Running the IMPACT Rentals Store

Employees create their own account through the signup form on the store. Shopify creates the customer record automatically with all their details. HR's job is to review it, attach it to the right branch, issue a discount code, and approve them to shop.

1. Log in to Shopify admin at admin.shopify.com/store/impact-rentals.

2. Go to Customers → Segments and click Pending Approval. That's a saved segment showing everyone who has signed up but hasn't been processed yet.

3. Click into a pending customer. On the right side of their profile, you'll see the Metafields panel with everything they entered on the form:

   • Location — their home branch (e.g., Athens, GA)
   • Job Title — what they do at IMPACT
   • Impact Start Date — when they started
4. Verify the basics:

   • Name and email match a real IMPACT employee
   • Email domain is @rentimpact.com (flag anyone outside that for review)
   • Location matches a real branch (Buford, Mableton, Athens, Greenville)

   Red flags Personal email domains, missing job title, location that doesn't match a real branch, or a name you don't recognize. Confirm with the employee's manager before approving.
5. Move on to Section 2 to attach them to the matching B2B company location, then Section 3 to create their personal discount code.

6. Once those are done, come back to the customer profile, edit the Tags, and:

   • Remove PENDING APPROVAL
   • Add approved

   Save. The employee can now shop.

7. Email the employee to confirm they're approved and share their personal discount code from Section 3.

Linking the employee to the IMPACT Rentals B2B company applies tax exemption automatically and ensures orders ship to the correct branch by default. This is the most important step in the approval flow — without it, the employee can't shop the store properly.

1. On the employee's customer profile, note the Location in the Metafields panel (from Section 1) — that's the branch they selected on the signup form.

2. Go to Customers → Companies and click IMPACT Rentals.

3. Under Locations, click the branch matching the employee's Location metafield:

   • Buford, GA HQ
   • Mableton, GA
   • Athens, GA
   • Greenville, SC
4. In the location's Customers section, click Add customer.

5. Search by the employee's name or email and select them from the dropdown.

6. Set their permissions:

   • Ordering only — for most employees (can place orders, can't manage the company)
   • Location admin — for branch managers who need to manage the location's employee list
7. Click Save. The employee is now linked to the branch, tax-exempt, and configured for "checkout to draft order" approval flow.

   Why this matters The company setup is what makes IMPACT employee orders automatically convert to draft orders (pending approval) instead of being placed directly. Don't skip this step.

Every order at the store needs to be discounted to $0 — IMPACT covers the cost. There are three types of codes; pick the right one for the situation.

Creating a personal employee code

1. Go to Discounts → Create discount → Amount off order.

2. Set the code: IMPACT-FIRSTNAME-LASTNAME (e.g., IMPACT-SCOTT-ANGEL).

3. Discount value: Percentage — 100%

4. Customer eligibility: Specific customers → search and add this employee only.

5. Usage limits: leave both unchecked (no overall limit, no per-customer limit).

6. Active dates: Start today, no end date. Deactivate on employee exit.

7. Click Save, then email the code to the employee.

Creating a one-time occasion code

1. Same flow as above, but with these changes:

   • Code format: IMPACT-RETIREMENT-001 or IMPACT-10YR-2026-014
   • Customer eligibility: the specific recipient
   • Usage limit: 1 (one-time use only)
   • End date: 90 days from creation

   Rule of thumb Always use a one-time code for gifts, awards, or anything outside normal day-to-day work. Keeps the audit trail clean.

Deactivating a code (employee exit)

1. Go to Discounts, search for the code, click it.

2. Click Deactivate in the top-right. Don't delete — keeps the historical record intact.

Every employee order arrives as a draft order for review. Scott is the primary approver; Steven (HR) is the backup. You can approve as-is, edit, or reject.

Approving an employee's order

1. Go to Orders → Drafts. New employee orders show up here.

2. Click the draft to open it. Review:

   • Employee name and email
   • Items, sizes, personalization (engraving, names)
   • Discount code applied — confirms total is $0
   • "Reason for Request" or notes (visible in order notes)
   • Shipping branch
3. If everything looks good, click Mark as paid (since the discount makes it $0) and then Create order. This converts the draft into a real order and triggers fulfillment.

4. The employee receives an automated "Order approved" email.

Editing an order before approval

1. In the draft order, click Edit.

2. Adjust quantities, swap items, fix engraving typos, or change the shipping address. Save your changes, then approve.

Rejecting an order

1. In the draft order, click the ... menu (top-right) → Delete draft.

2. Email the employee directly with the reason — Shopify's reject flow doesn't auto-notify them.

   Common reasons to reject Wrong code used, quantity exceeds typical (e.g., 20 hats for 1 person), wrong category for the purpose, or duplicate submission.

Creating a manual order on behalf of someone

1. Go to Orders → Create order.

2. Add the customer (search by name), then add products from the catalog.

3. Apply a discount code in the discount field to take the total to $0, OR use Add custom item → set price to $0.00.

4. Click Mark as paid → Create order.

Store credit is an alternative to one-time discount codes. Use it for recognition awards, service anniversaries, or anywhere you want the employee to feel "spent" against a balance instead of a code. It's a Shopify-native feature — the credit appears at checkout automatically.

1. Go to Customers, search for the employee, and open their profile.

2. Scroll to the Store credit section on the customer page. (If you don't see it, scroll the right-side panel — it appears under contact info and order history.)

3. Click Add store credit.

4. Fill in:

   • Amount — e.g., 75.00
   • Currency — USD
   • Expiration — optional; set 6 or 12 months if you want it to expire
   • Reason (internal note) — e.g., "10-year service anniversary" or "Q3 safety recognition"
5. Click Add credit. The employee is automatically emailed a confirmation that credit has been added.

6. At checkout, the employee will see the credit balance and can apply it to their order — alone or stacked with a discount code.

Adjusting or removing store credit

1. On the customer's profile, find the Store credit section and click View credit history.

2. Click Adjust credit, enter a negative or positive amount with a reason, and save. The transaction stays in the history log.

Common situations

Branch codes

Who handles what