Integrating with WineDirect: Overview

WineDirect is a direct-to-consumer e-commerce platform that allows wineries to manage inventory, point-of-sale, and wine clubs from one place. With Tock’s WineDirect integration, you can share your CRM (customer relationship management) between platforms. By syncing your guest’s contact types and club memberships from WineDirect to Tock, you can provide exclusive reservations, tastings, and discounts.

Tock’s WineDirect integration helps to manage your business’ guest directory and does not support financial reporting. We recommend reconciling Tock finances using Tock reports, and alternatively reconciling WineDirect finances using WineDirect reports. 

Setup

Customization 

FAQ

Setup

To initiate setup from WineDirect:

1. From the WineDirect Admin Panel, click Settings. 
2. Click Users.
3. Click Webservice Accounts.
4. Click Add a Webservice Account.
5. Add an email that is not used for any other WineDirect account.
6. Create a username, using the format tock-wineryname (all lowercase).
7. Create a strong password with alphanumeric and special characters.
8. Select Tock from the Vendor drop down list. 
9. Check Is-Active. 
10. Click Save. 

To complete the integration from Tock:

1. From the Control Panel tab, click Settings.
2. Click Integrations. 
3. Click Directory. 
4. Click Connect on the WineDirect card.
5. Log in using the WineDirect Webservice Account you created in the previous step.
6. Click Connect.

Customization 

There are three levels of the integration, which allows you to customize the information that is updated between the two platforms: 

• Full Integration: Reservations and walk-ins will push as orders from Tock to WineDirect. Contact updates and additions will sync between Tock and WineDirect.
• Partial Integration: No order information will transfer into WineDirect. Contact updates and additions will sync from Tock into WineDirect.
• One Way Integration: No order information or contact information will sync with WineDirect. Contact information from WineDirect, such as member status and new guest profiles, will update in Tock. 

FAQ

How does the integration match Tock guests and WineDirect contacts?

Guests and contacts are matched by email address. 

How is guest and contact data updated during the initial sync?

During the initial sync, the integration matches and syncs information based on the guidelines below.

In Tock 

Updates synced to guest profiles in Tock: 

• WineDirect contacts that do not exist as Tock guests are created. 
• If a matched guest exists in Tock, but isn’t labeled as a “Tock verified profile,” then WineDirect contact information is used to update missing information on the Tock profile.
• If a matched guest exists as a “Tock verified profile”, then only wine club membership and contact notes are pulled in from WineDirect.

Fields pushed to guest profiles in Tock:

• Phone
• Address - city, state, ZIP, country
• Birthday
• WineDirect membership - the name of the WineDirect club(s) a guest belongs to
• WineDirect notes - contact notes from WineDirect

In WineDirect

Updates synced to contact profiles in WineDirect: 

• Tock guests with reservations that do not exist as WineDirect contacts are created.
• If a matched guest exists in WineDirect, missing contact information is filled in by Tock.
• A contact will not be created from a Tock guest without an email address, unless pushed as a walk-in order.

Fields pushed to contact profiles in WineDirect:

• Phone
• Address - city, state, ZIP, country
• Email status - if a guest has opted into receiving email marketing from a business, this is set to “Single Opt In”

What information from Tock reservation is pushed as Orders to WineDirect? 

With the Full Integration is turned on, reservation information will be pushed to WineDirect as orders based on the guidelines below. 

• Order type - populates as “Reservation”
• Contact ID - the corresponding WineDirect contact ID found or created by Tock 
• Order created date - the date the reservation was made in Tock
• Order shipped date - the date of service for the Tock reservation
• Billing email address
• Billing name (first name, last name)
• Billing phone
• Billing address (city, state, ZIP, country)
• Shipping email address
• Shipping name (first name, last name)
• Shipping phone
• Shipping address (city, state, ZIP, country) - shipping address is set to the same value as billing address (when address is known for the Tock guest)
• Order notes - visit notes from the Tock reservation
• Subtotal
• Tax
• Total
• Payment type - set to “OnAccount”
• Quantity
• Product name - the name of the Tock experience or menu item 
• Product SKU - a SKU identifier automatically generated by Tock which includes the experience ID and experience or item name. (e.g. “Tock-1821-Current Release”)
• Price

How often is data synced between WineDirect and Tock?

After the initial sync has completed, Tock and WineDirect syncs data in real-time. Changes to the following information will sync between platforms:

• Changes to reservations and guests in Tock will appear in WineDirect.
• Changes to contacts, notes, contact types, and memberships in WineDirect will appear in Tock after a reservation is booked under that profile.

Are Tock guests opted-in to receive emails from WineDirect?

If a guest has opted in to receive emails from your business via Tock, their opt-in status will be automatically set to Single Opt In in WineDirect.

Are walk-in reservations pushed into WineDirect?

Walk-in reservations will push into WineDirect as an order with a "Walk-in" line item. If the guest record in Tock has an email it will be associated with the order. If the guest's email is unknown, the order will not be connected to a guest but will include the guest's name in the order note.

How do I set up a member discount or exclusive tasting?

Once the initial sync is completed, you can set up Smart Groups using WineDirect attributes. This allows you to offer exclusive access to experiences, and to create members-only discounts.  For more information, view the Creating Smart Groups article.

How do SKUs in Tock interact in WineDirect?

The text in the SKU field on Tock is "Specify matching Point of Sale SKU." This field can be used to match experiences with products and SKUs that have already been created in WineDirect.

Tock Experiences, Events, To Go Orders, and Items will only be created in WineDirect if the SKU field is blank. When blank, inactive products are created in WineDirect with the SKU format, "Tock-experience id-experience name".

Learn More 

For questions about functions within the WineDirect platform, refer to WineDirect Support Documentation.