This manual will walk you through the first steps of getting started with your wholesale storefront.

Initial setup

Updating logo

  1. To update your site log, log into your store and to go the Dashboard. From there, go to Appearance > Customize
  2. This leads you to an editor where you can customize specific parts of the page. If you are not familiar with Wordpress, we strongly recommend to keep the default settings and only change the logo. To do so, go to Site Identity:  
  3. Click on Change logo and upload your logo:
  4. To apply the changes, click Publish at the top of the page (left side).

Updating terms

When you operate a webshop you need to offer a Privacy policy and Terms and Conditions for your service. Both of these documents are linked at the checkout and in the footer of the site. 

A customer that places an order needs to check a box to confirm that they have read your Terms and Conditions, that’s why it’s so important to take some time to review and update them. We do not provide Terms and Conditions nor Privacy Policies with your site as as they depend on your business and the customers location. You need to do this yourself. 

Cropster has no liability in this e-commerce scenario between you (the seller) and your customer.  

We have created template pages for these two, please fill them in accordingly. 

  1. To update a page, please go to your Dashboard and click on Pages:
  2. Hover over Terms and Conditions with your mouse and click on Edit:  
  3. Update the content of the page and when you are ready, make sure to click the Update button in the top right corner of the page!
    Note: Terms of and Conditions are different for each country. You can find a WooCommerce example here, but it needs to be adapted for each country.
    After this, do the same with the Privacy Policy page. When you edit the Privacy Policy page on WooCommerce you can find a link on top of the page that offers Guidelines for writing those:

Adding products

Products are the goods you sell in your shop. You can sell coffee (which is part of the example set up) or any other goods, like t-shirts, brewing equipment, mugs etc. The following explains how to add products to your shop. Any published product will automatically show up on your shop page. 

We have prepared a setup with two Example products and with different variations:

  • Simple product - no variation = a product that gets sold in one packaging unit (e.g. 250g) and exactly one grind style (e.g. whole). If you sell all your products from the shop in just one exact variation and you don’t need to set up production variations, you can just use Simple product
  • Variable product - with variations = a product that gets sold in multiple variations in weight and grind style (or any other variation). Your customers will be able to select the variation they want to order on the product detail page. In our example the product can be ordered in different weights (250g, 500g, 1kg) and different grind styles (Whole bean, Filter, Espresso). This product is called a Variable product. To learn all about product variations you can read this manual from WooCommerce.

To add your products: 

  1. Go from your Dashboard to the Products tab:
  2. Add a new product to the list with the Add new button at the top next to the heading or Duplicate one of your Example products:
  3. On the product detail page you can fill out a product description and update your variations. Be sure to set the right sales price you want to charge for the product. 
  4. Make sure you click Update or Publish in the right top corner, so your product appears in your shop: 

Product categories: Our example set up has two product categories, Blends and Single Origins. If you want to have different categories or update the categories, you can do so by using the tab Categories below the Products. Product categories help you to organize your products.

Note: if you want to learn more about setting up discounts, please click here

Enabling payment methods

To be able to charge for your orders from your webshop, you need to enable one or more payment methods.

There are some payment methods available out of the box. 

  1. Go to WooCommerce > Settings > Payment:
  2. Enable the payment methods you want to use. For most of them you need to set it up first (e.g. for Paypal and Stripe you need an account to use it). 
  3. The following payment providers are part of the setup and can be simply enabled: Paypal, Stripe, Square. If you are working with a different payment provider, you can find out if it is supported by looking at WooCommerce > Extensions > Payment. Please reach out to us ( if you want to have one of these extensions added after the initial setup. If it’s a free extension we can simply add it. If it is an extension that is not free, please buy the WooCommerce subscription for it and then reach out to us so we can add it.

Note: For the verification of a Stripe account you need about 2 business days usually. 

Setting up shipping

Make sure you review your shipping setup before you start selling. You can define flatrate-shipping fees per region. 

  1. To set up shipping regions or groups, you can go to WooCommerce > Settings > Shipping:
  2. Add a shipping zone: click Add shipping zone.  To add a flat-rate shipment fee for your zone hover over the shipping method and click Edit.
  3. For any customers that are located in the region (e.g. Europe) the right shipment amount will be automatically added during Checkout: 
  4. If you want to restrict which regions you sell to, you can do that via WooCommerce > Settings > General (scroll further down the page until you see this): 
  5. Checkout our detail manual about different regional shipment zones and the WooCommerce resources for shipment to learn more.
  6. Additionally you can also install shipping extensions under WooCommerce > Extensions > Shipment. There are extensions for UPS labels right out of WooCommerce and also integrations for other services you might already use (e.g. Shipstation). Please reach out to us ( if you want to have one of these extensions added after the initial setup. If it’s a free extension we can simply add it. If it is an extension that is not free, please buy the WooCommerce subscription for it and then reach out to us so we can add it.

Making a test order

If you have followed all those steps, finish your set up with a test order to make sure everything is working. Either you enable a payment option that is “Cash on delivery“ for your testing (and then disable it again), or you create a product that is free (0 €) that you then checkout.

If everything goes well, you should see your first Order showing up under WooCommerce > Orders:

Optional: Customize customer registration

In order to have acess to your Wholesale store, your customers will need to register first. Your storefront has pre-configured registration and email formats, but you have the ability to: 

Customize registration format

From your Wordpress dashboard, go to WooCommerce > Settings > Wholesale Leads > Built-in FieldsFrom this page, you will be able to customize the contents of your wholesale storefront's registration form. Some fields are required, while others are optional. The categories found in this page are:

  • First name*
  • Last Name*
  • Email address*
  • Username
  • Password
  • Company name
  • Address
  • Phone
  • Terms & conditions
    Required = *
    Note: By checking the Enabled box, you can request a field that is not required. By checking the Required box, you can set an optional field as a required field.If the Enabled box is unchecked, and the Required box is checked, the field will not be requested unless the Enabled box is checked also.

