Introduction to the Wholesale Portal

With RoasterTools, each of your customers will have a unique wholesale portal that ensures they see the right products, at the right price and provides them with an easy way to place orders when it’s convenient for them.  

We built our wholesale portal to automate weekly outreach, discounts, promotions and more. Hopefully you can spend more time getting new customers rather than entering in orders!

Below is an overview of the portal, how to get started and how to customize it for your needs.

Enabling the Portal

Before your customers can use the portal, you need to enable the wholesale portal at an account level in the settings and establish a custom subdomain for your wholesale store. 

1. Navigate to your name in the top right corner. Then select Settings.
2. Navigate to Sales > Portal.

3. Enable the portal by clicking the toggle to ON and creating a SubDomain for your portal.

   (For the subdomain, use a short version of your name

   example: Big Tree Coffee Roasters could choose “bigtree” for the subdomain

   It would appear as:

   bigtree.roastertools.com

4. Click Update Access.

5. 

Congrats!

Your Portal has been enabled and you are ready to start inviting your customers to use it to place orders!

Creating a Test Customer

It is great to have a test customer to review how your products are displayed in the portal.

Create yourself as a Contact

1. Navigate to Sales > Contacts
2. Top right "Create New Contact" - Usually named "Test Customer" or similar
3. Enter in your name, email and press "create contact"

Create your Test Customer

1. Navigate to Sales > Customers
2. Top right "Create New Customer"
3. Enter in the basic info (ignore the optional section)
4. Return to the main customer page, select Edit on your test account
5. Scroll to contacts section - In the search bar above "Link Selected Contacts" find your Test contact name and click the button
6. Send an invite to the contact

7. Go to your email to accept the invitation to the portal
8. You can log into the portal from there
9. You can now also click the square with the arrow to open the portal from inside the app

NOTE: If you have Test mode on, emails will only be sent to the email listed under settings - so that is the only place

Customizing Your Portal View

Sorting Products within the Portal

• You can choose what order your products are displayed on the portal.

• See this help doc with details how to change the display

  
  

Sorting Grinds and Bags on the Portal View

• How to specify the order of bags or grinds displayed

Customize the Product Groups on the Portal

• Learn how you can re order and customize what product groups are on display and the order for them

Getting Your Customers started with the Portal

How to Invite Customers to the Wholesale Portal

Ready to have customers begin ordering?! Yay. Send them an invite and let the orders begin.

1. Navigate to Sales > Customers.
2. For your desired customer, click the Portal toggle to On. If there is a contact assigned to this customer, you are given the option to send an email invitation to that contact. If you select Send Email, the assigned contacts will receive an email invitation to create a login. 

Customer Portal Preview

You may want to see what a customer's portal looks like before inviting them to order on it.

We recommend following these steps:

Adding yourself as a contact

1. Navigate to Sales > Customers
2. Find the customer whose portal you would like to view
3. Click Edit on the right side
4. Add yourself as a Contact - either "Add New Contact" or Link existing if you're already in the system

If you haven't activated the portal for this account yet, You will need to follow these steps:

Enable the Portal for the Customer Account

1. On the Customer who's portal you want to view toggle on "enable portal"
2. When prompted to send email -PRESS CANCEL (you only want to invite yourself) '
3. Go back into the Customer page and under Contact select your contact information and press "Send Invite"
4. Go to your inbox and to see the invitation email. Accept it. (if you've already accepted an invitation to your test account you shouldn't need to accept this invite)
5. Click on the box with the arrow to the right of the Portal toggle and preview the portal

Using Catalogs to Customize the view

Sometimes you need to limit the products that a customer can view on the Wholesale Portal.

You can use Catalogs to create a selection of products. You can assign a catalog to a customer, thus allowing you to tailor your customer's Wholesale Portal experience.

View Catalog help article here.

Using Buy Again Portal View

Sometimes you want to either limit the the products that a customer can view on the Wholesale Portal or you want to make it easier to reorder frequently ordered products. The Buy Again View can help with both.

When you enable this view, it will list all product variants ordered in the last 30 days on the first page displayed on the portal.

You can choose to display only the Buy Again page or you can choose a Hybrid view where they see the Buy again page first, but can still explore the portal to see other products you have. View article here