This guide provides detailed steps on utilizing the features, functions, and settings related to managing orders in the Blink Management Dashboard.
Overview and Accessing the Orders Tab
Accessing the Orders Tab in the Blink Admin Dashboard
Sign In: Log in to the Blink Management Dashboard with your credentials.
Navigate to Orders:
Go to the Event Config section on the left sidebar.
Expand Badges and select Orders from the options.
Overview of the Orders Tab
When you access the Orders tab, you can view critical metrics related to your event’s sales and transactions:
Total Revenue: Shows the revenue generated from all badge orders.
Total Number of Orders: Displays the count of orders placed.
Average Order Value: Calculates the average order value, offering insight into customer spending habits.
Below these metrics, the order list includes details such as:
Order Number, Customer Email, Date of Purchase, Order Status, Total Amount, and Payment State (e.g., completed, pending, or failed).
Tabs and Features Users Can Explore
Inside the Orders tab, users have access to several essential features and options:
Search Bar: This bar allows you to search for specific orders by typing in the order number or customer email. It is helpful for quickly locating individual transactions.
Filter: The Filter button allows users to refine the list of displayed orders by order status (e.g., Paid, Cart, Pending) or date range, enabling more efficient management of large volumes of orders.
Current Orders / Past Orders Toggle: Use this option to switch between viewing Current Orders (those in progress or recently completed) and Past Orders (older or completed transactions).
Edit Orders: Each order has a pencil icon next to it, which allows users to view or edit order details, such as changing the payment state, updating customer information, or manually marking an order as complete.
New Order: The New Order button, located at the top-right corner, enables you to manually create an order on behalf of a customer if necessary.
💡Tip
To export your order data, look for the export option to download it in CSV or Excel format. This makes it easy to perform offline analysis or create detailed reports of your event transactions.
If you have integrated payment processors (like Stripe or PayPal), the Orders tab will show real-time payment statuses. To ensure smooth financial operations, you can easily track whether payments are successful, pending, or failed.
After the order is made, if any changes related to the customer's email are required, the admin needs to open the order and then navigate to the customer tab in the top bar. Once the customer tab is open, search for the email address and click on it, and it will automatically be reflected in the email tab. "Email tab itself is uneditable; changing email only applicable when searched".
Using Search and Filter Functions in the Orders Tab
Search Options
The Search Bar at the top of the Orders tab allows you to locate specific orders:
Order Number: Enter a unique order number.
Customer Email: Enter the customer's email to view all associated orders.
Order Categories
The Order Categories Dropdown helps refine your view by selecting specific categories:
Current Orders: Active or recently completed orders.
Draft Orders: Orders started but not confirmed or completed.
Abandoned Orders: Orders where customers began but didn’t complete the purchase.
Using the Filter Button in the Orders Tab
Moving to this screen showing the filter that could be filled for efficient order search
The Filter button in the Orders tab of the Blink Admin Dashboard gives users powerful options to refine their search and quickly locate specific orders.
Accessing the Filter Button
To access the filter options:
Navigate to the Orders tab in the Blink Admin Dashboard.
Locate the Filter button on the right side of the page, next to the order categories dropdown (e.g., Current Orders, Draft Orders).
Click the Filter button to open the filter sidebar on the right side of the screen.
Filter Fields
Once the Filter sidebar is open, users can see various fields to refine their search based on different criteria. These fields allow users to narrow the list of orders by specific characteristics.
Start Date / End Date
Purpose: You can filter orders placed within a specific date range.
Start Date: Select the beginning of the date range to show orders from that date onward.
End Date: Select the end of the date range to stop displaying orders placed after that date.
How to Use: Click on the calendar icon next to the field and select the desired dates. Once selected, orders within that date range will be displayed.
Purpose: Filters the list by customer email.
How to Use: Enter the specific email address of a customer in the provided field. This will display only the orders associated with that email.
