Reserve Online, Pick Up In Store (ROPIS) - Setup Guide
Learn how to set up and use the ROPIS feature in Layaway Deposits. This complete guide includes video tutorials and written instructions for every step of configuring Reserve Online, Pick Up In Store functionality.
New to Layaway Deposits? This app helps you manage in-store reservations, customer deposits, and payment plans at Shopify POS. ROPIS is our newest feature that extends this to your online store - letting customers reserve products from your website for in-store pickup.
Choose your learning style: watch the videos for visual walkthroughs, or read the written guides for quick reference. Most merchants complete ROPIS setup in 15-20 minutes.
Video 1: General Setup
What You'll Learn
Configure notification settings and hold periods for ROPIS reservations in Layaway Deposits. This includes email/SMS notifications for customers and staff, plus automated inventory management for online reservations.
Duration: 3 minutes 30 seconds
Notification Configuration
Staff Notifications
Set up email alerts for your team when customers make ROPIS reservations (online or in-store):
- Navigate to ROPIS Settings in the Layaway Deposits app
- Enter staff notification email address (e.g., store@yourshop.com, or shared inbox)
- Enable staff notification toggle
- Staff will receive alerts for ALL ROPIS reservations
Customer Notifications
Configure automated emails to keep customers informed:
- Confirmation email: Sent immediately when reservation is created
- Reminder email: Sent as hold period approaches expiration
- Expiration notice: Sent when item is released back to inventory
Advanced Settings
- Sender domain: Managed automatically by Layaway Deposits for deliverability
- Reply-to address: Set your customer service email so replies come directly to you
- SMS notifications: Optional (requires integration with your SMS provider)
Hold Period Settings
Auto-Expire Inventory Holds
Enable this to automatically release reserved items back to available stock when the hold period ends. This prevents inventory being locked up indefinitely if customers don't collect.
Default Hold Period
Choose how long reservations last (unless overridden):
- Recommended: 5-7 days for most retailers
- Shorter (1-3 days): For clearance items or high-demand stock
- Longer (14 days): For high-value items or custom orders
Staff Override Option
When enabled, your team can set custom hold periods for individual reservations at POS. Useful for VIP customers or special circumstances. When disabled, all reservations use your default period with no exceptions.
Quick Reference
- ✓ Staff notifications: Email address → Enable alerts
- ✓ Customer notifications: Enable confirmation, reminder, expiration
- ✓ Reply-to email: Your customer service address
- ✓ Auto-expire: ON (recommended)
- ✓ Default hold: 5-7 days (adjust based on your business)
- ✓ Staff override: Your choice (flexibility vs consistency)
Video 2: Location & Product Setup
What You'll Learn
Enable the ROPIS feature for your store locations, configure customer permissions, and choose which products can be reserved online. Includes bulk enablement and theme installation.
Duration: 6 minutes 35 seconds
Customer Permissions
Registration Requirements
Choose who can create online reservations using ROPIS:
- Registered customers only: Requires account login. Captures customer data, reduces no-shows, easier to contact.
- Any customer: Lower friction for first-time visitors. Less customer data, potentially more abandoned reservations.
Maximum Reservations Per Customer
Set how many active ROPIS reservations one customer can have simultaneously:
- Recommended: 1-3 reservations
- Purpose: Prevents individuals from tying up excessive inventory across multiple products/locations
- Customer messaging: Clear notice shown when limit reached
Location Setup
Enable ROPIS Per Location
- Go to ROPIS Settings → Location Setup
- View all locations configured in Shopify admin
- Toggle ROPIS enabled for each location offering pickup
- Only enabled locations appear in customer location selector
Inventory Visibility
Choose whether to show stock quantities to customers:
- Show inventory: Creates urgency, helps customers choose locations with better stock
- Hide inventory: Better if stock fluctuates frequently or you have limited quantities
Important: Locations must exist in Shopify Settings → Locations first. Add any new pickup points there before enabling ROPIS.