If you would like to further customize the order of the categories, or you would like to prompt the user to share certain information, you may use:

  • The placeholder text: allows you to prefill a certain field with a suggested response.
  • The field order: allows you to customize the order of enabled fields
    Note: if the fields for Field order are left blank, the default is set to display required fields first, then optional fields, in the same order as shown in the administrator setup.
    Note: if you set a value under Field order, we recommend you set an order to all other enabled categories.
    Note: if you would like to add a custom field to your registration form, please contact

Customize email formats

From your Wordpress dashboard, go to WooCommerce > Settings > Wholesale Leads > Emails

Here you will gave the opportunity to set up the format for:

  • New User Admin Notification Email Template**

  • New User Admin Notification Email Template (Auto Approved)**

  • New User Email Template*

  • Approval Email Template*

  • Rejected Email Template*
    * = Sent to user
    ** = Sent to shop administrator

For each email setup, you must select the content of your message. Wordpress provides you with a list of template tags which you may input in your message to import the information that is relevant to you about the user.

Customer registration to wholesale storefront

Your shop can be accessed through your specific shop domain name. When a customer first accesses your wholesale storefront, they will need to register, and be approved, prior to having access to your products.

  1. Customers access your storefront through your custom domain.
  2. The user will need to click on Register in order to prompt the registration page.
  3. Once complete, the user must submit the information by clicking Register.
  4. Upon submission, the new user will receive a confirmation email based on the email formats configuration.
    Warning: an unnaproved user will not be able to login until they are approved by the storefront administrator.

Approving a customer's registration

In order to manage customers and new registrations, please follow the instructions below:

  • From your Wordpress dashboard, go to Users
    Hint: use the filters (i.e. All, Unapproved, Wholesale customer, etc.) above the table to focus on particular users.
  • Hover over the user in question, then click Approve if you want to allow the customer access to your wholesale storefront
    Note: if you have accidentally rejected a customer, you may go to the All or Rejected filters, then hover over the customer in question and click Approve.
  • Once approved, the new user will receive a confirmation email based on the email formats configuration.
    After the user's approval, they will be able to log in using the provided credentials

Wholesale roles

You can create different groups in order to classify different users differently. Please refer to the instructions below to create a group and learn how to assign a user to a particular gorup.

  • From your Wordpress dashboard, go to WooCommerce > Wholesale roles
  • Type in the Role name, Role key, and/or add a description, then press Add new wholesale role when you are ready to create the group.
  • The group is now displayed on the rigth-hand side of the page.

Restricting a product to a Wholesale role

You can also restrict individual product visibility to certain roles only. This may be a helpful tool if you have multiple Wholesale groups set up.

  1. From your Wordpress dashboard, go to Products.
  2. Click the Edit button corresponding to the product you would like to restrict.
  3. On the right-hand side, click on the Restrict to wholesale roles drop-down menu.
  4. Select the Wholesale role you would like to restrict this product to.
  5. Click on the Update button.
    Note: to learn how to adjust visibility of wholesale products, please click here to go to the Wholesale Suite manual.

Enabling invoicing (payment gateways)

Note: if you need to create a new payment method, please contact support by submitting a ticket at

Below, you will learn how to enable a payment gateway:

Via the Payments section

  1. From your Woocommerce dashboard, go to Woocommerce > Settings > Payments
  2. Click the toggle button under the Enabled column, to switch between enabled and disabled.

Via customer

  1. From your Woocommerce dashboard, go to Woocommerce > Customers
  2. Find the customer in question, then click their Name to go to the Edit user page.
  3. Scroll down to Override payment gateway options
  4. Click on the Override payment gateway options drop-down menu, and select Yes
  5. Under the Payment gateway option, select the payment methods to make available for the user; enable Invoice gateway to allow invoicing as a payment method.
  6. Scroll down to the bottom of the page, then click Update user

Via Wholesale roles

  1. From your Woocommerce dashboard, go to Woocommerce > Settings > Wholesale prices > Payment gateway.
  2. Select the Wholesale roles you want to enable a payment method (invoicing) for.
  3. Click on the Payment gateways drop-down menu and select Invoice gateway, and any other payment methods you want to enable for the Wholesale role in question.
  4. Click on Add mapping

Customer login

Your new customer has now been approved and is now ready to log in and make a purchase! From the storefront your customers can:

  • View the total cost of the order and the total number of items (1)
  • Add/Remove products from the shopping cart (2)
  • Search and filter for specific products (3)
  • Access My account page (4)
  • Select (available) product Variations (5)- to learn all about product variations you can read this manual from WooCommerce
  • Visit the View cart page or go to Checkout page directly


Through the Checkout page, the user can confirm: the 

  • Billing details (1), 
  • Review their order and total (2)
  • Select a payment gateways (3) (i.e Invoice) from the methods available for the specific wholesale role assigned to the user.
  • After your customer clicks on Place order, an email confirming the order will be sent.

Connect Cropster Order to Roast

Click here for more information on how to connect your Cropster account in a few quick steps to create an efficient production schedule out of your orders.

Congratulations! You have set up your wholesale storefront!

Now learn how to set up your wholesale prices & discounts for your customers by clicking here.

Thanks for being a Cropster customer! If you have feedback, questions, or concerns, please feel free to reach out by submitting a support ticket directly from

We design and make alterations to our software based on user feedback, so we look forward to seeing what you have to say!