When a wine runs out, or you move to a new vintage, you can swap it in all your Subscription club members' selections at once. You do this with Replace Bottles on the Club Members screen. Many wineries swap wines without telling members, for example when moving to a new vintage. If the replacement is a different wine, it's good practice to email the members first.
Replace Bottles only changes Subscription club members' selections. It doesn't change Fixed Release or Editable Release clubs, because you choose those wines each club run.
Before you start
Only replace a wine with a wine that's in the club's Products available for selection list. If you pick one that isn't in the club's list, members see The following products are no longer available when they open their membership, and their pack shows as incomplete. To add a wine to the list, see "How to choose which wines Subscription club members can pick".
Find and email the affected members before you replace the wine. After the replacement, they no longer have the old wine in their selection, so you can't filter for them by it.
Wines inside a mixed pack can't be replaced here. Edit the mix itself.
Step 1: Find the members who have the wine
Go to Club Members.
Click Filters.
In Show memberships for, choose your Subscription club.
Under with products, choose Any product matching:, then type the wine's name in Search by products and click it in the list.
The list now shows only the members with that wine in their selection. See "How to find club members who have a wine in their selection".
Step 2: Email the members (recommended)
Click Email Filtered Club Members.
Tell members which wine is out of stock and what you're replacing it with. Let them know they can log in and change their selection, or contact you, if they'd prefer something else.
Step 3: Replace the wine
With the list still filtered to your Subscription club, click Replace Bottles (Filtered). The Bottle Selection Manager opens.
Find the wine you want to replace. Each wine shows:
Selected By: how many members have it in their selection.
Selected Quantity: how many bottles members need, as Overdue, 1 month, 3 months, 6 months and 12 months. Numbers in red are more than your stock can cover.
Club Stock: how much you have in your club stock location, with (Insufficient Stock) or (Out Of Stock) if it won't cover the orders.
In Replace With next to that wine, choose the new wine.
Check for a red ! icon next to your choice. Hover over it to see the problem, for example Product is not for sale or Product has insufficient stock. If you see one, choose a different wine.
Click Replace Bottles. The button shows how many wines you're replacing, for example Replace Bottles (1).
What happens next
Every filtered member who had the old wine now has the new wine, in the same quantity, for all their upcoming charges.
Each member's customer record shows Updated: Recurring Order with the new wines, once for each upcoming charge date.
Members aren't emailed automatically.
The WARNING: INSUFFICIENT STOCK label disappears from members' rows if their next order is now covered.
Troubleshooting
The wine I want to replace says "Only selected via mixes". Members have that wine only as part of a mixed pack. There's nothing to replace in their selections. Edit the mix instead.
Members say their membership shows "The following products are no longer available". The replacement wine isn't in the club's Products available for selection list. Add it to the list, or run Replace Bottles again with a wine that is. See "How to choose which wines Subscription club members can pick".
Club Stock shows a different number from the Stock screen. Club Stock only counts the stock location ticked for Club Run Orders. See "How to choose which stock location your website, club runs and POS deliveries use".