Order Status
Purpose: Allows you to filter orders based on their current status.
Options Available:
Cart: Orders are still in the shopping cart and have not yet been completed.
Address: Orders where the customer has entered shipping or contact information.
Payment: Orders that are in the process of being paid for.
Confirm: Orders that have been confirmed but not fully completed.
How to Use: Check the box next to the desired order status to display only orders matching that status. Multiple statuses can be selected at once.
Payment State
Purpose: Filters orders based on their payment status.
Options Available:
Paid: Orders where the payment has been completed.
Pending: Orders where the payment is still pending or incomplete.
Balance Due: Orders that have an outstanding balance.
Checkout: Orders are being checked out.
How to Use: Check the box next to the desired payment state to view only orders that match the selected payment criteria.
Applying and Clearing Filters
Apply Filter: Once you've selected your desired filter criteria, click the Apply Filter button at the bottom of the sidebar to refresh the list of orders based on your selections.
Clear All: To reset the filters and return to the complete list of orders, click the Clear All button. This will remove all applied filters and display all available orders.
Resetting the Search and Filters
To reset the search and filter selections, clear the input from the search bar or click Clear All in the filter panel.
The order list will then display all orders without any search or filter criteria applied.
Managing Orders
Creating a New Order
Navigate to the Orders Tab and click New Order in the top-right corner.
Fill in Order Details:
Customer Information: Enter the customer’s email and name.
Badge Information: Select the badge type, quantity, and pricing.
Payment Details: Choose a payment method or mark it as pending if unpaid.
Confirm the Order: Review details and click Confirm or Create Order.
Review: The new order will appear in the order list.
Editing an Existing Order
Locate the order to edit and click the Edit icon (pencil).
Order Details Page: Make changes to fields such as:
Customer Information (e.g., email address, name)
Badge Information (e.g., type, quantity)
Payment Details (e.g., payment status, amount)
Order Status (e.g., Cart, Confirmed, Paid)
Save Changes: Click Save or Update to apply the changes.
Now that we have explained the key features of the primary order tab in-depth, we will create new orders from scratch in the upcoming steps.
Customer Information in the Orders Tab
Accessing and Editing Customer Details
Select Customer at the top of the order details screen.
Customer Information Section:
First and Last Name: Update as necessary.
Email: Ensure accuracy for communication purposes.
Contact Number: Add or update the phone number.
Company (Optional): Add if relevant.
Managing Address Information
Address: Enter or update the primary address.
Country: Select from the dropdown.
City, State, and Zip Code: Complete as required.
After editing, click Update to save changes to customer details.
The Blink Admin Dashboard allows users to manually create new orders for customers. This guide provides a step-by-step process to create a new order from the Orders tab.
Order Summary and Finalization
The Edit Order page in the Blink Admin Dashboard allows users to make changes to existing orders, update order details, and manage customer information. This guide will walk you through the features and fields on the edit order page and explain how to use them effectively.
Order Summary Section (Right Panel)
The Order Summary section provides a snapshot of the order’s key details. This panel is located on the right side of the screen and includes the following fields:
Status: Displays the current status of the order (e.g., Cart, Paid, Pending).
Payment: Information about the payment method (e.g., Stripe, PayPal).
Channel: The platform or method through which the order was placed.
Approver: The email address of the person who approved the order, if applicable.
Date Completed: The date the order was completed (if available).
Approved At The date and time when the order was approved.
Subtotal: Displays the total price of the order before any discounts.
Discount(If applicable): Shows any discounts applied to the order.
Coupon(If applicable): Any coupons that were used for the order.
Total: The final total cost of the order, including any discounts and coupons.
Order Details Section (Main Panel)
The Order Details section allows users to view and edit specific order details. Here's what you can do in this section:
Add Badge:
You can search and add additional Badge to the order by typing the Badge Name in the search bar. This allows you to modify the items in the order if necessary.
