Quick add order
Step 1 of 3 — Who is it for?
In motion
Scans and notifications on the moveCredits and forecast
Available credits
0 credits
Expected usage
0 credits
Orders: 0 credits
Planned campaigns: 0 credits
Orders
Every order, from pending to collected.
| Customer | Order | Status | Notifications | Actions |
|---|
Customers
0 customers in your directory
| Customer | Consent | Phone | Open orders | Actions |
|---|
Campaigns
Messages to groups of customers who've agreed to hear from you.
| Name | Status | Send by | Customers | When | Credits | Actions |
|---|
Manage credits
Credits pay for texts. Emails are always free.
0 credits
About 0 texts.
Top up
Choose a bundle and we'll add the credits and send you an invoice.
Loading bundles…
1 credit = 1 text of up to 160 characters; a longer text uses 2 or more. Credits don't expire.
Recent activity
| Date | What | Credits | Balance after |
|---|
Audit Log
What's been done in your shop, newest first: orders, customers, campaigns and settings. Entries can't be changed or deleted.
Product groups
Create seasonal groupings and control when they appear during order capture.
| Name | Dates | Status | Items | Last updated | Actions |
|---|
Preference tags
Label customers by what they like, then turn a tag into an audience group for a campaign.
No preference tags yet
Make a tag like "Crime fiction", add it on customers' pages, then turn it into an audience group.
| Name | Customers | Last updated | Actions |
|---|
Products
0 products
Upload a supplier list from a computer.
Show archived
| Name | Barcode | Suppliers | Price | To be ordered | Active orders | Actions |
|---|
Loading products…
No products match these filters.
No products yet
Every product you take an order for with a barcode appears here, with how many to order, or upload a supplier's list.
Notifications
Loading…
| Time | Type | Channel | Recipient | Order | Status | Actions |
|---|
Loading notifications…
No notifications match these filters.
Reports
See your shop's records and download them as a spreadsheet (CSV).
Showing 0 of 0
Scroll sideways to see every column.
No rows match these filters.
Scroll sideways to see every column.
Nothing to show for this summary.
Each campaign sent between these dates, and who ordered in the 14 days after it went.
| Campaign | Date | Sent to | Unsubscribed | Ordered within 14 days |
|---|
No campaigns were sent between these dates.
Settings
Set up your shop, staff and connections.
Shop & team
Your shop's details, your staff, and what each role can do.
Shop
Only Owners can change these settings.
Sets your shop's day: the day an online list opens and closes, what counts as "today" on the Dashboard, and when daily summary emails go out.
The country a phone number belongs to when it's typed without a code, like 086 123 4567. Every phone box opens on it, even for a number from another country (shown with its code). A number that isn't one from here but is a mobile somewhere else, like a UK mobile typed without +44, isn't saved: the message says which number it probably is. A number given with another country's code is checked for that country.
All optional. Shown to customers after they order online, and in their order emails, so they know where and when to collect. One line per row for the address and hours. The phone is a phone number, landline or mobile, with its country code in front. The map link (from Google Maps, Share) becomes a Get directions link.
No logo yet
JPG, PNG or WebP, up to 5 MB. It uploads as soon as you choose it, so there's no need to press Save changes. Shown at the top of your customer portal and your emails to customers, and on packing slips.
Social media
Team
Invite staff to help run the shop. Your plan has 3 people, including the owner. Someone invited takes a place until they join or you remove them; suspend or remove someone to free one. Owners manage staff; staff see a read-only list.
| Name | Role | Status | Actions |
|---|
What Owners and Staff can do
The full list, area by area, is in the User Guide.
Suppliers
The suppliers you order from. This list powers the supplier picker used across special orders.
Only Owners can change these settings.
Your suppliers
Owners add and manage suppliers; staff can see the list.
Show archived suppliers
Archived suppliers keep their history on past orders but aren't offered in the supplier picker.
| Name | Phone | Lead time | Notes | Status | Actions |
|---|
Loading suppliers…
API keys
Let your own software use your shop's data through the Leaption API. Keep keys secret: anyone with a key can read your orders and customers.
Your API keys
Each key is shown once, when you create it. If you lose it, revoke it and create a new one. A shop can have up to 5 keys at once, and the hourly limits are your shop's, shared by all its keys. See the API documentation for how to use a key.
| Name and key ID | Access | Created | Last used | Status | Actions |
|---|
Loading API keys…
Connect the email account Leaption sends your customer emails from.
