Skip to content

Co-ops Settings Documentation

Menu Location: Settings > Customer > Co-Ops (admin-edit.php?table=coops)

Access Level: Administrator and above

Last Updated: 2026-03-01

Overview

Co-ops Settings manages buying cooperatives or group purchasing programs that allow multiple customers to pool orders for better pricing or community-supported agriculture (CSA) participation. This feature supports farmers' markets, community co-ops, and group buying scenarios.

Primary Functions:

  • Create and manage co-op groups
  • Assign customers to co-ops
  • Set co-op pricing and discounts
  • Manage co-op coordinators/leaders
  • Track co-op order volume
  • Handle group delivery logistics

Page Layout

Co-ops Table:

  • Co-op ID
  • Co-op Name
  • Coordinator Contact
  • Member Count
  • Discount Percentage
  • Delivery Location
  • Active Status
  • Actions (Edit, View Members, Delete)

Creating Co-Ops

Required Information:

  • Co-op Name: Display name (e.g., "Downtown Community Co-op")
  • Coordinator: Primary contact person for group
  • Delivery Location: Where co-op receives orders
  • Delivery Schedule: When co-op gets deliveries
  • Pricing Structure: Discount or special pricing for co-op members

Optional Settings:

  • Minimum order quantity for co-op pricing
  • Coordinator commission/payment
  • Member capacity limits
  • Payment handling (individual or group payment)

Common Use Cases

Use Case 1: Farmers Market Co-op

Setup: 25 customers pick up orders at Saturday farmers market booth.

Configuration:

  • Name: "Saturday Market Pickup"
  • Coordinator: Market manager
  • Delivery: Saturday 8 AM to market booth
  • Members: 25 customers assigned to co-op
  • Special: 10% discount for market members

Use Case 2: Office Group Buy

Setup: Corporate office employees pool weekly orders.

Configuration:

  • Name: "Acme Corp Employee Group"
  • Coordinator: Office manager
  • Delivery: Friday to office lobby
  • Members: 40 employees
  • Payment: Individual online payment, bulk delivery

Use Case 3: Community Supported Agriculture (CSA)

Setup: Community members purchase seasonal shares.

Configuration:

  • Name: "Spring CSA 2026"
  • Coordinator: Farm manager
  • Delivery: Weekly pickup at farm
  • Members: 100 shareholders
  • Pricing: Prepaid seasonal subscription

Use Case 4: Neighborhood Pickup Point

Setup: Reduce delivery costs by consolidating neighborhood orders.

Configuration:

  • Name: "Oak Street Neighborhood"
  • Coordinator: Volunteer coordinator
  • Delivery: Tuesday evenings to coordinator's garage
  • Members: 15 neighbors
  • Benefit: Free delivery for group orders $500+

Use Case 5: Religious/Community Organization

Setup: Church members group order for food pantry and personal use.

Configuration:

  • Name: "First Methodist Food Program"
  • Coordinator: Program director
  • Delivery: Monthly bulk delivery
  • Members: 30 families
  • Special: Wholesale pricing for bulk orders

Managing Co-op Members

Adding Members:

  1. Edit co-op record
  2. Click "Add Member"
  3. Search for customer
  4. Assign to co-op
  5. Customer account updated with co-op affiliation

Removing Members:

  1. View co-op members list
  2. Click "Remove" next to customer
  3. Customer reverts to individual customer status

Member Benefits:

  • Automatic co-op pricing
  • Consolidated delivery
  • Group communications
  • Coordinator can manage group orders

Pricing & Discounts

Co-op Pricing Options:

  • Percentage Discount: 10% off all products for co-op members
  • Flat Rate: Fixed price per box/order regardless of individual pricing
  • Wholesale Pricing: Special pricing tier for group purchases
  • Volume-Based: Discount increases with total co-op order volume

Coordinator Compensation:

  • Commission on co-op sales
  • Free products/credits
  • Percentage of total co-op revenue

Best Practices

  1. Clear communication - Set expectations for pickup times, payment, and ordering deadlines
  2. Coordinator support - Provide tools and training for co-op leaders
  3. Regular review - Monitor co-op health, member satisfaction
  4. Flexible terms - Allow members to join/leave with reasonable notice
  5. Track performance - Measure co-op retention and growth

Quick Reference Card

Task Action
Create co-op Click Add New Record
Add member Edit co-op, click Add Member
Remove member View members, click Remove
Edit co-op Click Edit in Actions column
View all members Click "View Members" link
Deactivate co-op Edit, change status to Inactive
Set discount Edit co-op, enter percentage

FAQs

How are co-op orders different from regular orders?

Orders ship to co-op delivery location instead of individual addresses. May have special pricing or consolidated delivery.

Can customers belong to multiple co-ops?

Typically no - one co-op per customer. System configuration dependent.

Who pays for co-op orders?

Depends on setup: individual members pay separately OR coordinator collects payment and makes single group payment.

What happens if co-op dissolves?

Deactivate co-op. Members automatically revert to individual customer status with standard pricing.

Can co-op coordinators place orders for members?

Yes, if given admin access or using coordinator portal. Depends on system setup.

End of Documentation

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