Organize orders with your own statuses

Add your own order statuses and sub-statuses, move orders through them, and set aside orders you're done with in Archive and Trash.

Every order has a status that tracks payment and delivery: Paid, Shipped, Completed and so on. Your own order statuses sit on top of it and follow how your team actually works: Verification, Picking, For courier, At courier, Returns. Group them, add sub-statuses (for example Completed → Delivered and Delivered COD), give each a colour, and see at a glance how many orders sit in each one.

Only your team sees these names. Customers keep seeing the regular order status in their account and in emails.

Your starting statuses

Every store starts with one status for each regular order status: Created, Paid, Awaiting shipment, Shipped, Completed, Cancelled and so on. Existing orders already sit in the matching one. You can rename and recolour these defaults, and add sub-statuses under them, on every plan.

Add your own statuses

1. Go to Settings → Order statuses.
2. Click Add status.
3. Name it, for example Verification, and pick a colour.
4. Choose an Order status if moving an order here should also change its regular status. For example, link At courier to Shipped: moving an order there marks it shipped, with the usual shipping email. Leave it on Doesn't change it for a step that's only about your workflow, like Verification.
5. Click Save.

To add a sub-status, open the menu (⋯) next to a group and choose Add sub-status. A sub-status uses its group's order status unless you choose its own.

Drag the handle to put groups, or the sub-statuses inside a group, in the order your team works through them.

Plan: adding statuses and sub-statuses needs a paid plan. If your plan changes, your statuses keep working, but you can only edit the default ones.

Move orders between statuses

• One order: open it and pick a status at the top of the order panel. The list shows the order's status, and its regular status next to it when they differ, for example Verification · Paid.
• Many orders: select them on the orders list and choose Move to status. Orders that can't move there are skipped and counted in the message.
• Find orders in a status: use the Status filter next to the search box. It shows how many orders are in each status; choosing a group includes its sub-statuses.

Every move is noted in the order's history.

A few things to know:

• Some moves aren't allowed. A refunded order can't change its regular status, and a cancelled order can't after its items went back to stock, so they can't move to a status linked to another one. Reservations are paid or cancelled from their own panel.
• Other changes keep up. When a payment arrives, a carrier delivers or a refund goes through, an order in a linked status that no longer fits moves to the matching default. An order in a status with no link, like Verification, stays where it is.
• Workstations can follow statuses. A workstation rule can send orders in a status, for example DROP, to a particular desk.
• Base.com sees them too. Your statuses appear in Base's status mapping, so Base can move orders into them. See Connect Base.com.

Delete a status

Open the menu (⋯) next to it and choose Delete. If orders are in it, choose where they go: back to each order's default status, or to another status that doesn't change their regular status. Deleting a group also deletes its sub-statuses. The default statuses can't be deleted.

Archive and Trash

At the bottom of the Status filter are two bins for orders you're done with. Neither changes the order's status, and nothing is ever deleted.

• Archive sets an order aside. It leaves every tab, the counts, the packing queue and workstation queues, but still counts in analytics, exports and customer stats. Searching for its number still finds it.
• Trash is for orders that shouldn't count at all: duplicates, spam, test leftovers. A trashed order also leaves analytics, the dashboard, exports, customer stats and the API's order lists. If you're trashing a paid order, you're asked to confirm first.

To use them, open an order and click Archive or Move to trash, or select orders on the list and use the same buttons. To bring an order back, open the bin, select it and click Restore (or Unarchive).

Your customer still sees a trashed order in their account, and payments, refunds and invoices keep working on it.

FAQ