Product Configuration
Bulk Enablement (Fastest Method)
- Go to Products in Shopify admin
- Select multiple products (checkboxes)
- Click three dots menu → Bulk enable/disable ROPIS
- Choose enable or disable for all selected products and variants
- Confirm
Individual Product Setup
- Open any product in Shopify admin
- Scroll to Blocks section (right side)
- Add "Product Reservations and ROPIS Settings" block
- Repeat for specific variants
- Pin blocks for easy future access
For Products with Many Variants
Use the product-level bulk action:
- Open the product
- Click More Actions
- Select Bulk enable/disable ROPIS
- Applies to all variants of that product
Critical: Reserve button only appears when:
- ✓ Product has ROPIS enabled AND
- ✓ Stock exists at a ROPIS-enabled location
Theme Installation
1. App Embed (Reservation Cart)
- Online Store → Themes → Customize
- Left sidebar → App Embeds
- Find "Layaway Deposits Reservation Cart"
- Toggle ON
- Save
2. Reserve Button Block
- In theme editor, open product template
- Find buy buttons / add to cart section
- Add Block → Search "Reserve Online"
- Position where desired
- Save
3. Customer Profile Extension
- Theme editor → Customer account template
- Add "Customer Reservations" block
- Position appropriately
- Save
Customers can now view and manage active reservations from their account page.
Quick Reference
- ✓ Customer permissions: Choose registered vs any customer
- ✓ Max reservations: Set limit (1-3 recommended)
- ✓ Enable locations: Toggle ROPIS per location
- ✓ Bulk enable products: Select → 3 dots → Bulk enable ROPIS
- ✓ Individual setup: Add blocks to products/variants
- ✓ Theme: App embed ON + Reserve button block + Profile extension
- ✓ Remember: Button only shows when enabled + stock available
Video 3: Customer Experience
What You'll Learn
See exactly what your customers experience when using ROPIS to reserve products online. Understand the complete journey from your website's product page to in-store collection.
Duration: 4 minutes 26 seconds
Customer Journey Overview
Understanding the customer experience helps you set expectations and train staff on what customers see before they arrive.
Step 1: Product Page
Reserve Button Appears When:
- Product has ROPIS enabled
- Stock is available at ROPIS-enabled location
- Button appears alongside standard buy buttons
Step 2: Login/Registration
If Registration Required:
- Customer must log in or create account
- After login, returns to reservation flow
- Account stores all reservation history
If Guest Reservations Allowed:
- Customer proceeds directly to location selection
- Provides email and phone for notifications
Step 3: Location Selection
Multi-Location Display:
- All ROPIS-enabled locations shown
- Stock availability indicated (if inventory visibility enabled)
- Customer selects preferred pickup point
- Location address and details displayed
Step 4: Reservation Details
Information Collected:
- Product(s) being reserved
- Selected pickup location
- Collection deadline (based on hold period)
- Optional notes field (size questions, special requests, etc.)
Customer Reviews:
- Summary of reservation
- Confirms location is correct
- Understands collection timeframe
Step 5: Confirmation
Immediate Feedback:
- On-screen confirmation message
- Reservation reference number
- Collection deadline clearly stated
- Email confirmation sent (check inbox)
- SMS notification (if configured)
Customer Account Features
Viewing Reservations
- Access from account profile page
- See all active reservations
- View collection deadlines
- See which location to visit
- Review any notes added
Multiple Reservations
- Can create multiple separate reservations (up to your limit)
- Can add multiple items to single reservation
- Persistent reservation cart while shopping
Reservation Cart Workflow
- Start reserving item 1
- Click "Continue Shopping" instead of confirming
- Persistent bar appears at bottom of all pages
- Browse and add item 2 to same reservation
- Return to reservation cart anytime
- Confirm when ready (multiple items, one reservation)
Maximum Reservation Limits
When Limit Reached
- Clear message displayed
- Explains current limit (e.g., "Maximum 2 reservations")
- Customer must collect or cancel existing reservation
- Then can create new reservation
Why Limits Exist
- Prevents inventory lock-up by single customer
- Encourages timely collection
- Protects availability for other customers
Customer Sees:
- ✓ Reserve in Store button (on product page)
- ✓ Login/registration (if required)
- ✓ Location selector (choose pickup point)
- ✓ Details screen (review before confirming)
- ✓ Confirmation (on-screen + email + SMS)
- ✓ Account management (view all active reservations)
- ✓ Persistent cart (add multiple items to one reservation)
- ✓ Clear limits (when maximum reached)
Video 4: Staff Workflow
What You'll Learn
Complete staff training for managing ROPIS reservations using Layaway Deposits at Shopify POS. Learn to create, manage, and convert online reservations to sales.
