Order fulfilment process – Growing Good

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This is an extensive guide on how to use the GG platforms fulfilment data for harvesting, packing and delivering your produce. We know that there is not a one size fits all when it comes to packing as each user will have their own processes and set up. Our platform has a variety of options for you to use. When your orders have processed for a particular days packing you can follow the below guide to effectively pack your orders.

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Summary of this guide

Packing & Delivery Process Summary

Step 1: Check for Payment Issues

Go to Sales > Orders in the admin.

Sort by ‘£’ to identify payment issues (⚠️).

Click View to resolve issues (retry payment, cancel, etc.).

Step 2: Organise Deliveries

Go to Fulfillment > Delivery.

Optimise delivery routes for shortest path or manually adjust drop order.

Moving customers between rounds is possible via the dropdown.

Unassigned new customers appear at the top—re-optimise or drag them into place.

Step 3: Resolve Dislikes

Visit Fulfillment > Dislikes to check for unwanted items in boxes.

Click Edit to swap disliked items manually.

Step 4: Harvest & Pre-Pack

Use Fulfillment > Bagging for item-specific unit breakdowns.

Use Fulfillment > Picking for total weight needed.

Filter by delivery day if needed.

Step 5: Pack Orders

Go to Fulfillment > Packing.

Packing Methods:

Packing Screens: Ideal for bespoke orders with swaps/add-ons. Shows exact quantities per customer.

Printed Labels: Use printer icon for label setup.

Packing Sheets: Combines label and full order info.

Standard vs Non-standard: Filter by order type to streamline packing.

Summary View: For simple box-only orders.

Export Packing Sheets: Full downloadable data with filters.

Step 6: Delivery

Load Vehicle: Pack last-out orders first into the van.

Driver App:

Use the appropriate link based on your admin domain.

Use features like directions, complete delivery, and customer notification.

Manual Option: Export labels for printed driver sheets via CSV.

Step by step summary of fulfilling orders for delivery in GG

Step 1

Check your sales page for payment issues.

Before packing your orders it’s good practice to take a look at your sales page to see if there are any payment issues that need resolving. Open your sales page in the admin Sales > Orders. Sort the orders by the ‘£’ to sort the orders with payment issues highlighted with ⚠️. Access the order by clicking ‘view’. Once the order record is opened you will be able to see what the particular issue is with the customers payment. You can read more about failed payments here. You can enact actions such as retrying payments or cancelling orders that have repeatedly had card declines depending on your policy for this.

Step 2

Organise your deliveries .

Before starting any packing it’s our recommendation to start by organising your delivery order for the rounds you are packing. This can be done in fulfillment > delivery This ensures that all of your packing data is correct and in the order that you want them before packing. If you are balancing delivery rounds for example some customers may be moved on to a different delivery day which will effect the packing data for those days.

How to organise your delivery rounds into the correct drop order.

The first time you use the system you will need to start by ‘Optimising’ the delivery round. This will assign all of the deliveries to that round. Click on the ‘optimise delivery route’ and wait for the confirmation that the route has been optimised.

How the route optimisation works.

The automatic route optimisation organises the deliveries into the shortest distance between each drop, creating what should be in theory the quickest way to deliver orders. The route optimisation doesn't take into account live traffic data, but assigns a drop number based on where your delivery base is and then the shortest distance between the drops taking into account the road layout. When organising your deliveries every week you can either optimise the delivery route and stick with the system recommended route or you can manually change the order. - Optimise the route by clicking ‘optimise delivery route’ on the delivery round. - To manually change the order click on the drop that you want to move to another position and drag to the new position on the delivery round.

Does the order save for future weeks?

When an order is set the system will save this order for future weeks. However when new customers and other frequencies of customer orders are added to the delivery round this may effect the delivery order, meaning minor adjustments or re optimisation may be required.

Moving customers to a different delivery round.

If for whatever reason you want to move a customer from one delivery round to another to achieve a more efficient delivery route or to deliver to them on another day. You can assign them to a different delivery round in the deliveries page just for that week’s deliveries.

Click on the customer you want to move in the delivery list, this will reveal a drop down list of all of the delivery rounds available for the customer to be moved to. Then select the delivery round you want to move the customer to. Then wait for the confirmation pop up.

Handling new customers that sign up.

New customers will appear at the top as an unassigned customer- you can either re optimise the whole delivery round or simply drag them into where you want them in the delivery round.

Step 3

Resolving dislikes in boxes

If you are offering your customers the option to have dislikes and swaps, it’s important to check for any dislikes that are remaining in boxes. These are located in fulfillment > dislikes. This provides a list of all disliked items that are remaining in a customers box contents. For example if a customer creates a dislike after the box contents have been published then the disliked item won’t have been swapped out automatically. Click on ‘Edit’ to access the order record and then swap the item that has been flagged by clicking on the swap icon and then selecting a new item from the list.

Step 4

Start harvesting and pre packing your produce.

