Order Tracking

What it’s for

• Catering and cake orders at a café or bakery, special orders at a shop, repairs to hand back, parts to ship.
• A board with a column for each stage, so you can see the whole day at a glance.
• Items, prices, and a total; pickup, delivery, shipping, or in store; a due time; and who is on it.
• A history of who did what and when, on every order.
• One board per store, with your Square orders alongside, and the whole thing on a TV if you like.

Order Tracking is part of Customer Experience and uses your customer records, so every order belongs to a customer.

Turn on Order Tracking

• It’s on from the start for Operations businesses (restaurants, cafés, retail, hospitality) and for Software businesses.
• For anyone else, your System Admin turns it on in Admin console → Work Configuration → Modules. It needs the Customers module, which is turned on with it.
• Once it’s on, Order Tracking appears in the sidebar.

Add an order

1. Open Order Tracking and click New order.
2. Pick an existing customer, or add a new customer with a name, phone, and email.
3. Add the items with a quantity and price. Worklynq works out the total.
4. Choose how it reaches them: Pickup, Delivery, Shipping, or In store.
5. Set the due time — Ready by, Deliver by, or Ship by, depending on how it reaches them.
6. Optionally choose the store it’s for, and add who it’s assigned to, a delivery address, carrier and tracking number, a reference, and notes. Then click Create order.

Orders you add on a customer’s record show up here too, with their own order number.

Walk-in orders

No time to look up a customer at the counter? Click Walk-in in the New order form. The order goes under a shared Walk-in customer, and on a TV it shows just its number.

How an order moves

• Pickup and in-store orders skip On the way — they go straight from Ready to Completed.
• Any order can be cancelled, and a completed or cancelled order can be reopened.

One board per store

Orders can belong to one of your stores — the same stores you use in Operations. Pick a store at the top of Order Tracking to see just its orders. Worklynq remembers your choice and shares it with Operations, so a tablet at the counter always opens on its own store.

With a store chosen, the page also shows who’s on duty there.

Square orders on the board

If you use Square and the store is linked to its Square location, that store’s recent Square orders appear on the board next to your Worklynq orders, with a dashed border and a Square tag.

• They’re read-only here — staff update them in Square, and the card follows: proposed orders show as New, reserved as In progress, prepared as Ready.
• A Square order is marked late after 15 minutes in New or In progress.
• The board shows open Square orders from the last 18 hours and orders completed in the last 2 hours. Canceled and draft orders are left out.
• If the store isn’t linked or Square can’t be reached, the board shows your Worklynq orders and a short note.

The board and the list

The Board has one column for each open stage: New, Confirmed, In progress, Ready, and On the way.

• Drag a card to another column, or use its Move to … button.
• Overdue orders are outlined in red.
• The board refreshes every minute while it’s open.
• For a screen in the kitchen or above the counter, click Show on TV — see TV screens.

The List shows open orders, completed and cancelled ones, or all orders.

Filters work on both: search by order number, customer, item, phone, or tracking number; filter by pickup, delivery, or shipping; and by due time — Due today, Overdue, or Upcoming.

Inside an order

Click any order to open it. You’ll see:

• A stage bar — click any stage to move the order there.
• The next step as one button, like Move to Ready or Mark completed, plus Cancel and Reopen.
• The order’s details and items, which you can edit.
• The history: every change, who made it, when, and any note.

Orders and customers

Each customer’s record lists their orders, with a Track link that opens the order here. Orders from before Order Tracking was turned on get an order number and a stage the first time they’re opened or edited — nothing else about them changes.

Tips

• Set a due time on every order — it’s what makes Due today and the red overdue outline work.
• Assign each order to someone, so the board shows who’s on it.
• Ask Assist “what’s still waiting at Main Street?” for a quick list.
• Add the carrier and tracking number on shipped orders; you can then search by tracking number.

More about the rest of Customer Experience: Modules.