VIP Status¶

Menu Location: Customers > Reports > VIP Status

Last Updated: 2026-07-26

Overview¶

The VIP Status page is not where you mark a customer as VIP. That happens on the customer's own account page. This page is an audit list of VIP auto-removal records: one row is created here each time a customer's VIP flag is turned on while the auto-removal feature (described below) is enabled. Use it to see when a VIP flag was granted, what threshold it was set to expire at, and whether the system has already auto-removed it.

Primary Functions:

Turn the VIP auto-removal feature on or off, and set the default box count it uses
See a record for every customer whose VIP flag was granted while auto-removal was on
See whether and when a VIP flag was auto-removed
Manually run the auto-removal check (Kiva Admin only)

Page Layout¶

Header Section¶

Settings button - opens a modal to enable/disable VIP auto-removal and set the default number of boxes before a VIP flag expires (0-50, default 5)
Enabled / Disabled indicator - shows in green or red whether auto-removal is currently on
updateVipStatus() button (Kiva Admin accounts only) - manually runs the same auto-removal check the daily background job runs

Main Content Area¶

Table of VIP records with columns:

Customer - the subscription's owner
Created - date the VIP flag was granted
Expires After Orders - the box/week threshold that was in effect when this record was created
Auto Removed - date/time the system cleared the VIP flag, blank until that happens

How VIP Status Actually Works¶

VIP status lives on the customer's subscription (the "Print a VIP icon on label" checkbox), not on this page.

Where it's set: on the customer's account page, each subscription has a "Print a VIP icon on label" checkbox. Checking it flags that subscription as VIP.
What it does: a VIP-flagged subscription gets a VIP icon printed on its shipping label, so the packing team knows to give it extra attention.
Auto-removal (optional): if the Settings modal on this page has auto-removal enabled, checking the VIP box also creates a record here with the current default box count. A daily background job then checks each record: once at least that many weeks have passed since the flag was granted, and the customer has received at least that many non-cancelled boxes since then, the VIP flag is cleared automatically and this page's Auto Removed column is stamped.
If auto-removal is off: the VIP flag stays on indefinitely until someone unchecks it manually. No record is created here.

Bulk VIP Actions (elsewhere in admin)¶

These aren't on this page, but they use the same VIP flag:

Coop detail page (Customers > Coops, open a specific coop): "Set all members from this coop as VIP" and "Set all members from this coop as NOT VIP" buttons flip the VIP flag for every subscription in that coop at once.
Customer Tags page (admin-edit.php?table=promotions_tags): shows a live count of how many subscriptions currently have the VIP flag set, with a "set flag to false for all customers" link to clear it store-wide.

Filtering by VIP Status¶

The Customers list and the Customer Longevity report both have a tag filter dropdown that includes a built-in "VIP" option (alongside your custom Customer Tags), so you can pull just your VIP-flagged customers.

Common Use Cases¶

Use Case 1: Flag a customer VIP for special handling¶

Go to the customer's account page
Check "Print a VIP icon on label" on the relevant subscription
Their next label prints with the VIP icon

Use Case 2: Make a VIP designation temporary¶

On this page, open Settings and enable auto-removal, set the box count
Check the VIP box on the customer's subscription
The VIP flag clears itself automatically once the customer has waited that many weeks and received that many non-cancelled boxes

Use Case 3: VIP a whole coop/fundraiser group at once¶

Open the coop on the Coops page
Click "Set all members from this coop as VIP"

Use Case 4: Find out why a VIP flag disappeared¶

Check this page for that customer's record
If Auto Removed is filled in, auto-removal cleared it once the threshold was met, this is expected behavior, not a bug

Use Case 5: Clear the VIP flag for everyone at once¶

Go to Customer Tags (admin-edit.php?table=promotions_tags)
Click "set flag to false for all customers" under the VIP status count

Troubleshooting¶

VIP icon not printing on label¶

Check:

Confirm "Print a VIP icon on label" is actually checked on that subscription (customer account page, not this page)
Regenerate/reprint the label after checking the box

VIP flag disappeared unexpectedly¶

Check:

Look up the customer's record on this page
If Auto Removed has a date, auto-removal is on and the customer had met the week/box threshold, this is the system working as configured
If you don't want auto-removal, turn it off in Settings

updateVipStatus() button missing¶

This button only shows for Kiva Admin accounts.

Customers (customers.php) - filter by the VIP tag
Customer Longevity (customer-longevity.php) - filter by the VIP tag
Customer Detail (customer_info.php) - where the VIP flag is actually set per subscription
Coops (admin-edit.php?table=coops) - bulk VIP on/off for a whole coop
Customer Tags (admin-edit.php?table=promotions_tags) - VIP flag count and bulk clear

Quick Reference Card¶

Task	Action/Location
Flag one customer VIP	Customer account page > check "Print a VIP icon on label"
Un-flag one customer	Customer account page > uncheck the same box
VIP a whole coop	Coops > open coop > "Set all members from this coop as VIP"
Un-VIP a whole coop	Coops > open coop > "Set all members from this coop as NOT VIP"
Clear VIP for everyone	Customer Tags page > "set flag to false for all customers"
Turn on auto-removal	VIP Status page > Settings > enable, set box count
See why a flag was removed	VIP Status page > find the customer's record > Auto Removed date
Filter customers by VIP	Customers or Customer Longevity > tag filter > VIP

FAQs¶

Where do I actually mark a customer as VIP?¶

On the customer's own account page, not on this VIP Status page. Check "Print a VIP icon on label" on their subscription.

What does VIP status actually do?¶

It prints a VIP icon on that customer's shipping label so the packing team gives the order extra attention. It does not unlock pricing, tiers, or any other automated perks.

Does VIP status ever go away automatically?¶

Only if you've turned on auto-removal in this page's Settings. If it's off, VIP status stays on until someone unchecks it.

How does auto-removal decide when to remove VIP status?¶

It waits until both are true: at least as many weeks have passed as the box-count setting, and the customer has received at least that many non-cancelled boxes since the flag was granted.

Can I VIP an entire coop or fundraiser group at once?¶

Yes, from that coop's detail page.

Is there a way to clear VIP status for every customer at once?¶

Yes, on the Customer Tags page.

Change Log¶

2026-07-26¶

Rewritten against the actual code. Removed invented VIP tiers, lifetime-value thresholds, benefits tracking, notes field, anniversary tracking, advisory panel, and export button, none of which exist. Corrected the page to what it actually is: an audit list for the optional VIP auto-removal feature, backed by the vip_status table, with the real VIP flag living on subscriptions.vip_status.

2026-03-01¶

Initial documentation created

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.