Edit Quantity or Remove Badge:
In the Order Details section, you can edit the quantity of a Badge in the order by clicking on the pencil icon next to the Badge.
To remove an item, click the trash bin icon next to the Badge you want to remove. This will update the total order price based on the changes.
View Badge Information:
The Badge description, quantity, price, and subtotal are displayed in this section, giving you a clear view of what is included in the order.
Updating the Order
After making the necessary changes to the order (e.g., modifying quantities, adding/removing products, or updating payment details), click the Update button at the top right of the page. This will save all the changes and update the order in the system.
Editing, Deleting, Sending Confirmation, and Saving Changes to an Order
Following the steps below, you can efficiently edit product quantities, delete products from an order, send a confirmation email to the customer, and save your changes. These tools allow you to manage customer orders effectively within the Blink Admin Dashboard, ensuring that all updates are accurate and communicated to the customer.
Editing an Order
Once you're on the Edit Order page, you can modify various aspects of the order, such as the quantity of products and other order details.
Steps to Edit:
Modify Quantity:
Locate the Order Details section in the center of the page.
In the Quantity field, you can increase or decrease the number of items ordered by clicking the + or - buttons (labeled "2" in the screenshot).
Confirm the Change:
After adjusting the quantity, click the checkmark icon ("1" in the screenshot) next to the quantity field to confirm your changes.
Deleting a Product from the Order
You can remove a product from the order entirely from the Order Details section.
Steps to Delete a Product:
Click the Trash Bin Icon:
Next to the product you want to remove, click the trash bin icon.
Confirm Deletion:
After clicking the icon, the product will be removed from the order, and the total amount will be updated.
Calculated Totals
Subtotal: Sum of all product subtotals.
VAT: Automatically calculates the VAT (20%) based on the subtotal.
Total: Final total amount, including VAT.
Toolbar Actions
Generate Invoice:
Click this option to create an invoice for the order.
Send Custom Email:
Use this option to send a customized email to the customer.
Send Confirmation Email:
Sends a standard order confirmation email to the customer.
Cancel Order:
Use this option to cancel the order if necessary.
Completing or Updating the Order
Complete Order: Finalize the order once all details are correct.
Update: Save changes made to the order.
Important Notes
Purpose: Tracking the source of your orders is crucial for analytics. It lets you understand where most of your sales are coming from (e.g., website, mobile app, or other platforms).
Accuracy: Ensure that the order channel is correctly assigned, as it can impact reporting and order fulfillment processes.
Add Badges to the Order
On this screen, you can add new Badge to an existing order.
Step 1: In the Add Badge section, there is a search field labeled Badge Name
Step 2: Start typing at least the first three characters of the product name or SKU to search for the Badge.
Step 3: Once the Badge appears, select it, and it will be added to the order.
This is useful if customers want to modify their order by adding more items.
Customer Tab
The Customer Tab in the Blink Admin Dashboard allows admins to efficiently manage customer information, update contact and address details, and send confirmation emails. Ensure you permanently save your changes by clicking the Update button and using the search function to quickly find or link existing customers to an order.
Accessing the Customer Tab
When viewing an order in the Blink Admin Dashboard, navigate to the Customer Tab by selecting the Customer button at the top of the screen. This will bring up all the customer-related details for the current order.
Search Customer Feature
Search Customer: The top of the Customer Tab has a Search Customer field. This field allows you to search for existing customers by typing their first three characters.
Usage: This feature is helpful when an admin wants to quickly find and link an existing customer to an order instead of manually entering their details.
Simply type in the customer name, and a matching customer dropdown will appear. Please select the desired customer to populate their information automatically.
Editing Customer Information
In the Customer Information section, you can edit the customer's details associated with the order.
First Name and Last Name: In the provided fields, update or correct the customer’s first and last name. These are required fields; any changes will be saved after clicking the Update button.
Email: The customer’s email address is associated with the order uneditable.
