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 pickup order workflow in 5 steps.

Pickup workflow at a glance

By following these steps, you will ensure that:

Picqer recognizes when a customer has chosen pickup in your store.
The order is tagged for easy identification.
A blank address label is selected automatically, so it’s clear that it’s a pickup order and 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 pickup” email.

Step 1: Import the shipping method from your store

Picqer needs to know which shipping method was selected, so the correct workflow can be applied for pickup orders. Picqer can automatically import the shipping method from your store 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 pickup is selected. Please provide the order number.

Step 2: Create a shipping provider for pickup

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 'Pickup'. 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 'Pickup' via Settings > Tags. This makes it easy to identify pickup orders in the order overview, mark them as urgent, or run separate pickup batches.

Step 4: Create a template

Shipping and pickup notifications can be sent via Picqer or via your store. 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 store. We recommend sending pickup notifications directly via Picqer.
Shopify: Picqer marks pickup orders in Shopify as 'ready for pickup', after which Shopify sends your customer a notification about it. Once your customer has collected the order, you mark it as 'picked up' in Shopify to close the order. This only works when your customer chooses Shopify's own pickup option at checkout.

Step 5: Set up the workflow with a rule

Create a new order rule via Settings > Rules and set the condition to the order field that holds the shipping method, for example 'Order field: Shipping method' contains 'pickup'. Then add the following actions:

Select template: choose the 'Pickup' template.
Add tag: choose the 'Pickup' tag.

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

Select shipping profile: choose the 'Pickup' shipping profile.
Make picklist urgent (optional): gives pickup orders priority over other orders. Useful if you offer pickup within a few hours.

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