Staging & pull list — the full guide

The Staging tab is the shared board for every order that has to be pulled for local pickup or shipping. Everyone works the same board, and everything below is saved to the ticket as you go.

1 · Make the ticket

+ New pull ticket → enter the customer and attach the QuickBooks invoice PDF. The CRM reads it right in the browser and fills in the invoice # and every line item automatically — you'll see Read N items from the invoice ✓. No invoice handy? Type the customer in and attach it later (📄 Read items from invoice re-parses any time).

Set Pickup or Ship, the needed-by date, the staging location (Rack 3, Dock A…), and who's pulling it. Shipping tickets add carrier + tracking. Linking to a CRM lead is optional — walk-ins can just be typed in.

2 · Pull with the checklist

Every line item is a checkbox. Check items off as you physically pull them — the progress bar fills, and the card on the board shows ☑ 3/5 picked so anyone can see how far along an order is without opening it.

Short on stock? Click short? next to the item and enter how many you actually pulled. The line turns amber and is counted as handled. When any item is short, a 📦 Create backorder ticket button appears — one click makes a new On hold ticket for the remaining quantity (invoice # gets a -BO suffix) so the remainder is never forgotten.

Or keep it one ticket: mark the ticket Done while shorts are on it and the CRM logs a partial handoff instead of closing — it records what went out the door, resets the checklist to the remaining quantities, and drops the ticket to On hold · awaiting remainder. When the rest arrives, pull it and mark Ready again (the counter gets pinged again). The card shows a ◐ delivered/total badge until the last piece is out, and only then does Done actually close it.

3 · Mark Ready

Drag the card to Ready (or set the stage in the form). If items aren't all checked off, the CRM asks before letting it through — no more surprise gaps at the counter. The moment it lands in Ready:

#orders gets pinged in Slack with the customer, invoice, staging spot — and the pickup code.
The shelf clock starts: the card shows ⏳ 1d (amber) after a day and turns red at 3 days. At 3+ days the CRM also creates a follow-up task to call the customer, and a red banner above the board lists everything sitting too long.

4 · The customer ticket & pickup code

Every ticket has a 4-digit pickup code (shown in the ticket form). 🎫 Customer ticket prints the branded document — company logo, item table, total pieces, notes, and the code in a box up top. Whoever collects the order gives the code at the counter — match it before handing anything over. It's also in the Slack ping so the front desk always has it.

5 · Hand off — signature & photos

✍ Signature: when a pickup hits Done, the CRM offers the signature pad — the customer signs on screen, and it's saved with their name and the time. It prints on the ticket in place of the blank signature line. You can capture or redo it any time from the ticket form.
📷 Photos: attach photos of the staged pallet (they're shrunk automatically, so phone shots are fine). Best habit: one photo at Ready, one at handoff. Click any photo chip to view; ✕ removes it.

Together the code + signature + photo mean a disputed order is settled in seconds.

6 · Watch the numbers

Above the board: avg create → ready (how fast the warehouse pulls), avg ready → handoff (how long orders sit), and how many are waiting in Ready right now — all over the last 30 days. If ready→handoff creeps up, the shelf is filling; work the aging banner.

Stages at a glance

New (just created) → Pulling (someone's on it) → On hold (asks for a reason — backorder, waiting on stock) → Ready (staged, customer notified) → Done (handed off / shipped). Done orders stay on the board for 4 days, then move to 🗂 Past orders — the archive page behind the button at the top of the Staging board. Click any archived row to reopen the full ticket or reprint the customer ticket.

Privacy housekeeping

Signature images, photos, and customer phone numbers are automatically stripped from archived orders 90 days after Done — the signer's name, time, items and invoice reference stay as the business record.

💡 Only admins can delete a pull ticket — everyone can create and work them. If you make a ticket by mistake, ask an admin or just mark it Done with a note.

Dashboard