Only Owners can change these settings.
Which email do you use?
Your email provider's outgoing mail server, e.g. smtp.resend.com (Resend) or smtp.gmail.com (Gmail).
Usually 587 (TLS) or 465 (SSL). If the test email can't connect on those, use 2587 or 2465 if your provider offers them (Resend does).
TLS for port 587, SSL for 465. None only if your provider says so.
Your SMTP login. For Resend it's the word "resend"; for most providers, your full email address.
Your SMTP password or API key (a Resend key starts with re_). Leave blank to keep the saved one.
The sender name customers see in their inbox.
Must be on a domain you've verified with your provider.
If your provider gave you one (e.g. "resend" or "s1"), we check your DKIM record when you save.
Where the test email goes. It uses what's in this form now, even before you save.
Text messages (SMS)
How text-message notifications reach your customers.
Only Owners can change these settings.
Send text messages
When off, your shop sends email notifications only.
Use my own Twilio account
Texts go through Leaption's shared service and use credits.
Low-balance alerts
A warning before your text credits run out.
At or below this balance your wallet shows an amber warning; at zero, a red one: "You're out of credits. Texts are paused until you top up; emails still go." Set 0 to be warned only when you run out.
Email me low-balance alerts
One email when you reach the warning level and one when you run out. Off: the wallet warning only.
Reminders
The notifications sent automatically after an order arrives. Each one has an email and a text message, and each customer gets it by text and by email, whichever they gave you and agreed to.
Only Owners can change these settings.
Send notifications automatically
When off, nothing is sent automatically, not even the arrival notification.
A ready order shows as Overdue once it's gone this many days uncollected after the customer was told.
Reminders go at this time, in your shop's time, on the day they're due. Arrival notifications still go as soon as an order is ready, or, for an order in a delivery, when that delivery is finished.
Customer messages
Every message Leaption sends your customers by itself, and when it's sent. Campaigns aren't listed: you send those yourself. To see what went to a customer, open their order's Notifications tab or the Notifications page. Every email ends with your social media icons, if you've added links in Shop & team.
Collecting an order
These need the customer's agreement to be emailed or texted. Text or email means a text when the customer has a mobile number, has agreed to texts and text messages are on in Settings; otherwise an email. A text from Leaption's number uses credits. You can change their wording and timing in Reminders.
| Message | When it's sent | Sent by | Editable |
|---|---|---|---|
| Arrival | When every item on an order has arrived. Not sent if an item is unavailable (see below), for delivery orders, or while Send notifications automatically is off in Reminders: the order's Notifications tab then shows it as Not sent, and it isn't sent later. The email can end with a sign-up box for news and offers (Data & privacy → Sign-up in the ready email). | Text or email | Yes |
| Reminder | When the order still hasn't been collected the set number of days after the customer was told it's ready (3 to start with). Stops once the order is collected, cancelled or reopened, and when it's switched off. | Text or email | Yes |
| Final reminder | Like the reminder, a few more days later (7 to start with). | Text or email | Yes |
| Ready with unavailable | When you press Send notification on an order where some items have arrived and the rest are unavailable. It lists what's ready and what you couldn't get, and what they pay for it: nothing, or, if they paid by card, what you'll refund. The email links to their order page when they have one. Never sent by itself. The email can end with the sign-up box too. | Text or email | Yes |
Order links
An order link lets a customer check and confirm an order online. These messages are about something the customer asked for, so they go to any customer with an email address or mobile number.
