Wineries lose a lot of club income by not following up after a club run. Members with a failed payment or an open club run aren't included in your next club run, so they're never charged again until someone sorts them out.
WithWine doesn't cancel a membership automatically when a payment fails. Most wineries prefer it this way, but it means your team needs to follow up. It's common to find hundreds of old failed payments on a Club Members screen that nobody has followed up.
Steps to follow for every club run
Post the club run. See "How to post a Fixed Release club run" or "How to post an Editable Release club run".
Let the charge date go through.
Allow some time for changes. Give members time to ask for their order to be changed, or cancelled and refunded. Cancelling an order on the Orders screen refunds the money automatically.
Ship the orders.
Follow up failed payments. Filter Club Members by Payment Failed, link cards where they're missing, retry the payments and contact members whose payments still fail. See "How to retry failed club payments".
Cancel any leftover club runs. When you've finished following up, cancel the club runs that are still open (use Bulk Actions > Bulk Cancel Active Club Runs for many members). This clears the way for the next club run.
What happens if you skip these steps
Members with an outstanding club run or a failed payment are left out of the next club run. That's a club pack you don't charge for, every club run, until it's cleaned up.