Contact Number: Enter or update the customer’s phone number, including the country code. This field is essential for customer communication if email fails.
Company: (Optional) Enter the company name associated with the customer if applicable.
Managing Address Information
The Address Information section allows you to edit or update the customer’s shipping or billing address.
Address: Enter or update the customer's primary address. This field is required and should include the street address, P.O. box, or apartment number, if applicable.
Country: Select the customer’s country from the dropdown menu. This field is required for accurate shipping and billing.
City: Enter the city where the customer is located.
State: If applicable, enter the state. This field may be necessary for certain countries that use state-level regions.
Zip Code: Enter the customer’s postal code. This field is essential for proper order processing and shipping.
Navigation Buttons
Back Arrow: Located in the top-left corner of the screen, the back arrow allows you to navigate back to the order's main screen or any other previous screen.
Channel, Customer, Payments, Refunds: These navigation buttons at the top allow you to switch between different tabs related to the order. The Channel tab displays the source of the order, the Payments tab shows payment history, and the Refunds tab manages any refunds associated with the order.
Adjustments Tab
The Order Adjustment Tab allows administrators to manage adjustments, apply coupons, and track order changes efficiently. Here’s a detailed guide on how to use it:
Applying a Coupon Code
Locate the Coupon Code field at the top.
Enter the valid coupon code into the input field.
Click the + Apply Coupon button to apply the discount.
If the code is valid, it will adjust the order total accordingly. If invalid, an error message will prompt you to check the code.
Adding an Adjustment
Click the + Add Adjustment button in the upper-right corner.
Specify the type of adjustment (e.g., price change, additional charges, or discounts).
Provide details like:
Adjustment description.
Amount (positive or negative).
Reason for the adjustment.
Save the adjustment to reflect the changes in the order summary.
Payment Tab in Blink Admin Dashboard
The Payment Tab in the Blink Admin Dashboard allows administrators to manage payments and void transactions when necessary. Following the above mentioned steps, you can efficiently handle payments, ensure order accuracy, and maintain transaction records. Please always review the Order Summary details to confirm any changes.
Accessing the Payment Tab
To navigate the Payment Tab, open an order and click the Payments button at the top of the screen, next to Customer and Refunds. This tab will display all the payment-related information for the selected order.
Payment Information Overview
Once in the Payment Tab, you will see a list of payment transactions related to the order. Each transaction will include the following details:
Payment Number: A unique identifier for each payment transaction.
Method: The payment method used.
Date of Purchase: The date on which the payment was made.
Transaction ID: A unique identifier the payment gateway provides (such as Stripe or PayPal).
Amount Charged: The total amount that was charged to the customer.
Payment State: The current status of the payment (e.g., Completed, Pending).
Adding a New Payment
If a new payment needs to be added, click the Add New Payment button at the screen's top-right corner. You will then be prompted to enter the payment details, such as the amount, method, and transaction ID.
Voiding a Payment
In some cases, it may be necessary to void a payment. This option is available when the payment has been completed but must be canceled or reversed. Follow these steps to void a payment:
Locate the Payment:
Scroll through the payment list to find the specific transaction you wish to void.
Click the Void Icon:
Next to the payment transaction will show a Void Icon (a circular arrow icon).
Click on this icon to initiate the void process.
Confirmation Prompt:
A confirmation dialog box asks, "Are you sure you want to void this payment?".
Click Confirm to proceed with voiding the payment.
If you do not wish to proceed, click Cancel to exit the process.
Payment Status Update:
After confirming, the payment’s status will be updated, showing that the payment has been voided.
Essential Considerations for Voiding a Payment:
Refund vs. Void: Voiding a payment differs from processing a refund. A voided payment cancels the transaction before it’s finalized, whereas a refund processes the return of funds after completing the transaction.
Timing: Voiding is only possible for payments that the payment processor has not settled. A refund will be required for settled payments.
