1. Contacts & Address Management
Uploading Multiple Contacts via CSV: Navigate to Contacts > Add Contact > Upload CSV. Upload your comma-separated file. If any column displays as Unmatched, click the dropdown menu and manually map it to the correct SwagUp field (e.g., Street Address, Zip Code, Email). Resolve any highlighted error flags before assigning a group tag and saving.
Editing Recipient Contact Information: To update a recipient’s address, phone number, or name, go to the Contacts tab and click on the recipient's name. Edit the field directly to update future orders or pending scheduled shipments.
Removing a Recipient: Locate the contact in your Contacts list and click the red trash icon on the far right. Confirm deletion to permanently remove the contact from your default recipient directory.
ACTION REQUIRED: Resolving CSV Formatting Errors
All CSV imports must have 100% of 'Unmatched' headers resolved and address formatting errors cleared before the system allows group assignment and contact saving.
2. Warehousing & Third-Party Inventory
Platform Storage: Store produced swag packs or bulk inventory across SwagUp fulfillment centers for instant dispatch on demand.
Third-Party Items: Send non-SwagUp products or client-supplied items to the warehouse to include in customized pack builds.
Third-Party Vendor Storage: Store items ordered directly from external vendors in SwagUp facilities after submitting an inbound storage request.
ACTION REQUIRED: Inbound Shipment Advance Notice
All third-party items shipped to SwagUp fulfillment centers must include an advance inbound shipping notice and approved tracking numbers to prevent receiving delays.
3. Live Inventory Tracking & Management
The Inventory Tab: View available stock, color variants, sizing breakdowns, and real-time quantities per SKU directly under Dashboard > Inventory.
Inventory Availability: Stock updates automatically once physical production clears quality checks and items are logged into the warehouse system.
Low Stock Alerts: Set minimum threshold alerts per SKU to prompt reorders before stock levels deplete.
GOOD TO KNOW: Live Inventory Syncing
Available stock updates in real time across the dashboard and connects directly to active Redeem landing pages for seamless fulfillment
4. Shipments, Logistics & Address Validation
Sending Swag from Dashboard: Go to the Inventory tab, select the inventory item or custom swag pack you wish to ship, click Send Swag, select your recipient group or individual contact, and confirm fulfillment.
Shipments Tab Monitoring: The Shipments tab displays all past, active, and scheduled dispatches. Click on any individual shipment row to view real-time carrier tracking numbers, destination details, estimated delivery dates, and fulfillment status.
Canceling Pending Production Shipments: If a shipment was set up during order placement but inventory is still in Pending Production status, individual address details cannot be edited. You must click Cancel Shipment and set up a new shipment once stock arrives at the warehouse.
Canceling Scheduled Shipments: For shipments created from available warehouse inventory, a Cancel Shipment button appears next to 'View Details' under the Shipments tab.
Fulfillment & Shipping Charges: Shipping fees calculate dynamically based on carrier rates, package weight, dimensions, and destination zones.
Premium Delivery Zones: Shipments bound for remote geographic regions, island territories, or restricted delivery carrier zones incur additional surcharge fees at checkout or fulfillment billing.
WARNING: Warehouse Picking Lock
Shipment cancellations are only available for a short window. Once warehouse fulfillment begins picking and packing inventory, the Cancel Shipment button is permanently removed and the shipment cannot be stopped.
WARNING: Address Validation Lock
Ensure recipient addresses pass address verification prior to dispatch to prevent carrier return-to-sender fees or missing delivery windows.
5. Redeem & Autoship Landing Pages
Collection Redeem Pages: Create custom landing pages to collect recipient contact information, shipping addresses, and apparel sizing without holding immediate stock.
Autoship Redeem Pages: Automatically dispatch assigned swag packs directly from warehouse inventory as recipients complete their redeem form.
6. Fulfillment, Storage & Shipping Reference Summary
Task / Feature | Primary Location | Key Operational Rule / Restriction |
Bulk Contact Upload | Contacts > Add Contact > Upload CSV | Must manually map 'Unmatched' headers and clear error flags |
Edit Contact Details | Contacts > Select Recipient Name | Updates recipient address or phone number for future shipments |
Delete Recipient | Contacts > Red Trash Icon | Permanently deletes recipient profile from account directory |
Check Inventory | Inventory Tab | Live SKU count updates after production receipt; set threshold alerts |
Third-Party Inbound | Warehousing & Inventory Settings | Advance notice and approved tracking required before sending external items |
Pending Production Edit | Shipments > Cancel Shipment | Cannot edit address in production; cancel and re-submit post-inventory receipt |
Cancel Scheduled Shipment | Shipments > Cancel Shipment | Self-serve button disappears once warehouse picking starts |
Shipment Tracking | Shipments Tab | Real-time carrier tracking numbers and delivery confirmation status |
Collection Pages | Redeem Tab > Create Redeem Page | Collect contact info and sizing without holding stock |
Autoship Pages | Redeem Tab > Autoship | Link active inventory directly to automated recipient claims |
Premium Delivery Zone | Shipments / Checkout | Remote and island destinations incur additional shipping surcharges |