You can find amounts required for harvesting and pre packing in various pages in the fulfilment area of the admin. Fulilment > Bagging provides you with a break down by ‘unit’ and ‘quantity’ of all the individual items on order whether it’s in a veg box or an add on. It provides you with a new row for each quantity of the product. For example if you are offering 2 sizes of Salad pack from within the same product it will list them by the different weight options and then the total thats needed to be packed of each of them allowing you to split the packing of these up.

Fulfillment > Picking provides you with the total weight of each item that is required to be packed. This is great for using a harvest list or providing you with totals for setting up your packing stations.

For both of these pages you can filter by the different delivery days at the top by clicking on the day you want to view the data for.

Step 5

Packing your orders

There are various options you can choose to pack your orders. Navigate to fulfilment > packing to access the packing information. Packing orders if you’re offering bespoke orders including swaps and extras

If your offering includes a combination of customers with add ons and veg box swaps we recommend to print labels to pre label the boxes and then pack using our packing screens. As every customers order may be unique the packing screens provide you with the exact quantities for each item in the customers order including add ons and swaps.

Printing labels

Click on the ‘printer’ icon on the delivery round you want to pack. You can read our guide on box labels here to supply you with guidance on choosing the correct label set up for you.

Pack using the packing screens Our packing screens are designed for use with tablets and then with a pack shed set up in a conveyor style with different packers assigned different sections of produce.

To pack using this method click on the ‘pack’ option on the delivery round you want to pack.

The items are in order of the product grouping assigned to the product. For example by default roots appear at the top. Add ons are displayed by the ‘puzzle’ icon, veg box items with the ‘box’ icon and swaps with the ‘swap’ icon in the second column. Amount and units for the products are displayed on the right hand side.

Click on the arrows to move onto the next customer in the list and repeat the packing for each order.

Here’s a sneak peak of how George packs his orders at Sandy Land Farm using this method which should give a good insight into how this works.

Using printed packing sheets. Our printed packing sheet option gives you the ability to print out all the order information on one page for the customer. This is effectively a label and packing sheet all in one.

To pack using this method click on the ‘printer icon’ and then select ‘print packing sheets’. Then print the sheets out. We would recommend printing 2 per page on A4 to make them A5 slips.

Packing ‘Standard’ and ‘Non standard orders’ separately. Our system divides orders into ‘Standard’ and ‘non standard’ orders.

Standard orders = A customer who has ordered a veg box product with no swaps or add ons. Non standard = A customer who has an order with add ons or swaps, essentially anything different from the original box contents that is set. An option is to pack only the ‘non standard’ orders using the packing screens and then packing any standard orders together as there are no changes to look out for on the order. You can separate the printing of labels so you can just print labels for ‘standard’ or ‘non standard’ orders. You can pack the ‘non standard’ order using the packing screens by selecting the filter at the bottom of the screen.

Using summary data to pack your orders. If you have a simple offering of Veg boxes with no add ons and swaps you can use the ‘Summary’ information available by clicking on ‘Summary’ next to the delivery round you want to pack. Then toggle on ‘show veg boxes’ to show the number of veg boxes that need to be packed for that round.

Using export packing sheets .

The export packing sheets provides you with full exportable data of all the orders. This can be downloaded either per a delivery round, by delivery day or the full week. Click on the ‘download’ icon next to the option you have chosen, then select ‘export packing sheets’. You can then use the pre set filters to find either ‘standard’ or ‘non standard’ orders. Or use any filters available to find orders for example with swaps, just veg boxes or anything you like from the columns available.

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Collection only - If you use a collection based delivery model you can access a collection overview and collection checklists in fulfillment > collections

Step 6

Load your delivery vehicle

The orders that have been packed will be in the order of the last one packed will be the first one loaded into the van, meaning the last order to be delivered by the driver.

Deliver your orders.

On the day of delivery set on the delivery round navigate to our driver app.

If your admin is located on https://admin.uk.growing-good.tech/ use this version of the driver app: https://driver.uk.growing-good.tech/.

If your admin is located on https://admin.growing-good.co.uk/ use this version of the driver app: https://driver.growing-good.co.uk/

Make sure to bookmark these tabs. You can log in using the same log in credentials as use to log in to the admin.

Hit the ‘directions’ button to link through to Google maps and direct you to the drop.

Hit the ‘delivery completed’ button to confirm that the delivery has been made and move onto the next customer. This will also send an automatic email to the customer letting them know it has been delivered.

Skip forward to other drops on the round by clicking on the ‘pin’ icon located bottom middle of the app.

or if you don’t want to use the driver app you can create manual printed driver sheets:

Manual printed packing sheets

Hit the ‘download’ button for the delivery round that has processed and then ‘export labels’. This produces orders on one row suitable for a delivery sheet. Under ‘columns’ hide any that you don’t wish to have in the delivery sheet. Then hit ‘export’ to download as a CSV.