Duration: 6 minutes 26 seconds
Creating In-Store Reservations
When to Use
- Customer in store wants to hold item
- Out of stock at this location but available elsewhere
- Customer needs time to arrange payment
Steps
- Add product(s) to cart in Shopify POS
- Assign cart to customer (create new or select existing)
- Tap "Reserve Products" tile
- Review reservation details (hold period shown)
- Adjust hold period (if staff override enabled)
- Tap "Reserve Items"
- Select reason for reservation
- Add notes (optional but recommended)
- Tap "Confirm Reservation"
- Reference number appears
- Cart clears automatically
Email Notifications
Staff Receive
- Instant notification when ANY ROPIS reservation is created (online or in-store)
- Email includes customer details, items reserved, location, collection deadline
Action Required
When notification received:
- Physically remove item from sales floor
- Store safely with reservation reference
- Mark with collection deadline
- Ensure item stays in good condition
Daily Routine Recommendation
- Check reservation manager in the morning
- Check at key points throughout day
- Ensures online ROPIS reservations are actioned promptly
- Customers find items ready when they arrive
Viewing & Managing Reservations
At POS
- Tap "Manage Reservations" tile
- View all active holds
- Filter by location, customer, status
- Tap any reservation to view details
In Shopify Admin
- Open Layaway Deposits app
- Centralized dashboard shows all locations
- Click reservation to view full details
- Can modify or cancel remotely
- Perfect for multi-location managers
Reservation Details Show
- Customer information
- Items reserved
- Pickup location
- Hold period expiration
- Staff notes
- Creation date/time
- Status (Reserved, Partially Paid, Completed, Cancelled)
Real-Time Inventory
Automatic Updates
- Reserved item immediately marked "unavailable"
- Reflects in POS inventory instantly
- Updates Shopify admin dashboard
- Syncs across all channels (online store, other locations, POS)
- Prevents overselling reserved items
Check Inventory Anytime
- View product → See current stock
- Shows ROPIS reserved quantities separately
- Available stock excludes reservations
Canceling Reservations
When to Cancel
- Customer doesn't collect within hold period
- Customer requests cancellation
- Item damaged/no longer available
Steps
- Find reservation (POS or admin)
- Tap/click reservation
- Select "More Actions" → "Cancel Reservation"
- Confirm cancellation
- Customer receives email notification
- Stock automatically restored to available
- Inventory updates immediately across all channels
Converting to Sale
When Customer Arrives to Collect
- POS → Tap "Manage Reservations"
- Find customer reservation
- Tap reservation to open
- Tap "Convert to Cart"
- Confirm action
- Items added to POS cart
- Process checkout normally
- Collect payment
- Complete sale
Reservation Status
- Automatically updates to "Completed"
- Links to order number
- Full traceability maintained
Taking Deposits
If Customer Wants to Pay Deposit
- Convert reservation to cart (steps above)
- At checkout, select "Split Payment"
- Enter deposit amount customer paying today
- Process payment (card, cash, etc.)
