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Flowhub Delivery with Transporters (CO, NV-specific)
Flowhub Delivery with Transporters (CO, NV-specific)

This article describes how to use Flowhub Delivery with or without Transporters in Colorado or Nevada.

Ari Clouse avatar
Written by Ari Clouse
Updated over 2 months ago

With Flowhub Delivery, you can effortlessly fulfill orders and deliver them directly to customers. Our Metrc-integrated platform handles delivery manifest creation, transporter deliveries, payment methods, and ID verification.

Flowhub Delivery allows your dispensary to run a pizza-style delivery service (prep your order at your dispensary to send it out with your driver or transporter), route multiple deliveries on the same delivery run, and have all Metrc Sales Delivery Manifest interactions occur directly in Flowhub.

Delivery may look different for you depending on your state or if you're using OnFleet. Check out these other articles if:

Enabling Flowhub Delivery

Please reach out to a Flowhub team member or the Product Support team (help@flowhub.com) to have Delivery enabled for your store. If your delivery operation uses Transporters, please be sure to let us know so we may enable that functionality for you.

Before you can process your first delivery, you'll need to set up the following:

  1. Ensure all Employees have the correct permissions in Flowhub and in Metrc to use Delivery.

  2. Create your Delivery Vehicles in Flowhub.

    • IMPORTANT: If your store uses OnFleet, you will create your Vehicles/Drivers in OnFleet and Flowhub will pull them via API. Do not create Drivers/Vehicles in Flowhub if you are using OnFleet, and please reference our OnFleet Delivery article here for more instructions.

  3. Create your Delivery Drivers in Flowhub.

  4. If your store uses Transporters for Delivery, create your Transporters in Flowhub.

Setting Up Employees with the correct Permissions in Flowhub

Once Delivery has been enabled for your store, give your employees the ability to use the Delivery functionality by adding it to their Roles, and ensure your staff has Metrc API keys with the correct permissions in Metrc to push delivery manifests.

  1. Navigate to Employees, and select "Roles".

  2. For every existing Role at your dispensary that will be involved in Delivery - from budtenders to fulfillment staff - enable "Create", "Edit", and "Delete" permissions under Delivery to give them access to Delivery functionality.

    1. To authorize a user to delete delivery orders prior to completion, they'll need to be assigned to a role with the "Delete" permission enabled.

  3. Make sure the following permissions are also enabled on the Role:

    • Compliance - all permissions

    • Inventory - all permissions

    • Carts - all permissions

  4. Save the updated Role.

Setting Up Employees with the Correct Permissions in Metrc

All Employees who will be interacting with Delivery orders must have a Metrc API key on their Employee profile, along with the proper Delivery permissions in Metrc, as outlined in the screenshot below.

  • "Sales Hub - Manage" is only required for delivery operations that are using Transporters.

It's up to your store as to whether you'd like your Drivers to use Flowhub to collect payment on-site at the point of delivery, or whether the Driver should return to the store and the payment is collected/handled at the store after the delivery is completed.

  1. Drivers that will be Collecting Payment in Flowhub must have an Employee account to log into Flowhub and complete payments.

  2. Drivers who do not log in or have access to Flowhub do not need Employee accounts created to handle Deliveries.

    • Other staff members at the store will need to mark Delivery statuses as Successful/Failed and Collect Payment in Flowhub on the driver's behalf.

Creating Delivery Vehicles

  1. Once the Delivery permissions have been added to existing Roles, users will see a "Delivery" tab in the left navigation menu. Select "Delivery" to begin creating vehicles.

    • Vehicles must be created before Drivers.

  2. Select "New Vehicle" to create a new Vehicle. Enter the license place, make and model of the delivery vehicle, and select "Save" to create the vehicle.

Creating Delivery Drivers

  1. From the Delivery menu, select "Drivers" from the top navigation bar, and select "New Driver."

  2. Enter the Driver's Name, Employee ID, Phone Number, and Driver's License Number.

    • The Employee ID should be the Employee's Badge number or ID that is otherwise associated with the employee in Metrc.

      • Sometimes it is also known as the "Employee License Number" as seen on the Employee's profile in Metrc, and may be an email address or a number.

      • If this Employee ID does not match what is in Metrc, this will cause errors when attempting to push the Manifest.

3. Select the Vehicle associated with the Driver, and select "Save" to create the Driver.

Creating Transporters

You only need to set this up if you are using Transporters for your delivery operation.

  1. From the Delivery menu, select "Transporters".

    • If you work at a CO delivery operation with transporters and you do not see Transporters in Flowhub, contact help@flowhub.com to request that Transporters be enabled for your store.

  2. Select "New Transporter" to create a New Transporter and fill out the required fields:

    1. Name: Name of Transporter

    2. License: Must match the Transporter's License in Metrc exactly. If it does not match, this will cause errors.

    3. API Key: Must be the Metrc API key of the Transporter. Ask your Transporter to send you their Metrc API key so that you can paste it in.

      • Entering any other kind of Metrc API key (such as your own Metrc API key, for example) will cause errors.

