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.
Geprüft am 26. September 2026 · Getestet mit Clubs web and app · September 2026
Bevor du loslegst
- Club owner or club admin access (treasurers can view)
- Stripe connected in Settings → Money
Auf dieser Seite
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.
Move a stored shop product image
- 1
Open the native product image-order controls
Choose the current product and its image by current display position, then select up or down. No thumbnail, file download, upload or signed photo URL is produced in this flow; use the native editor to inspect image content.
- 2
Review the one-position change
The native writer moves the selected image by one position; a boundary image can remain in place. Stored files are retained. No price, stock, payment or notification changes occur. Native later reads, writes and audit are not an atomic preview fence. Reconcile the original operation and current app record before repeating an uncertain result.
Remove a stored shop product image
- 1
Use the native product image removal control
Choose the product and image by its current display position. Inspect the image in the native editor before confirming: this preview loads no file, thumbnail or signed photo URL.
- 2
Confirm irreversible cleanup and partial effects
Native execution deletes the image record, then attempts best-effort irreversible private-file cleanup. Cleanup failure can leave the file stored after the record is gone. Other images and prices remain; no upload, payment or message occurs. Native later reads, primary changes, audit and revalidation are separate phases; reconcile the original operation and current app record before repeating an uncertain result.
Move a shop order through fulfilment
- 1
Open the current app control
Open Shop orders and the named order. Choose one of its current next fulfilment statuses.
- 2
Review and confirm
Review the current order total, refunded amount, next status and parent notification switch. If requested, the native action may send a payments-channel push and, for the applicable status, one email to the exact saved destination shown in your private review. Dispatched tracking is saved; blank tracking retains existing values. This does not collect or refund money. Native subsequent reads, writes, audit and any delivery are separate and may partly succeed. Check the current app record before another request.
Replace a private shop order admin note
- 1
Open the current app control
Open Shop orders and the named order, then Add note or Edit note.
- 2
Review and confirm
Enter the complete replacement private note; blank clears it. This is not an appended note and sends no notification or payment. Native subsequent reads, writes, audit and any delivery are separate and may partly succeed. Check the current app record before another request.
Add a shop collection or postage option
- 1
Use the current Shop delivery controls
Open Shop delivery options and add Collection or Postage, its label, GBP price and lead time. Blank lead time uses the native 7-day default. New options are available but products are not automatically opted in. Postage collects an address at checkout.
- 2
Review and confirm
Review the current named choices, before and after delivery terms and full-replacement effects, then confirm. Future checkout choices change; previous orders retain saved labels and prices. This does not take payment, refund, dispatch or send a message. Native writes and later audit can be separate; check the original operation and current app record before repeating an uncertain result.
Change a shop delivery option and future price
- 1
Use the current Shop delivery controls
Open Shop delivery options and edit the named current option. Replace label, GBP price, lead time and availability; its Collection or Postage kind stays unchanged. Products without overrides use the new price; switched-off options disappear from checkout while saved history remains.
- 2
Review and confirm
Review the current named choices, before and after delivery terms and full-replacement effects, then confirm. Future checkout choices change; previous orders retain saved labels and prices. This does not take payment, refund, dispatch or send a message. Native writes and later audit can be separate; check the original operation and current app record before repeating an uncertain result.
Replace a product collection and postage choices
- 1
Use the current Shop delivery controls
If the club has no delivery options, initialize collection or postage options in the Shop first. Then, in a physical product editor, select EVERY delivery option to retain. This replaces all saved choices: unselected options and overrides are removed, and selecting none clears them all. The bounded selector retains current overrides for existing options and uses option prices for newly selected options; other per-product override edits remain in the native app. Switched-off options remain unavailable at checkout.
- 2
Review and confirm
Review the current named choices, before and after delivery terms and full-replacement effects, then confirm. Future checkout choices change; previous orders retain saved labels and prices. This does not take payment, refund, dispatch or send a message. Native writes and later audit can be separate; check the original operation and current app record before repeating an uncertain result.
Add a shop category
- 1
Use the current Shop controls
Open Shop, then add a category. Enter its name to create a catalogue section without moving products.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Rename or reorder a shop category
- 1
Use the current Shop controls
Open Shop categories and edit the selected category name or sort position. Blank sort keeps its current position; products retain their relationship.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Archive a shop category
- 1
Use the current Shop controls
Use the category archive control in Shop. It disappears from pickers; its products appear under Other and are not themselves archived.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Create a hidden shop product
- 1
Use the current Shop controls
In Shop, use Add product. Enter name, description, physical or ticket kind, GBP price and optional category. The product starts Hidden; images, variants and delivery selections are not created by this bounded action.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Replace shop product details and stock
- 1
Use the current Shop controls
Open the selected product editor. Set its name, description, GBP price, stock or ticket capacity, per-order limit, category, ticket event and sort position. Blank stock means unlimited or made to order; blank optional values clear them, while blank sort retains its position. Kind and sale status stay unchanged.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Change whether a shop product is on sale
- 1
Use the current Shop controls
Open the product editor and choose Active, Hidden or Archived. Review current prices, stock, personalisation and saved delivery settings before making it Active. Active becomes available to buy; Hidden or Archived removes new sale choices. Stored orders remain.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Duplicate a shop product as hidden
- 1
Use the current Shop controls
Use Duplicate in the product editor. It creates a Hidden copy of current details, variants, personalisation and saved delivery selections, including their overrides. Images are not copied and it is not automatically put on sale.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Add a shop size or variant
- 1
Use the current Shop controls
In a physical product editor, add a size or variant with its label, optional GBP price override and optional stock. Blank price inherits the product price; blank stock means made to order. The entered option name applies to the entire product.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Copy shop size labels from another product
- 1
Use the current Shop controls
In a physical product editor, choose Copy sizes from another named product. Only labels and order are copied, without price overrides or stock. Existing matching labels are skipped; the source option name is copied only when the target has none.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Edit a shop size or variant
- 1
Use the current Shop controls
In the physical product editor, edit the named size label, optional GBP price override and stock. Blank override inherits the product price; blank stock means made to order. Review effects on future sale choices.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Archive a shop size or variant
- 1
Use the current Shop controls
In the physical product editor, archive the selected size or variant. It stops appearing in new sale choices; earlier order snapshots remain.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Add a shop personalisation field
- 1
Use the current Shop controls
In the physical product editor, add a personalisation label, required flag, GBP surcharge and maximum length. A blank maximum uses the native 30-character limit; surcharge applies when the buyer supplies an answer.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Edit a shop personalisation field
- 1
Use the current Shop controls
Edit the named personalisation label, required flag, GBP surcharge and maximum length in the physical product editor. Blank maximum uses 30 characters. This changes future shopping choices while existing orders retain their snapshots.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.
Archive a shop personalisation field
- 1
Use the current Shop controls
Archive the selected personalisation field in the physical product editor. It is removed from future buyer inputs; existing order answers and snapshots remain.
- 2
Review and confirm
Check the named target and current sale settings, then review and confirm. Active catalogue changes affect future purchases; this does not create an order, take payment, refund or send a message. Native multi-step saves can partially succeed before a later failure: check the original result and app record before repeating. Image uploads and delivery-option editing remain in the app.