| Message | When it's sent | Sent by | Editable |
|---|---|---|---|
| Order to review | When you send an order link from the order. It names the order number and, when they pay online, the total and any deposit; the email also says how long the link works. An order you've already marked Paid in full asks for no payment, however it's paid: "Your order is paid; here it is to check". Online or at collection has its own, below. | Email or text, as you choose | No |
| Order to review — online or at collection | When you send an order link with Online or at collection. It says they can pay online now or when they collect, with the total (and the deposit, if there is one). | Email or text, as you choose | No |
| Change accepted | When you accept a change the customer asked for on an order they haven't paid for. It comes with a new link to confirm the new total. | The same way as the last link, otherwise email | No |
| Total changed | When you mark an item unavailable or suspend one while the customer's order link is with them and not yet paid (an item back is the next row). It names the order by its reference, says what changed (the text too), gives the new total (and deposit) with the items it's for, and comes with a new link: the one sent before stops working. Not sent if nothing on the order can be supplied any more: cancel it to tell them. On an order paid by card, an item marked unavailable, removed or suspended sends Order updated instead, with what you'll refund. | The same way as the last link, otherwise email | No |
| Total changed — an item back | When an item comes back on the order: you resume it, or undo Mark unavailable, Suspend or Remove. It opens "Good news about your order", says which item is back and gives the new total, with a new link as above. Logged as Total changed (on an order paid by card, Order updated, saying there's nothing more to pay, or, after Mark refunded, what's left to pay when they collect it). | The same way as the last link, otherwise email | No |
| Order updated | When you accept a change on an order that's already paid. It says whether a refund or a top-up is due. Also when you mark an item unavailable, remove or suspend one (or undo it) on an order the customer paid by card: it says what changed, the new total and what you'll refund them, and the order's Payment says what to refund in Stripe, with Mark refunded for once you have. An item back is Total changed — an item back above. | Email; for an item's change, the same way as the last link, otherwise email | No |
| Change declined | When you decline a change the customer asked for, with your note if you add one. | No | |
| Order confirmation | When the customer confirms their order on the link without paying online: paid at collection, or Online or at collection when they choose to pay when they collect. A link sent to be paid Online is confirmed by paying, so it gets Order link paid instead. | No | |
| Order link paid | When the customer pays on an order link you sent: the amount paid and, after a deposit, what's left to pay when they collect. On a link paid Online, paying is what confirms the order, and you get an email that it was paid. It replaces the order confirmation. Stripe emails its own receipt as well. | No | |
| Email address changed | When the customer changes their email address on the link. It goes to the old address, in case it wasn't them. | No |
Online lists
Nothing is sent when a customer sends in an order from an online list: the first message comes when you accept it, or when they pay online.
| Message | When it's sent | Sent by | Editable |
|---|---|---|---|
| List order confirmed | When you accept an order sent in from an online list. It includes a link to see the order. | No | |
| List request declined | When you decline an order sent in from an online list, with Tell the customer by email ticked. It goes at once, with your reason if you give one. The tick starts as Tell customers when you decline a request says (Portal → Settings → Online lists); that's off to start with. | No | |
| List order accepted after all | When you accept a request after the customer was emailed that you declined it (you undid the decline). It says you can do their order after all, and goes instead of List order confirmed. You can untick Tell the customer by email when you accept. | No | |
| Online order paid | When a customer pays for an online order by card. It says how much was paid and what happens next. Stripe emails its own receipt as well. | No |
Delivery and cancelling
| Message | When it's sent | Sent by | Editable |
|---|---|---|---|
| On its way (delivery) | When you mark a delivery order dispatched with Email the customer that it's on its way ticked. It includes the carrier and tracking number if you add them. | No | |
| Order cancelled | When you cancel an order with Tell the customer left ticked in the Cancel order pop-up (untick it if they phoned or came in to cancel). It says a refund will be arranged if they've paid anything. | Email and text: every email address and mobile they gave | No |
In every email
- Your shop name and logo (Settings → Shop & team) and your brand colour (Portal → Settings → Look).
- "Questions? Contact us:" with the Contact us link from Portal → Settings → General, when you've set one.
- The four collecting messages also end with "Don't want these emails? Just let us know."
Packing slip
What's printed on the packing slip for each delivery order. Leave a field blank to use the standard wording.
Only Owners can change these settings.
At the top of the slip, above the order number.
Above the items that are still on order and aren't in this parcel.
Above the items marked unavailable.
At the bottom of the slip. Up to 300 characters.
Show your logo
Your logo is set in Settings → Shop & team.
Show how to contact you
Prints "Questions? Contact us:" with your Contact us link from Portal → Settings → General.
Preview
A made-up order, as it prints on A4.
Order statuses
What each status means and how an order or item gets there. You can switch off the item statuses your shop doesn't use.
Only Owners can change these settings.
