Our Orders

Our Orders displays a list of the Orders which are created whenever a booking is made.

Orders are helpful as they display contact information, booking information, including hire gear, price, and notes added by either the customer, by the system or or by another coordinator.

Our Orders?displays the orders as a list, with the most recent order created at the top.

Remember that magical ‘Order ID’? We can see it again here :

And if we click it, again here :

Truely Magical.


We can locate an specific order using the search bar in the top right of Our Orders. This can be handy if you need to locate customer details that can’t be found through Our Contacts. For example, you might only have a band name to search with, which might not have returned any results in Our Contacts.


When we log in to studio coordinate, one of first tasks we’ll need to do is open all of the orders for the bookings that we are to coordinate.

More often though we’ll need to locate orders using a session time rather then customer details though.

To do this, remember when we looked at Our Bookings that magical ‘order Id’ hyperlink ? If we click that it opens the specific Order for that booking.

Once we’ve opened all of the orders for a particular timeframe, we can then allocate studios, move hire gear, and also open the associated invoices that are automatically generated in Xero

Before we move on, some more stuff about Orders –

Like Bookings, Orders also have status’.

  • Booked – this is the default Status that new, unpaid, bookings come through with.Arrived – they are here, and we’ve greeted them,  directed them to the studio, and if 1st timers, given them the speelPaid – the Order is paid for. However, you can still add other products (eg hire gear, earplugs, drumsticks) after this point, but don’t forget to also take payment for them at the time you add them.Clear – the studio is clear and tidy, with all hired and borrowed equipment accounted for and returned to the coordinator area ( except if it’s a drumkit, which live in the studios unless not required ). The whiteboard on the door has been erased, and ideally the studio is also vacuumed.

    Completed – This is the final sign off, acknowledging the journey above.

    Additionally, Orders that are paid for with Paypal come through with this ‘completed‘ status. More about Orders paid with Paypal here

Whenever we change an order status, we need to ‘update’ the order by clicking the button near the top right of the page.

Orders can have notes – as well as adding notes at the time bookings are made ( these notes customers can see on there order confirmation ), we can also add private notes to the order after it has been created.

More on this later…

Next –  Order Status Flow