Releases Overview
What a release is, how its lifecycle works, and where to find every related action.
A release is a scheduled batch of products sent to one or more clubs. Spring 2025 Reds, Holiday Mixed Pack, Library Members Only — they're all releases. Releases are the operational heart of OnCloudWine: creating one generates fulfillments, queues payments, and triggers shipments.
The release lifecycle
Each release moves through five stages.
| Stage | What it means |
|---|---|
| DRAFT | You're still building it. Editable, not visible to members, no payments or fulfillments generated yet. |
| PENDING | Locked and ready. Fulfillments and payment records are generated. Ready to process payments. |
| COMPLETED | All payments processed and all shipments handed off. Marked complete by the team or auto-transitioned when every fulfillment ships. |
| CANCELLED | Aborted before completion. Refunds may be issued for any payments already taken. |
| ARCHIVED | Older releases hidden from the default view. Archived releases keep all data but don't appear in the main list. |
The releases list
Releases
Total 14 releases in your organization
| Release | Club | Members | Stage |
|---|---|---|---|
| Spring 2026 Reds | Red Club | 128 | PENDING |
| Library Reserve Q1 | Reserve | 47 | COMPLETED |
| Holiday Mixed Pack | Mixed Club | 312 | COMPLETED |
| Summer 2026 Whites (draft) | White Club | — | DRAFT |
What a release contains
When you open a release you'll see eight tabs covering every aspect of it.
- Active Contacts
Members who will receive this release. Built from club membership, scoped by your tag and status filters.
- Inactive Contacts
Members in the relevant clubs who are paused (status
ON_HOLDorINACTIVE). Useful for visibility — they're skipped, but you can see who.- Excluded
Members manually removed from this specific release without changing their overall membership status.
- Products
The wines (and quantities) every active member receives by default.
- Payments
Generated payment records, with status (PENDING, PROCESSING, COMPLETED, FAILED). Use this tab to retry failed payments.
- Modifications
Per-contact product overrides. See Per-Contact Modifications.
- Fulfillments
Every member's order, with shipping status. Drill in to manage shipments.
- Issues
Members who need attention before completion — failed payments, missing addresses, age-verification holds, etc.
Common actions
The release detail page has a row of action buttons at the top.
| Action | When to use it |
|---|---|
| Edit release | Change release name, description, or scoping (DRAFT only). |
| Process payments | Run the payment job for every PENDING payment in the release. |
| Sync to Square | Push order records to your Square POS for in-person fulfillment workflows. |
| Sync to WooCommerce | Mirror the release into WooCommerce for online order management. |
| Archive | Hide a completed release from the default list. |
| Cancel | Abort an active release. Issues refunds where appropriate. |
Suggested workflow
Build the release in DRAFT
Add products, scope by club and tags, preview the contact list. See Creating a Release.
Apply modifications
Override products for specific contacts (allergies, preferences, custom packs). See Per-Contact Modifications.
Promote to PENDING
The release stage flips and payment records are generated for every active contact.
Process payments
Charge cards on file. Failed payments stay in
FAILEDfor retry. See Processing Payments.Print pack list and ship
Use the Packing List view to pack, then create shipments via FedEx or sync to your fulfillment partner.
Mark COMPLETED
Once every fulfillment ships, the release auto-completes. You can mark it early if you intentionally have outstanding items.