Order statuses
Staff never set an order's status directly: it follows from its items. Mark order arrived and the other order buttons move every item on at once. A delivery order uses the same statuses with delivery words.
| Status | What it means | How an order gets here |
|---|
Item statuses
Each item on an order has its own status. The optional ones can be switched off below.
| Status | What it means | How an item gets here |
|---|
Optional item statuses
Switch off a status your shop doesn't use, and staff can't move an item into it. Items already in it keep it and can still be moved on.
Products
Call your products' details what your shop calls them. The names show on every screen and in your reports. Leave a field blank to use the standard name.
Only Owners can change these settings.
For example Author in a bookshop, Make in a bike shop, or Designer.
The number you scan or type to find a product. For example ISBN in a bookshop, or Part number.
Payments
Take payments online through Stripe, and set how orders are paid by default. Money only moves once online payments are fully set up.
Stripe account
Loading your payment status…
You'll be taken to Stripe to connect your shop's account. Leaption never sees your bank details: Stripe holds them. Card payments go to your own Stripe account, and your shop is the merchant of record.
How orders are paid
Online options unlock once your Stripe account is ready. Staff can still choose a different mode on each order.
Paid online, customers pay on the link: the deposit when you've set one (Portal → Settings → Order links), otherwise the whole amount. A deposit's balance is paid at collection. With Online, paying confirms the order; with Online or at collection, they can also confirm and pay when they collect.
Billing
Your plan and account details.
Plan
—
Account
—
Shop created
—
To change your plan, contact Leaption through .
Import customers and orders
Bring your customers and their open orders in from your old system, in one spreadsheet: a Customers tab, and an Orders tab if you have open orders.
The template
Each customer needs a Customer ID and a Name. Bring in open orders only, one row per item: items still to come come in placed with the supplier, and items marked Arrived come in waiting to be collected. Leave the Orders tab empty to bring in just your customers. News and offers stays on only with a Consent date and a Consent method. The template's last tab says what goes in each column.
Importing needs a computer.
Your file
Leaption checks the file and shows what it would add before anything is saved. Customers and orders already in Leaption are skipped, so you can import the same file again.
Drop your filled-in template here
Data & privacy
Export your customer data and meet your data-protection duties (GDPR).
Export all customers
A CSV of every customer, with consent fields and order counts: for a data-access request or your own records. One customer's full consent history is in their own record (Export data).
Bringing customers in from another system?
Consent at the counter
What staff ask a customer before switching on News and offers (by email or by text) on their record. It shows beside those switches, and each yes keeps these words in the customer's consent history, as proof of what they agreed to.
Leave it blank to use the standard wording, shown in the box.
Sign-up in the ready email
Invite customers to get news and offers by email, with a box at the end of the ready to collect email. Only customers who don't get them yet, and have never unsubscribed, see it. Sign me up opens a page with your consent statement; only its button signs them up.
Invite customers to sign up
When off, the ready email has no sign-up box.
Leave it blank to use the standard line, shown in the box. [Shop name] becomes your shop's name.
How it looks in the email
Data retention
GDPR says personal data mustn't be kept longer than needed. Switch this on to anonymise customers with no order activity for a set time. Their orders stay, relabelled "Deleted Customer"; only name, email, phone and consent are removed. This can't be undone.
Automatically anonymise dormant customers
When off, customers are only anonymised when you delete them yourself.
From 6 to 120. A customer with any uncollected order is never anonymised, however old.
Your data-protection responsibilities
Under GDPR you are the data controller for your customers' personal data; Leaption stores it for you. You must be able to:
- Give a customer a copy of their data. Open the customer and use Export data.
- Erase a customer who asks. Open the customer and delete them: their name, contact details and consent are wiped, their order history is kept, and it's recorded in your Audit Log. This can't be undone.
Dormant customers can also be erased automatically, above.
Portal
What you have online, and how your customer portal behaves.
Loading your lists…
| List | Status | Page | Found under | Open dates | Items | Online activity | Actions |
|---|
Online activity counts views, baskets started and orders accepted on each list since it first went online. What these numbers include
Deliveries
Scan a delivery to mark orders arrived and tell customers their order is ready.
No deliveries yet
When stock arrives, scan it here to match it to customers' orders.
| Started by | Started | Items scanned | Orders matched | Status | Last updated | Actions |
|---|
Documentation
How to use Leaption, and answers to common questions.