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Out-of-Stock

Katie Spinosa

Last edited 1128 days ago by Garret Ma.

PURPOSE

The purpose of this SOP is to ensure that customers and employees are informed of the out-of-stock status and that inventory levels are monitored and replenished in a timely manner.

RESPONSIBILITY

Operations is responsible for communicating internally that we are out-of-stock.

Product and Marketing are responsible for external messaging and positioning on website, social media, etc.

Member Success Agents are responsible for communicating with members in response to inbound inquiries.

DEFINITIONS

Inventory Management

The process of managing and tracking the inventory levels of products in a business.

Out of Stock

A condition where a product or item is no longer available for sale due to limited or exhausted inventory.

Replenishment

The process of ordering new inventory to replace items that have been sold or are out of stock.

Record Keeping

The process of maintaining accurate and up-to-date records related to inventory levels, sales, and customer orders.

PROCEDURE

Item Monitoring

The Operations team will use data received by supplement vendor (OKC) and test kit vendor (Fidelitone) to monitor inventory levels on a daily basis.

If an item goes out of stock, the Operations team will immediately notify the Member Success and Product teams.

Resource:

Inventory Planning Tally MVP Launch⁠

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Notifications

The Product team will add a pop-up to our website informing members and other site visitors of our product being out of stock.

Product team can make TallyAge Tests, Memberships, or both out of stock via Shopify

Customers can sign up for back-in-stock notifications from Tally’s Shopify product page

Customers who sign up for notifications will be added to email lists in Klaviyo, one list for single tests and another for memberships

Marketing will manage communication to these email lists via Klaviyo, addressing back-in-stock ETA and other comms as needed.

When TallyAge Tests or memberships are OOS, Customers can sign up for back-in-stock notifications. These customers will BE added to email lists in Klaviyo, one list for single tests and another for memberships

Replenishment

The Operations team will immediately place an order for the out-of-stock item.

The Operations team will regularly review the inventory levels to ensure that out-of-stock items are replenished in a timely manner.

Record Keeping

The Operations team will maintain a record of out-of-stock items and their estimated time of availability.

Documentation

A report of out-of-stock items and their estimated time of availability will be generated by the Operations team and shared with the relevant departments.

Records of customer backorders will be maintained in the Shopify system.