A food bank staff member who manages orders, products, pickup locations, customers, and referrers. When a food bank signs up, administrators get their own dedicated dashboard at /admin.
An 8-digit code that a recipient receives from a referrer contact and enters during registration to gain access to the system. When a food bank requires auth codes, only recipients with a valid code can register. Behind the scenes, the code also associates the recipient with the referrer organisation and contact who issued it.
A scannable code assigned to a product. Multiple barcodes can be assigned to the same product — this is useful for generic items (such as "Canned Beans") where different brands each have their own barcode but are all treated as the same product. Used for inventory management, scanning, and stocktake operations.
A product type that contains multiple individual products grouped together. Bundles have minimum and maximum quantity constraints for each included item. Recipients can customise which items they include from the bundle.
A product category used to organise products into a browsable hierarchy. For example, "Fruit," "Vegetables," or "Canned Goods." Categories can have sub categories for finer-grained organisation.
A staff member at a referrer organisation who works directly with recipients. Referrer contacts can be assigned auth codes and linked to specific recipients. They can be invited to access the admin system with limited permissions.
The process a recipient follows to complete an order. The checkout steps vary depending on the food bank's fulfilment mode. For food banks using pickup locations, the flow includes: select pickup location, confirm location, select payment method, complete (with optional survey questions), and confirmation. Drop-in kiosk and delivery modes have simplified checkout steps.
A way to categorise customers. Customer groups can be associated with referrers or referrer contacts, allowing automatic group assignment when a recipient registers with an auth code.
The number of hours before a pickup time after which new orders can no longer be placed for that pickup slot. For example, a 24-hour cutoff means orders must be placed at least 24 hours before the scheduled pickup time. Cutoff times apply only to food banks using the pickup location fulfilment mode.
A configurable option that maps a donation amount to a number of points that can be used to select products. For example, a $20 donation might give 30 points. Recipients select a donation choice before browsing products when the food bank uses points-based selection.
An optional demographic field that can be collected during recipient registration. Food banks can enable or disable this field.
The process of marking an order as fulfilled (picked and ready for collection, or collected). Admins can fulfill orders individually or in bulk from the order grid.
The stock tracking system for products. When a product variant is marked as "tracked," the system monitors on-hand and on-hold quantities. When a recipient adds a tracked item to their cart, it is reserved (held) for a fixed period of time configured in settings. If the item is not checked out within that period, it is released back into available stock. Stock is reduced when orders are fulfilled and returned when orders are cancelled.
A collection of products requested by a recipient. Depending on the food bank's setup, orders may be for scheduled pickup, walk-in collection, or delivery. Orders progress through states: new, checkout in progress, completed, fulfilled, or cancelled.
The process of collecting products from warehouse shelves to fulfill an order. The admin interface provides a picking view that lists all items needed for an order, organised for efficient warehouse picking.
A printable or exportable list of all items needed to fulfill one or more orders. Used by warehouse staff during the picking process.
A physical site where recipients collect their orders. Each location has a name, address, designated day of the week, pickup time, duration, and cutoff period. Pickup locations are used when a food bank operates in pickup mode. Other fulfilment modes (drop-in kiosk, registration only, delivery) may not use scheduled pickup locations.
A unit of value assigned to each product by the food bank. The number of points a product is set at is an arbitrary number set by the admin that may reflect scarcity, cost, utility, healthiness, or a combination. Items the food bank wants to distribute quickly might be set at 0 points, while less healthy or scarce items might be set higher to manage demand. Recipients receive a points allowance — which may be determined by their donation choice, family size, or other criteria configured by the food bank — and allocate these points to products. The pricing mode (points only, currency only, or both) is configured per food bank.
The model used by your food bank to determine how recipients select products. Options are: points only (all recipients use points), currency only (all recipients pay with money), or both (each recipient is assigned either points or currency mode on their profile). In "both" mode, the admin sets each recipient's mode individually — for example, recipients coming through one referrer might use points while those from another use currency. If no mode is set on a recipient's profile, the food bank's default mode applies.
A custom question that can be added to the registration form or checkout completion step. Admins configure questions for their food bank. Up to 10 questions can be configured.
A person who receives food from a food bank. Recipients register for an account, browse products, and place orders. How they receive their food depends on the food bank's fulfilment mode — pickup, drop-in kiosk, or delivery.
An order that automatically repeats on a schedule (weekly, fortnightly, or monthly). The system creates new orders based on the original order's items. For food banks using pickup locations, recurring orders are assigned to the next available pickup date at the same location.
An organisation (such as a social service agency, church, or community group) that refers recipients to the food bank. Each referrer has a name, contact details, and associated referrer contacts who generate auth codes for recipients.
The process of physically counting inventory and updating stock levels in the system. The admin interface provides a stocktake tool for this purpose.
An educational module system within the admin area. Training consists of topics, subtopics (with optional video content), and quiz questions. Used to train food bank staff and volunteers.
A specific version of a product with its own code, price, barcode, and stock level. For example, a product "Milk" might have variants "1L" and "2L."
An open banking payment integration that allows recipients to pay directly from their bank account. Used by food banks that accept monetary payments.
A feature that allows unregistered visitors to place an order without creating an account. Walk-in orders are limited to one per day per session.