Invite stockists, set their trade terms, and keep each one walled off from the others.

Your stockists are managed under Studio → Stockists (the studio can rename the term — some labels prefer Retailers). Accounts are invite-only — there's no public sign-up — so you control exactly who can order.

Adding a stockist

Add a new stockist creates the record and sends the welcome email straight away. Only the boutique name and an email are required; the rest can be filled in later:

Boutique name and town
Main contact — name, email and phone
Trade terms — customer number (your own reference, e.g. WG-0117), discount % and payment terms

The contact receives your welcome email with a personal set-password link, signs in at your portal, and from that point sees your collection at their own terms.

Inviting existing stockists

Brought your stockist list across during onboarding, or added boutiques without inviting them yet? The Portal invitations panel on the Stockists page lists every stockist with a contact email and no portal login. Tick the ones to invite (or Select all) and send — each gets the same welcome email with their own set-password link.

The welcome email is yours to edit

The invitation is the stockist_welcome template under Studio → Notifications. Edit the wording freely; it must keep the {{link}} placeholder (the set-password link), and can use {{portal_url}} and {{contact}} for your sign-in page and contact details. Switching it off stops invitations.

The first time a stockist signs in, a short wizard asks them to accept the platform licence and your trading terms, and to confirm their shop details. After that they land straight in the collection. See Licence & team.

Taking applications

Your portal domain also serves a public Become a stockist form. A boutique gives its name first, then a contact, email and phone — saved immediately as a lead, with the studio emailed — and can optionally add its website, address, VAT details and contacts. Applications appear in your Stockists list marked Enquiry · not yet approved, ready to approve and invite, so growing the stockist network doesn't depend on email chains.

Talking to a stockist

Every stockist has one conversation thread with your studio under Studio → Messages, separate from any order. Start one from their record or from Messages; a stockist writes to you from Messages in their portal. See Notifications & messages. To tell every boutique something at once, use Announcements.

Each retailer is isolated

A stockist can only ever see their own orders, prices, invoices and brides. This isn't just hidden in the interface — it's enforced in the database on every request, so one boutique can never see another's business.

Setting terms

Beyond the discount, each retailer carries:

VAT treatment — inclusive or ex-VAT on their orders and invoices
Payment terms — days until an invoice is due
Deposit % — the deposit requested when an invoice is raised

Change any of these at any time; they apply to the retailer's next order and next invoice.

Statuses

A retailer can be active, invited (not yet signed in), or suspended (kept for history, but blocked from ordering).

Pricing & terms — how discounts and VAT flow into prices
Announcements — one message to every stockist
Retailer portal — what your stockists experience

Managing your retailers