Shop
The Shop module allows you to create an online storefront for your organization. Sell products, services, memberships, or merchandise directly through PilotFlows with support for public and member-only products.
Overview
The Shop feature enables you to sell items directly through your organization’s website. Products can be visible to the public or restricted to members only. Customers can browse, add items to cart, and complete purchases seamlessly.Key Features
Product Catalog
Create and manage a catalog of products and services with descriptions, images, pricing, and categories.
Public & Member Products
Set product visibility - make items available to everyone or restrict to logged-in members only.
Shopping Cart
Full shopping cart functionality with quantity management, cart persistence, and easy checkout.
Checkout Process
Streamlined checkout with order confirmation, payment processing, and order management.
Product Categories
Organize products into categories for easy browsing. Support for main categories and subcategories.
Tax & Pricing
Automatic tax calculation based on configured tax rates. Support for multiple currencies and VAT.
Getting Started
1
Access Shop
Navigate to Organization → Shop from your dashboard sidebar, or access the public shop URL.
2
Configure Shop Settings
Set up your shop:
- Go to Settings → Accounting (for tax and currency)
- Configure currency
- Set up tax rates
- Configure payment methods
Shop uses your accounting settings for currency and tax configuration. Ensure these are set up first.
3
Create Products
Add products to your catalog:
- Go to Accounting → Products
- Click New Product
- Fill in product details
- Set visibility (public or members only)
- Save product
4
Publish Shop
Your shop is automatically available once products are added. Share the shop URL with customers.
Product Management
Creating Products
Products are managed in the Accounting module but appear in your shop:1
Create Product
Go to Accounting → Products → New Product.
2
Enter Product Details
Fill in product information:
- Name - Product name
- Description - Detailed description
- SKU - Stock keeping unit (optional)
- Price - Unit price
- Tax Rate - VAT or sales tax rate
- Category - Product category
- Main Category - Primary category (Aircraft, Skydiving, Bar, etc.)
- Unit - Unit of measure (item, hour, etc.)
- Image - Product image
Product creation form
3
Set Visibility
Choose who can see this product:
- Public - Visible to everyone, including non-members
- Members - Only visible to logged-in members
- Private - Not shown in shop (for internal use only)
Public products help attract new customers. Member-only products can offer special pricing or exclusive items.
4
Set Active Status
Toggle product active/inactive:
- Active - Product appears in shop
- Inactive - Product hidden from shop (but not deleted)
5
Save Product
Save the product. It will appear in your shop immediately (if active and visibility allows).
Product Categories
Organize products with categories:- Aircraft - Aircraft-related products and services
- Skydiving - Skydiving gear and services
- School - Training and educational products
- Bar - Food and beverage items
- Miscellaneous - Other products
Shop categories
Shopping Experience
Browsing Products
Customers can browse your shop:1
View Shop
Access the shop via the public URL or from the organization dashboard.
2
Browse Categories
Click category buttons to filter products by type. Use “All” to see everything.
3
Search Products
Use the search bar to find products by:
- Product name
- Description
- SKU
- Category
4
View Product Details
Click on a product to see:
- Full description
- Price (with tax information)
- Product image
- Category
- Add to cart button
Shopping Cart
1
Add to Cart
Click Add to Cart on any product. The item is added to your cart and the cart opens.
2
Manage Cart
In the cart sidebar:
- View all items
- Adjust quantities (+/- buttons)
- Remove items
- See subtotal, tax, and total
Shopping cart
3
Cart Persistence
Your cart is saved:
- Persists between sessions (for logged-in users)
- Separate carts for logged-in vs. public users
- Cart saved in browser storage
4
Proceed to Checkout
Click Proceed to Checkout when ready to complete your purchase.
Checkout Process
Checkout Steps
1
Review Order
On the checkout page, review:
- All items in your order
- Quantities
- Prices
- Tax breakdown
- Total amount
Checkout page
2
Enter Information
Provide required information:
- Contact details (if not logged in)
- Billing address
- Shipping address (if applicable)
- Special instructions
3
Select Payment Method
Choose how to pay:
- Online payment (if configured)
- Bank transfer
- Cash on pickup
- Other methods (as configured)
4
Complete Order
Review everything one more time, then click Place Order.
5
Order Confirmation
Receive order confirmation:
- Order number
- Order summary
- Payment instructions (if applicable)
- Next steps
Orders are automatically created in your accounting system as invoices or orders.
Order Management
After checkout, orders are managed in the Accounting module:- View all orders
- Track order status
- Process payments
- Fulfill orders
- Send updates to customers
Product Visibility
Public Products
Products set to “public” visibility:- Visible to everyone
- No login required to view
- Can be added to cart by anyone
- Great for attracting new customers
- Checkout may require account creation
Member-Only Products
Products set to “members” visibility:- Only visible when logged in
- Requires member account
- Can offer special member pricing
- Exclusive products or services
- Better for member retention
Pricing and Taxes
Price Display
Prices are shown:- Base price
- Tax rate (if applicable)
- Total price including tax
- Per unit (if unit specified)
Tax Calculation
Tax is calculated automatically:- Based on product tax rate
- Applied to each line item
- Shown separately in cart
- Included in total
Tax rates are configured in Accounting settings. Each product can have its own tax rate.
Currency
Shop uses your organization’s currency:- Set in Accounting settings
- All prices in that currency
- Currency symbol displayed
- Consistent across all products
Shop Customization
Organization Branding
Your shop uses your organization’s branding:- Organization logo (if set)
- Organization name
- Brand colors (if configured)
- Consistent with your brand
Shop with branding
Shop URL
Your shop has a public URL:- Format:
/dashboard/[orgId]/organization/shop - Can be shared publicly
- Works for both members and non-members
- Bookmark for easy access
Best Practices
1
Use Clear Product Names
Name products clearly and descriptively. Customers should understand what they’re buying from the name alone.
2
Add Product Images
Include high-quality product images. Visuals help customers make purchasing decisions.
3
Write Detailed Descriptions
Provide comprehensive product descriptions. Include specifications, usage, and any important details.
4
Set Appropriate Visibility
Use public visibility for items you want to sell to everyone. Use member-only for exclusive or special items.
5
Organize with Categories
Use categories to help customers find products. Don’t put everything in “Miscellaneous.”
6
Keep Prices Updated
Regularly review and update prices. Ensure tax rates are correct for your location.
Troubleshooting
Products not showing in shop
Products not showing in shop
- Check product is set to “Active”
- Verify visibility is “Public” or “Members” (not “Private”)
- Ensure you’re viewing the correct organization’s shop
- Try refreshing the page
- Check if shop module is enabled
Cart not saving
Cart not saving
- Check browser settings allow localStorage
- Try a different browser
- Ensure cookies are enabled
- Clear browser cache and try again
Tax calculation incorrect
Tax calculation incorrect
- Verify tax rates in Accounting settings
- Check product tax rate is set correctly
- Ensure currency matches your location
- Review tax configuration
Can't complete checkout
Can't complete checkout
- Verify all required fields are filled
- Check payment method is configured
- Ensure you have necessary permissions
- Try logging in if checking out as guest
Related Documentation
- Organization Overview - Learn about organization features
- Accounting - Manage products and orders
- Settings - Configure shop and payment settings