Co-op Management¶

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

Last Updated: 2026-09-30

Overview¶

A co-op is a shared delivery point, a neighborhood, workplace, school, or other group, where members receive their boxes at one address instead of their own. A co-op can be set up two ways:

Discount: members get a percentage off their order for belonging to the co-op.
Fundraiser: members pay full price, and the discount percent is instead tracked as money raised for a beneficiary (a school, for example). You review the amount raised periodically and cut them a check.

The Co-ops menu item only appears once the co-op feature has been turned on for your account behind the scenes. There is no self-service toggle for it in Site Configuration, contact Kiva Logic support if you need it enabled.

Primary Functions:

Create and manage co-op pickup locations
Assign customers to a co-op (from the customer's account, or via the "Assign Secret Coops" tool)
View co-op members and set their VIP status from the co-op record
Track fundraiser money raised and record payouts
Filter Orders by co-op

Co-op Configuration¶

Creating a Co-op¶

Required Fields:

Name: the unique name of the co-op
Address / Address 2 / City / State / Zip: where boxes for this co-op should be delivered
Route: what delivery route the co-op is on

Other fields:

Public: if on, anyone can find and join the co-op. If off, it will not show up anywhere and customers must be added by an admin, useful for a private residence or an invite-only group.
Leader Name / Leader ID: the person who set up the co-op, optionally linked to their customer ID. The leader can see who is in their co-op and message other members.
Co-op Type: Discount or Fundraiser (see Overview).
Discount Percent: how much members save, for example 10 for 10% off. For a Fundraiser co-op this is the percent tracked as money raised instead.
Minimum Boxes: the total number of boxes the co-op must be receiving that week for the discount to apply. Below that number, members do not get the discount.
Discount Only Box: if on, the discount applies only to menu items; anything a member adds on top is charged full price.
Fundraiser Beneficiary: who receives the fundraiser money (only used for Fundraiser co-ops).
Fundraiser Pay Frequency: how often the fundraiser is paid out, monthly, bi-weekly, or weekly.
Private Coop Secret: an optional password. New customers who know this word can request to join the co-op through the sign-up flow (see "Assign Secret Coops" below).
Use Customer Address: if on, always ship to the member's own address instead of the co-op address (the co-op address is used by default).
Delivery Time: a requested delivery time for the co-op. Only takes effect if you are using Routific for routing.
Instructions: delivery instructions for the driver, printed on labels and driver sheets.
Leader Notes: notes the co-op leader has left for their own members to read.
Welcome Text: custom text shown to customers landing on the co-op's shared invite/referral link.
Custom URL: a custom link slug (letters, numbers, and dashes only) used for the co-op's shareable referral link. The link accepts a ?promo=CODE code (for example yoursite.com/share/acme-office?promo=SPRING), which is pre-applied to anyone who signs up through it. This is useful for handing out one co-op with a different tracking code per business or group. The invite form of the link, yoursite.com/invite?c=acme-office&promo=SPRING, does the same thing.
Invite Image: a custom image to replace the default image on the invite page.
Status: Active or Inactive. Turning a co-op inactive does not remove its members automatically, see Troubleshooting.

Customer Assignment¶

Adding Customers to a Co-op¶

From the customer's account:

The "Coop" dropdown on the customer's account (Add/Edit Customer) assigns them to a co-op. Assigning a customer also moves their subscription to that co-op's route.

Assign Secret Coops tool:

If a customer enters a co-op's private secret during signup but isn't matched to a co-op yet, they show up on the "Assign Secret Coops" page (linked from the Co-ops list). From there you pick which co-op to assign them to.

Co-op Members¶

Open a co-op's record to see its member list (customer ID, name, account status, VIP setting). From there you can:

Set all members as VIP, or remove VIP status from all members, in one click
Remove all members from the co-op (also updates their current-week orders, even if not in "open" status)

Delivery Management¶

Co-op Orders¶

Orders can be filtered by co-op on the Orders page, using the co-op assigned to the order.

Co-op Route Integration¶

Each co-op has a single assigned Route. Members' subscriptions and orders inherit that route when they're assigned to the co-op.

Locked Pickup Co-ops¶

Some co-ops are set up as locked pickup programs, where members always collect at the co-op and never pick their own address or delivery schedule. Kiva Logic turns this on per co-op behind the scenes, there is no toggle for it on the co-op form. A member signing up through a locked co-op's invite link gets a shortened signup form:

The Delivery Information address block is hidden when the co-op ships to its own address (Use Customer Address off). The member's account is filled in with the co-op's address so the record is not left blank.
The Schedule section is hidden entirely, heading and delivery frequency choice included. The co-op's delivery schedule is applied to the subscription instead.