The State Tab is an essential tool in the Blink Management Dashboard. It offers a transparent and chronological view of how an order evolves through various stages. It helps administrators troubleshoot issues, track order progress, and maintain a detailed record of interactions with the order.
Auto-Capture:
Here, you can configure whether to automatically capture payments or not. You can use the app's default setting or manually configure it to capture payments immediately or later.
To learn more about adding new payment read this article
Accessing the State Tracker Tab
To navigate to the State Tracker Tab:
Open an order from the Orders section in the dashboard.
Once inside the order, click the State Changes tab next to Payments and Refunds at the top of the screen.
Key Columns in the State Tracker Tab
In this tab, you will find a table with several columns representing the state changes for the order. Here's what each column indicates:
State Of: This column represents the specific action or entity (such as payment, shipment, or order) that underwent a state change.
State From: The previous state of the action or entity (e.g., "processing" or "pending").
State To: The new state that the action or entity transitioned into (e.g., "completed" or "paid").
User: The name or ID of the admin who performed the action that caused the state change. This field may be blank or anonymized if no user information is available.
Date & Time: The exact timestamp when the state change occurred.
Types of State Changes Tracked
The state tracker captures several changes related to different aspects of the order. Common state changes you might encounter include:
Order States:
Cart → Address: The transition from the customer placing items in their cart to providing an address.
Address → Delivery: The transition from the address provided to the delivery process.
Delivery → Payment: The transition from the order being set up for delivery to initiating payment.
Payment Confirm → Complete: The final stage of the order, confirming the payment and marking the order as completed.
Payment States:
Checkout → Processing: This shows that the payment process has started.
Processing → Completed: Indicates that the payment has been completed.
Payment → Paid: Indicates the payment has been received and recorded.
Shipment States:
Shipment Ready: Indicates that the order is ready for shipping.
Shipment Dispatched: Reflects when the shipment has left the warehouse or point of origin.
Reading the Log
The state tracker table is organized chronologically, with the most recent changes at the top.
Each row in the table corresponds to a single state change, providing a detailed history of how the order progressed through various stages.
By reviewing the State From and State To columns, you can track the changes made at each stage of the order's lifecycle.
Usage Tips
Identify Bottlenecks: Use the tracker to identify where any delays may have occurred, such as orders stuck in the payment or shipment process.
Track Responsibility: The User column helps identify which admin or staff member performed a specific action.
Audit History: The state tracker serves as an audit log for order processing, ensuring that you have a complete record of all actions taken on an order.
Frequently Asked Questions
How do I create a new badge in the Blink management dashboard?
How do I create a new badge in the Blink management dashboard?
To create a new badge, navigate to the Badges Type under the Badges section from the left-hand menu. Then, click the Create Badge button in the top-right corner of the screen. Fill in the required badge details and click Save to finalize your badge.
What are the available filter options for searching through orders?
What are the available filter options for searching through orders?
In the Orders section, you can filter orders based on Order Status (e.g., Cart, Payment, Confirm) and Payment State (e.g., Paid, Pending, Balance Due). You can also filter orders by date, email, or customer information using the Filter button.
How do I void a payment for an order?
How do I void a payment for an order?
To void a payment, go to the Payments tab within an order, locate the payment you wish to void, and click the void icon. Confirm your action in the pop-up window to void the payment.
How do I update customer details in an order?
How do I update customer details in an order?
In the Customer tab of an order, you can edit customer details like name, email, contact information, and address. After making changes, click Update to save the modifications.
What is the purpose of the State Tracker tab?
What is the purpose of the State Tracker tab?
The State Tracker tab shows a detailed log of an order's state changes. It includes transitions related to the order status, payment, shipment, user actions, and date and time stamps.
Can I send a confirmation email to the customer after updating their order?
Can I send a confirmation email to the customer after updating their order?
Yes, after making changes, you can send a confirmation email by clicking the Send Confirmation Email button in the top-right corner of the order page.