Run the club shop: products, orders and refunds
Turn on the shop, list kit, merchandise and tickets, fulfil orders with collection or postage tracking, and refund an order.
Reviewed 26 September 2026 · Verified for Clubs web and app · September 2026
Before you start
- Club owner or club admin access (treasurers can view)
- Stripe connected in Settings → Money
On this page
What the shop does
Parents buy kit, merchandise and tickets in the Playlee Clubs app and pay by card. Paid orders land in a fulfilment queue on the web, where you prepare them, mark them ready to collect or posted, and refund them if needed.
The price you set is exactly what the parent pays. The Playlee fee comes out of it, and each product shows what the club receives. Shop only appears in the menu once Stripe is connected. Until then it is listed under Settings → Club tools with a prompt to connect Stripe. Clubs still on the shorter starter menu also find it under Club tools.
Where to go
- Shop → Products & delivery
- Add products, set delivery options and optional categories.
- Shop → Orders
- The fulfilment queue, grouped by status, with refunds, notes and a CSV export.
Set up and sell
- 1
Set up delivery options first
Under Delivery options, add Collection (for example “Collect at training”) and/or Postage choices, each with a price and lead time. You set these once for the whole shop.
- 2
Add a product
Press Add product. Enter the name, the product type (Physical item or Ticket), an optional category and the price. New products start Hidden so you can finish them first.
- 3
Finish the product page
Add photos, add variants such as sizes (each can have its own price and stock count), add personalisation fields such as initials or squad number (optionally with an extra charge), and tick which delivery options apply. A ticket can be linked to an event.
- 4
Put it on sale
Under Availability, press Put on sale. Use Hide to take it off sale, or Archive to retire it. Duplicate copies a product for a similar item.
Fulfil orders
- 1
Open Shop → Orders
Orders waiting for you appear first under “Paid — needs fulfilling”, then Being prepared, Ready to collect and Posted. You also get a push notification for each new order. Each card shows exactly what the parent chose and typed.
- 2
Move the order on
Choose Start preparing, Ready to collect, Mark posted or Mark completed and press Update. Leave “Notify the parent” ticked to let them know.
- 3
Add tracking when you post
Choosing Mark posted shows optional carrier (Royal Mail, Evri, DPD, DHL, UPS, Yodel, Parcelforce or Other) and tracking number fields. The parent can then track the parcel from the app.
- 4
Keep notes and export
Use Add note for things like a restock delay. Export open orders (CSV) gives you a list for printing or sending to a supplier.
Refunding an order
- On the order card press Refund, enter an amount (leave it blank for the full amount) and a reason, then press Refund to their card.
- The parent gets back exactly the amount you enter.
- Refund the whole order and Playlee returns its fee to the club, so the club only gives back what it received. On a partial refund the fee stays and the whole amount comes out of the club’s Stripe balance.
- Stock is never put back automatically. Update the stock count yourself if the item is going back on the shelf.
Before you open the shop
- Stripe is connected and enabled.
- Every product has a photo, the right sizes and at least one delivery option ticked.
- Prices are what you want parents to pay. The club receives that amount minus the fee.
- Someone is responsible for checking Orders and marking them ready or posted.
Common questions
Why can’t I see Shop in the menu?
Shop appears only once Stripe is connected. Look under Settings → Club tools, which lists it with a link to connect Stripe. Clubs on the shorter starter menu (no active season, or only one team) also find it there.
Why can I see the shop but not change anything?
Club owners and admins run the shop. Treasurers get read-only access.
Is the Playlee fee added on top for parents?
No. The listed price is what the parent pays, and the fee comes out of the club’s share.
A parent says they paid but there is no order to fulfil.
Check “Awaiting payment”. An order stays there until the card payment is confirmed. Unpaid checkouts can end up Cancelled.
What happens with tickets?
Paid ticket orders go straight to Completed, and the parent shows the ticket in the app at the door. There is nothing to post.
Can parents pay for shop items by Direct Debit or cash?
Shop orders are paid by card in the app.