The lock follows the member onto their account pages, so they cannot undo it there either:

Delivery Schedule replaces the plan controls (delivery frequency, delivery day, delivery window, cadence shift, and vacation/pause) with a read-only summary of the frequency, pickup day, and pickup location. The member can still skip (and reset) individual deliveries on the fixed cadence, but adding an off-cadence delivery is not offered and is refused.
Delivery (address/pickup page) blocks switching to home delivery, choosing a different pickup location, and editing the delivery address, showing a read-only pickup summary instead.
The Co-op Info and leave co-op pages redirect the member away, so they cannot join, switch, or leave their co-op.

On stores that run as a pickup-location program (rather than a real co-op), the co-op member badge and its Co-op Info link are not shown on the customer's welcome page either, so pickup members are not labelled as co-op members.

Pricing & Discounts¶

Discount co-op: Discount Percent is a flat percentage off, applied only once Minimum Boxes is met (if set). Discount Only Box limits the discount to menu items and charges full price for anything a member adds on top.

Fundraiser co-op: no discount is applied to members' orders. Discount Percent is instead tracked as the amount raised for the Fundraiser Beneficiary, paid out on the Fundraiser Pay Frequency you set. Use "Mark Payment Completed" on the co-op record to record a payout.

Common Use Cases¶

Use Case 1: Create an Office Co-op¶

Goal: Set up a workplace pickup location

Steps:

Go to Settings > Co-ops
Click "Add New"
Name: "Acme Corp Office"
Fill in the delivery address
Select the route it belongs to
Set the Co-op Type (Discount or Fundraiser) and Discount Percent
Save
Assign employees to the co-op from their customer accounts

Use Case 2: Track a Fundraiser Co-op¶

Goal: Pay out a school fundraiser co-op

Steps:

Open the co-op's record
Review "Coop Moneys Raised" (per-member amounts pending or paid) and "Coop Fundraising Payouts" (current amount owed and payout history)
When ready, use "Mark Payment Completed" to record the payout

Troubleshooting¶

Customer Not Appearing at Co-op¶

Verify the customer's subscription has the co-op assigned (Coop dropdown on their account)
Check the co-op is set to Active
If they came in through a private secret, check "Assign Secret Coops" for an unmatched request

Co-op List Looks Empty or Missing Co-ops¶

The Co-ops list defaults to showing Active co-ops only. Use the "Active / In-active / All" filter at the top of the list to see inactive co-ops.

Deactivating a Co-op¶

Turning a co-op's Status to Inactive does not remove its members. Remove members from the co-op first (via "Remove all members from this coop" on the co-op's record) if you want them off it.

Best Practices¶

Remove all members from a co-op (using "Remove all members from this coop") before setting its Status to Inactive, the system does not do this for you automatically.
The co-op address overrides each member's own address by default. Turn on Use Customer Address if members should ship to their own address instead.
Discount Only Box only matters for Discount co-ops; it has no effect on a Fundraiser co-op since no discount is applied to orders either way.

FAQs¶

How are co-op orders different from regular orders?¶

They ship to the co-op's address by default (unless Use Customer Address is on), and get the co-op's Discount Percent applied once Minimum Boxes is met, or no discount at all for a Fundraiser co-op.

Can a customer belong to more than one co-op?¶

No, a customer's subscription is assigned to a single co-op at a time.

Who pays for co-op orders?¶

Each member checks out and pays individually like any other customer. For a Fundraiser co-op, "Mark Payment Completed" only records that you paid the fundraiser beneficiary, it does not collect or move money from customers.

What happens if I deactivate a co-op?¶

Members are not removed automatically. Use "Remove all members from this coop" on the record first, otherwise they remain assigned to a co-op that is now inactive.

Can a co-op leader manage the co-op themselves?¶

A leader (set via Leader Name / Leader ID) can see who is in their co-op and send them messages. There is no separate leader/coordinator portal for placing orders on members' behalf.

Customer accounts - assign a customer's co-op
Orders - filter orders by co-op
Assign Secret Coops - match customers who entered a private co-op secret

Quick Reference¶

Task	Action
Create co-op	Add New > fill in details > Save
Assign customer	Customer account > Coop dropdown
View/manage members	Open the co-op record > Coop Members
Filter orders	Orders > filter by Coop
Deactivate co-op	Edit co-op > set Status to Inactive

End of Documentation