A Fixed Release club is a club where the winery chooses the wines for every club pack. When you post a Fixed Release club run, WithWine charges every member in the club run straight away. There's no advance notice to members and nothing for members to choose.
Before you start
Members are charged the moment you post the club run. If you want to tell members what's coming, email them first. See "How to send an email to your club members".
Each member needs a card linked to their club membership. A card saved on the customer's record isn't used for club runs until it's linked. See "How to link a saved card to a club membership".
Check your stock. WithWine shows how many bottles the club run needs and warns you if you don't have enough.
Check who is in the list. A member who was charged in an earlier club run can be charged again if they're in the list when you post. See "Why was a club member charged twice?".
Members are charged as soon as you post a Fixed Release club run, so there's nothing to cancel afterwards. If you make a mistake, cancel the affected orders on the Orders screen (cancelling an order refunds the money automatically), then post a new club run. Members whose payment failed are still in the club run, so cancel their club runs too (Bulk Actions > Bulk Cancel Active Club Runs) so they aren't charged for the wrong wines later.
How to post a Fixed Release club run
Go to Club Members.
Click Filters and choose your club in Show memberships for. To send different wines to different members, also choose a preferred option, for example Red Wine. See "How to send a club run to only some of your club members".
Check the list of members. The Post Club Run tile shows how many members are available to charge and the total, for example 8 available to charge ($1,920).
Click Post Club Run. The pop-up What's in each [club name] order? opens.
Type a Club Run Name, for example Summer Reds 2026.
On the Order tab, click + next to each wine to add it to the club pack. The bottle count at the bottom must match the club's bottle quantity, for example 6 of 6 bottles selected.
Check the stock line under each wine, for example Stock: 48 of 107. The first number is the quantity in the club pack multiplied by the number of members. It turns red if you don't have enough stock. See "Why does my club run say there isn't enough stock?".
To add a gift or extra item for everyone, use the Additional Items tab. Choose how additional items are priced in the dropdown at the bottom.
If you need to, enter a Manual Discount or Additional Shipping.
Click Review Club Run.
Check the details: the number of members, the charge date (Today) and the club products.
Click Post Club Run.
What happens next
A green message says how many club memberships are queued for processing, for example 8 club memberships queued for processing. Each member's row shows QUEUED.
WithWine charges each member's linked card. This usually takes a few minutes.
Members who are charged show READY FOR SHIPPING (or READY FOR PICKUP for pickup members). Their order appears on the Orders screen as Unfulfilled | Paid.
Each charged member is emailed a receipt with a PDF attached. Members on your mailing list see each wine with Mark as Tried, Mark as Liked and Buy More buttons, plus a Shop the Range button.
If you track stock, the stock is taken off as each member is charged.
The member's Estimated Next Run moves on by the club's charge interval, for example 3 months for a club charged 4 times a year.
Members whose payment fails show PAYMENT FAILED. See "How to retry failed club payments".
Troubleshooting
Everyone in the club run shows PAYMENT FAILED. The members probably don't have a card linked to their club membership. See "How to link a saved card to a club membership", then retry the payments.
A member wasn't included in the club run. Members with an open club run (for example a failed payment from the last club run) and paused or cancelled members aren't included. Sort out the old club run first. See "How to keep your club members up to date after every club run".