- Mark order as "Partially Paid"
- Tap Done
Result
- Reservation status updates to show partial payment
- Order created with deposit recorded
- When customer returns, find order and collect final payment
- Complete sale
Traceability
Full Connection
- Reservation reference → Order number
- Order details → Reservation reference
- Complete audit trail
- Easy to track progression
- Useful for reporting and analysis
In Admin Dashboard
- Reservation shows linked order
- Order shows original reservation reference
- Both accessible from either view
- Perfect for resolving customer queries
Staff Quick Reference Card
CREATE RESERVATION:
Add to cart → Assign customer → Reserve Products → Confirm
WHEN NOTIFICATION RECEIVED:
Remove item from floor → Store safely → Mark with reference
CUSTOMER ARRIVES:
Manage Reservations → Find customer → Convert to Cart → Checkout
TAKE DEPOSIT:
Convert to cart → Split Payment → Enter amount → Process
CANCEL:
Find reservation → More Actions → Cancel → Confirm
INVENTORY:
Reserved = Automatically unavailable
Cancelled = Automatically restored
Quick Reference Guide
Setup Checklist
Initial Setup (One Time)
- ☐ Configure staff notification email
- ☐ Enable customer notifications (confirmation, reminder, expiration)
- ☐ Set reply-to email address
- ☐ Enable auto-expire inventory holds
- ☐ Set default hold period (5-7 days recommended)
- ☐ Choose staff override setting
Per Location
- ☐ Verify location exists in Shopify Settings → Locations
- ☐ Enable ROPIS in Location Setup
- ☐ Decide whether to show inventory quantities
- ☐ Set customer permissions (registered vs any)
- ☐ Set maximum reservations per customer
Products
- ☐ Bulk enable ROPIS on product groups, OR
- ☐ Add ROPIS blocks to individual products/variants
- ☐ Ensure products have stock at ROPIS-enabled locations
- ☐ Test: Reserve button should appear on enabled products
Theme
- ☐ Enable app embed (Reservation Cart)
- ☐ Add Reserve Online button block to product template
- ☐ Add Customer Reservations block to account template
- ☐ Test on your storefront
Staff Training
- ☐ Show staff how to create in-store reservations
- ☐ Explain email notification workflow
- ☐ Demonstrate how to convert reservations to sales
- ☐ Practice taking deposits
- ☐ Test cancellation process
Common Settings
| Setting | Recommended | Alternative |
|---|---|---|
| Customer Type | Registered | Any customer |
| Max Reservations | 2-3 | 1 (strict) or 5+ (loose) |
| Hold Period | 5-7 days | 1-3 (clearance) or 14+ (custom) |
| Staff Override | Enabled | Disabled (consistency) |
| Show Inventory | Yes | No (if fluctuating) |
| Auto-Expire | Yes | Never disable |
Troubleshooting
Reserve Button Not Showing
- Check: Is ROPIS enabled for this product?
- Check: Is product in stock at ROPIS-enabled location?
- Check: Is theme block installed on product template?
- Check: Is app embed enabled?
Customer Can't Create Reservation
- Check: Have they reached maximum reservation limit?
- Check: Are they logged in (if required)?
- Check: Is selected location ROPIS-enabled?
- Check: Is there stock at selected location?
Staff Not Receiving Notifications
- Check: Is staff notification email address correct?
- Check: Is notification toggle enabled?
- Check: Check spam folder
- Check: Verify email sending isn't blocked
Inventory Not Updating
- Check: Is auto-sync enabled in Shopify?
- Check: Refresh admin dashboard
- Wait: Sync can take 30-60 seconds
- Contact support if persists beyond 5 minutes
Frequently Asked Questions
General
Q: What is Layaway Deposits and what is ROPIS?
A: Layaway Deposits is a Shopify app for managing in-store reservations, customer deposits, and payment plans at POS. ROPIS (Reserve Online, Pick Up In Store) is a feature within the app that extends this functionality to your website—letting customers reserve products online for in-store pickup with no payment required.
Q: What's the difference between ROPIS and regular layaway?
A: ROPIS lets customers reserve products from your website with no payment—they just book it online and collect in-store. Regular layaway (also available in Layaway Deposits) typically involves deposits and payment plans. ROPIS is about driving online traffic to stores; layaway is about flexible payment options.
Q: Can I use both ROPIS and deposits together?
