Group Orders Guide

A step-by-step walkthrough of running a group order for a sports team, school, or club. Each member orders individually but you fulfill it all together.

Example Scenario

Riverside High Cross Country team needs spirit wear. Coach Martinez wants each athlete and their family to order what they want. There are 45 athletes. You need to collect orders, produce everything in one run, and ship to the school.

Step 1: Create the Group Order

1. Go to Admin → Group Orders → New Group Order.
2. Name: "Riverside High Cross Country 2026 Spirit Gear"
3. Storefront: Select the Riverside High storefront (or create a new one)
4. Deadline: Set 3 weeks out from today to give parents time to order
5. Minimum quantity: 24 (to hit a good pricing tier)
6. Click Create. Copy the share link.

Step 2: Set the Deadline and Import the Roster

Import the team roster so you can track who has and has not ordered:

1. Open the group order and click Manage Roster → Import CSV.
2. Get the athlete email list from Coach Martinez. Most teams have this in their registration system.
3. Format it as: name,email and upload it.
4. Review the preview and confirm the import.

Step 3: Send the Invite Email to the Team

Share the group order link with the coach by clicking Copy Email Template. The template says something like:

“Hi everyone! Spirit wear ordering is now open. Click the link below to browse and order by [deadline date]. Orders are fulfilled as a group so please order before the deadline — late orders cannot be accommodated. Link: [url]”

Send this via the school's email list, the team app (TeamSnap, Band, etc.), or have the coach forward it.

Step 4: Monitor Orders

Check the Roster Dashboard every few days. As athletes order, their status changes to Ordered. About a week before the deadline, send reminder emails to everyone still showing Not Ordered:

1. Open the group order → Roster Dashboard.
2. Click Email Non-Orderers.
3. Customize the reminder message and send. SpreeShop will only email those who have not ordered yet.

Step 5: Close the Group Order

On the deadline date, the group order closes automatically. You can also close it manually by clicking Close Group Order. After closing:

• The share link stops accepting orders.
• All orders from this group appear together in your Orders list, filtered by this group order.
• Use bulk actions to move all orders to PROCESSING at once.

Step 6: Fulfill

Each order is fulfilled individually:

• Produce the items (the group order summary page shows you a consolidated size run chart — great for ordering blanks)
• Add tracking to each order. If you are shipping everything to the school, you can add the same tracking number to all orders in the group.
• Each customer receives an individual shipping notification.