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Customers & Registration

Managing Registration Submissions

Review, approve, or reject wholesale applications with automated Shopify sync.

#submissions #approval #review #shopify sync

Viewing Registration Submissions

When potential wholesale customers fill out your registration form, their applications appear as submissions in your BulklyCart dashboard. To view submissions:

  1. Click Submissions in the left sidebar menu.
  2. You'll see a list of all submissions across all your registration forms.

Filtering Submissions

The submissions list can be filtered by status to help you focus on what needs attention:

  • Pending — Applications waiting for your review (these need action)
  • Approved — Applications you've already approved
  • Rejected — Applications you've declined

You can also view submissions for a specific registration form by navigating to that form's detail page and clicking the submissions tab.

Reviewing a Submission

To review an individual submission:

  1. Click on any submission in the list (or click the Review button next to it).
  2. A detailed view opens showing all the information the applicant provided — name, email, company, address, phone, tax ID, notes, and any other fields from your form.
  3. Review the details carefully to decide whether to approve or reject the application.

Approving a Submission — Step by Step

Approving a submission is the most important workflow in BulklyCart's customer management. Here's exactly what happens when you approve an application:

Step 1: Click Review

Find the pending submission and click Review to open the details.

Step 2: Set the Password (If Needed)

There are two scenarios:

  • The applicant set a password during registration — If your form included password fields and the applicant filled them in, the password field in the review modal will be hidden. You'll see a banner confirming that the customer has already set their password.
  • No password was provided — If your form didn't include password fields (or the applicant skipped them), you'll need to enter a password for the customer. The password must be at least 6 characters. You'll share this password with the customer so they can log into the portal.

Step 3: Click Approve

Click the Approve button to start the automated process.

Step 4: Shopify Customer Sync

Behind the scenes, BulklyCart automatically:

  1. Searches for an existing Shopify customer — The app checks if a customer with this email address already exists in your Shopify store.
  2. Creates or updates the customer — If no customer exists, BulklyCart creates a new customer record in your Shopify store. If the customer already exists, the app uses their existing record.
  3. Adds the "wholesale" tag — The app automatically adds the wholesale tag to the customer's Shopify profile. This tag is crucial — it's how BulklyCart identifies wholesale customers throughout the system.

Step 5: Portal Account Creation

BulklyCart creates a portal customer account in its own database. The applicant's password is securely encrypted using bcrypt hashing, and their account is activated immediately.

Step 6: Customer Group Assignment

The system automatically evaluates all your automatic customer groups and assigns the new customer to any groups whose conditions they match. At minimum, they'll be added to the default "Wholesaler" group (since they now have the wholesale tag).

Step 7: Notification Email

BulklyCart sends the approval notification email (configured in your Settings → Notifications tab) to the customer. This email typically includes their login URL and instructions for accessing your wholesale portal.

Rejecting a Submission

If an application doesn't meet your requirements:

  1. Click Review on the pending submission.
  2. Click the Reject button.
  3. The submission status is updated to Rejected.
  4. The applicant receives the rejection notification email (configured in your Settings → Notifications tab).

No Shopify customer record is created or modified when you reject a submission.

Bulk Actions: Approve or Reject Multiple Submissions

When you have many pending applications, you can process them in bulk:

  1. On the submissions list page, select multiple submissions using the checkboxes.
  2. Use the bulk action dropdown to choose Approve Selected or Reject Selected.
  3. Confirm the action.

Each submission will be processed individually (Shopify customers created, tags added, emails sent, etc.), but you don't have to click through each one separately.

Exporting Submissions to CSV

You can export your submissions data for record-keeping or analysis:

  1. Go to the Submissions page.
  2. Click the Export CSV button.
  3. A CSV file will be downloaded containing all submission details including name, email, company, status, and submission date.

This is useful for importing into spreadsheets, CRM systems, or for offline review of applications.

Adding Customers Manually

Not every wholesale customer will sign up through a registration form. You can also add customers directly from the admin panel:

  1. Navigate to the Customers section in BulklyCart.
  2. Click Add Customer.
  3. Enter the customer's details (name, email, password, company, etc.).
  4. The system will create both a Shopify customer and a portal account, just like the approval process.

Error Handling & Troubleshooting

Occasionally, the approval process may encounter issues — usually related to Shopify's API. Here's what to look for:

Warning Banners

If something goes wrong during the approval process (for example, Shopify's API is temporarily unavailable or the customer's email is already in use with conflicting data), BulklyCart will:

  • Stop the process — No partial data is saved. The entire operation is rolled back to prevent data inconsistencies.
  • Display a warning banner — A clear error message appears at the top of the submissions page explaining exactly what went wrong.
  • Keep the submission as Pending — You can retry the approval once the issue is resolved.

Common issues and solutions:

  • "Customer email already exists" — The email is already registered in Shopify. BulklyCart will link to the existing customer instead of creating a duplicate.
  • "API rate limit exceeded" — Too many requests were sent to Shopify in a short time. Wait a minute and try again.
  • "Invalid email format" — The applicant entered an improperly formatted email address. You may need to reject the submission and ask them to reapply.