A: Yes. Customers can reserve online via ROPIS (no payment), then your staff can take a deposit when they convert the reservation to a sale at POS using Layaway Deposits' split payment feature.
Q: Does ROPIS work with only one location?
A: Yes. The ROPIS feature in Layaway Deposits works with single or multiple locations. With one location, customers just confirm they want to reserve at your store. With multiple locations, they choose which store to visit.
Customer Experience
Q: What happens if a customer doesn't collect?
A: The reservation automatically expires after the hold period. Stock is released back to available inventory. Customer receives an expiration email. No penalty or charge.
Q: Can customers pay a deposit online?
A: Not currently. ROPIS is reservation-only (no payment). Customers pay when they collect in-store. This is intentional—it keeps the online flow simple and drives store visits.
Q: Can customers change their pickup location after reserving?
A: Not directly. They would need to cancel the existing reservation and create a new one at the different location (subject to your maximum reservation limits).
Q: Do customers get reminders?
A: Yes. Enable reminder emails in General Setup. These are sent as the hold period approaches expiration (timing configurable).
Inventory & Stock
Q: What if I sell the reserved item by mistake?
A: Layaway Deposits automatically marks ROPIS reserved items as unavailable. They shouldn't appear in your available stock. If this happens, check that auto-sync is enabled and contact support.
Q: Can I reserve more items than I have in stock?
A: No. The ROPIS feature respects your actual inventory. Customers can only reserve items that are in stock at their selected location.
Q: What happens to online stock levels when someone reserves?
A: The reserved quantity is immediately deducted from available stock online. This prevents overselling. When the reservation is collected or cancelled, stock updates accordingly.
Q: Can I set different hold periods for different products?
A: Yes. Use the "Hold Period Override" setting at the product or variant level. For example, clearance items could have 24-hour holds while high-value items have 14-day holds.
Staff & Operations
Q: Can staff create ROPIS reservations for any location?
A: Staff can use Layaway Deposits to create ROPIS reservations for any enabled location from any POS device, but they typically create them for their own location. The centralized dashboard lets managers view/manage all locations.
Q: What if a reserved item gets damaged?
A: Cancel the reservation (stock releases automatically), then contact the customer to explain. Offer to reserve a different unit or provide alternatives.
Q: How do I know which items to pull from the floor?
A: Staff receive email notifications immediately when reservations are created. The email includes product details, customer name, and reservation reference. Pull items promptly and store with reference number.
Q: Can customers create reservations in-store?
A: Customers primarily use ROPIS to create reservations online from your website. However, your staff can create reservations for customers using Layaway Deposits at POS (useful if item is out of stock at this location but available elsewhere).
Technical
Q: Does Layaway Deposits work with my theme?
A: Yes. Layaway Deposits and its ROPIS feature work with all modern Shopify themes via app blocks and embeds. You install it through the theme editor—no coding required.
Q: What if I have a custom theme?
A: Layaway Deposits uses standard Shopify app blocks, which work with custom themes. If you encounter issues, contact your theme developer or our support team.
Q: Can I customize the email templates?
A: Email content is currently standardized, but we're working on custom templates. Contact support if you need specific wording changes.
Q: Does Layaway Deposits work with Shopify POS Lite?
A: Yes. Layaway Deposits and ROPIS integrate with standard Shopify POS. However, some advanced features require Shopify POS Pro (check your POS plan if you encounter limitations).
Need More Help?
Video Playlist
Watch all ROPIS tutorials on YouTube: View Playlist
Support
Email us: support@unitedapps.io
Response time: Usually within 24 hours (weekdays)
Installation
Install Layaway Deposits: Shopify App Store
Free trial available - no credit card required
About Layaway Deposits
Layaway Deposits is built by United Apps, a UK-based Shopify development company specializing in retail solutions. We help independent retailers compete with enterprise-level features at accessible prices.
Key Features
- Reserve Online, Pick Up In Store (ROPIS)
- In-store reservations and holds
- POS deposit tracking
- Multi-location inventory management
- Automated notifications (email + SMS)
- Real-time stock synchronization