours.

Following these steps sets up a complete workflow for pick-up orders. It may seem like a lot, so don’t hesitate to contact us if you need help.