  3. Save the Transporter information.

Handling Delivery Orders in Flowhub

Delivery orders will be sent to the "New" column in the Order Ahead tab in Cashier, just like other orders received from your chosen e-commerce provider(s). Delivery orders are marked with a "Delivery" tag. The steps for handling a delivery order are below.

Fulfilling a Delivery Order and Assigning a Driver

  1. When the Delivery order appears in the "New" column, the order is selected by a staff member who reviews what is in the order, prepares the order for delivery, prints any exit labels (as applicable), packs the bag, etc.

    • IMPORTANT: for Colorado, the State ID and State ID Expiration information must be entered on the Customer Profile associated with the Delivery order, or the compliance manifest will not be able to be pushed to Metrc.

  2. When the order is ready for driver assignment and Metrc interaction, select "Mark as Ready" This will prompt the dispatcher to assign a Driver.

  3. The button will change to "Assign Driver." A Driver can be assigned from this view or from the Ready column in the Status Board view.

  4. Choose the Driver and Vehicle that will be conducting the delivery and select "Assign Driver."

    • If you're using OnFleet, only the Drivers that are marked as "On Duty" in OnFleet will appear in this dropdown.

    • You are able to choose Vehicles other than the default associated with the Driver in case the Driver will be using another Vehicle.

  5. When a Driver is assigned, the Order will move to the "Ready for Delivery" column and the "Compliance" button will appear on the Order.

Manually Create a Delivery Order

There are two ways to create a delivery order: Via the customer's tab and the order ahead tab

Create a Delivery Order Via Customers Tab

  1. Navigate to the Customers tab within Maui

  2. Search and select the customer who you would like to create the order for

  3. On the right side of the screen, there is an option to create a delivery order

    • Note: an address must be on the customer's profile in order to create a delivery order

  4. Select Create Delivery Order

  5. Build the order for the customer and mark the order as ready.

  6. Continue throughout the Delivery process like other orders.

Create a Delivery Order Via the Order Ahead Tab

  1. Navigate to Cashier, then Order Ahead tab within Maui

  2. Select New Order in the upper right corner of the screen

  3. Search for the customer and select Create Delivery Order in the right panel

    • Note: an address must be on the customer's profile to create a delivery order

  4. Build the order for the customer and mark the order as ready.

  5. Continue throughout the Delivery process like other orders.

Reporting the Delivery Manifest to Metrc

  1. Once a Driver has been assigned, select the "Compliance" button to view the Delivery Manifest that will be sent to Metrc. If you'd like to make any changes to Estimated Departure/Arrival, or Planned Route, etc. make them here.

    • If you are using a Transporter for this delivery, select the Transporter on the far right side.

  2. Select "Submit to Metrc" to submit the delivery manifest to Metrc.

    • If you receive an error, check the following:

      • Employee submitting manifest has Metrc API key with correct permissions in Metrc.

      • Driver's Employee ID matches what is in Metrc.

      • Transporter's License and API key matches what is in the Transporter's Metrc.

      • Customer's Profile in Maui must have an Address, State ID and Expiration Date.

If using a transporter - the manifest will ONLY be available in the Transporter's Delivery Hub in Metrc until:

  • the Transporter verifies the ID and payment type in Metrc, OR:

  • the transaction is marked as complete in Flowhub

If your Transporter does not verify the ID and payment type in Metrc, Flowhub has built-in functionality to automatically verify the ID and payment type upon transaction completion.

Starting A Delivery

  1. Once the Manifest has been submitted, the button will change to "Put in Vehicle." Select "Put in Vehicle" for all Delivery orders that are ready for delivery.

  2. This will move the Order to the "Out for Delivery" status on the Status Page, and the action button will change to "Finish":

  3. The driver or transporter can begin driving to the delivery destination(s) with the order(s).

Completing a Successful / Failed Delivery Order and Collecting Payment

  1. When the driver returns to the store after completing the delivery (or arrives at the point of delivery, depending on your store's workflow), they will select "Finish" and follow the prompts to complete delivery. Delivery notes, along with marking the order as successful or failed, will occur here.

  2. Successful Deliveries:

    • "Update Order:" For workflows where the payment component of the delivery is recorded when the driver returns to the store (instead of on-site with the customer), select "Update Order". This will move the Delivery to the "Delivered" column and a "Collect Payment" button will appear for the driver to complete upon return.

    • "Update & Collect Payment:" For workflows where the Delivery Driver records the payment component of the delivery on-site with the customer, select "Update & Collect Payment." The Payment screen will appear automatically, allowing the driver to record the payment transaction and check out the Customer.

  3. Failed Deliveries:

    • When an Order is marked as Failed - Upon cancellation, the manifest will be marked as complete and all packages in the delivery will be marked as rejected with a reason on the package history in Metrc.

      • Please note that a Failed delivery cannot be reattempted; it must be resubmitted by the customer as a new Order.

    • "Update Order" - This will move the Order to the "Delivery Failed" column in Flowhub. The "Cancel Order" button will appear to cancel the order.

      • Please note to authorize a user to cancel delivery orders, they'll need to be assigned to a role with the Delivery > "Delete" permission enabled. Delivery orders cannot be cancelled once they are complete.

    • "Update & Cancel Order" - This will cancel the Order directly and remove it from the board in Flowhub.

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