CLIENTELE — DISTRIBUTION SYSTEM STAFF GUIDE

Overview

What This System Does

This system takes every item brought into Clientele and lists it everywhere at once — Shopify, eBay, Grailed, StockX, and GOAT — from a single screen.

When something sells on any platform, the system automatically removes it from all other platforms within 60 seconds. No double-selling. Ever.

You enter the item once. The system does everything else.

📋

Step 1

Intake Form

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🏪

Step 2

Shopify Draft

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✅

Step 3

Frank Approves

→

🌐

Step 4

All Platforms

→

💰

Step 5

Item Sells

→

🔴

Auto

Delisted Everywhere

The Platforms

Where Items Get Listed

Platform	How It Lists	What You Do
SHOPIFY clientelenyc.com	AUTOMATIC Always the master record	Nothing — created automatically from intake form
EBAY	AUTOMATIC Listed via direct API	Nothing — fires automatically when Frank approves
GRAILED	AUTOMATIC Listed via Vendoo	Nothing — fires automatically when Frank approves
STOCKX	SEMI-AUTO Pre-fill launcher	Click "LIST ALL", data auto-copies, paste + submit on StockX, click confirm
GOAT / ALIAS	SEMI-AUTO Pre-fill launcher	Click "LIST ALL", download photos, list manually in alias app, click confirm

Daily Operations

Step-By-Step: How To Use The System

Customer Brings In An Item — Fill Out The Intake Form

When a customer drops off or ships in an item for consignment, open the Intake Form on the iPad or computer. Fill in every field:

• Item Name (be specific — brand, model, colorway)
• Brand
• Size
• Condition grade (see the grading guide on the wall)
• Asking price (customer's price)
• Does it have the original box? Yes or No
• Description (any flaws, special details)
• Category (Sneakers / Apparel / Accessories)
• Photos — take at least 6 clear photos

✓ Do This

Fill every single field. Take photos in good light. Be specific with the item name — include colorway and year if known.

✗ Never Do This

Don't skip fields. Don't submit blurry photos. Don't guess the condition — look at the grading chart.

TIP: After you hit submit, you'll see "ITEM SUBMITTED. PENDING REVIEW." That means it worked. The item is now in the system waiting for Frank to approve it.

Frank Reviews & Approves The Item

After you submit the intake form, the item shows up in Shopify as a DRAFT — it's not live anywhere yet. Frank reviews the item, checks the photos, adjusts the price if needed, and approves it.

Frank approves by changing the item's tag from status:pending-review to status:approved in Shopify Admin.

The moment that tag changes — the system fires automatically. eBay and Grailed go live within seconds.

THIS IS THE ZERO-AUTOPILOT RULE: Nothing goes live without Frank's explicit approval. Every item. Every time. No exceptions.

Open The Distribution Hub

The Distribution Hub is your command center. It shows every item and exactly where it's listed. Open it at:

clientelenyc.com/pages/distribution-hub

Enter the staff access code when prompted. You'll see the full inventory table — one row per item, with live status for each platform.

Reading The Dashboard — What Everything Means

Each row in the table is one item. Each column shows its status on that platform. Here's what the colored indicators mean:

LIVE

Active listing on this platform. Buyers can see and purchase it.

PENDING

Submitted but not yet approved by Frank. Not visible to buyers.

DRAFT

In Shopify but not pushed to platforms yet.

SOLD

Item sold. Delisted from all platforms. Row is crossed out.

— (dash)

Not listed on this platform yet.

The action buttons on each inventory row:

LIST ALL

Opens the StockX and GOAT pre-fill launcher. Use after Frank approves to push the item to StockX and GOAT.

SOLD ▾

Click when an item sells on StockX or GOAT. Choose which platform. The system automatically removes it from everywhere else.

EDIT

Opens the item in Shopify Admin. Use to fix a typo, update photos, or change the price.

MKT

Market Intelligence. Shows current StockX and GOAT prices for that item so you can see how your price compares.

DELIST

Emergency delist. Removes the item from ALL platforms immediately. Only use if item is damaged, pulled from consignment, etc.

Listing On StockX — The Pre-Fill Launcher

StockX doesn't allow automatic listing — you have to do it yourself. But the system makes it as fast as possible.

Here's exactly what to do:

Step A. Find the item in the Distribution Hub. Click LIST ALL.
Step B. A panel opens showing all the item's details. The data is automatically copied to your clipboard.
Step C. Click OPEN STOCKX SELLER →. StockX opens in a new tab.
Step D. On StockX, start a new listing. Paste (Ctrl+V or Cmd+V) into each field.
Step E. Verify everything looks right. Hit Submit on StockX.
Step F. Come back to the Distribution Hub. Click CONFIRM STOCKX LISTED ✓.

TIP: After confirming, the STOCKX column on that row turns GREEN (LIVE). That's your confirmation it's tracked.

Listing On GOAT / Alias — The Pre-Fill Launcher

GOAT uses the alias app on your phone. The system pre-fills the data and gives you the photos ready to download.

Here's exactly what to do:

Step A. Click LIST ALL on the item.
Step B. The GOAT panel shows all item details AND the product photos below.
Step C. Download each photo by hovering over it and clicking DOWNLOAD.
Step D. Click OPEN GOAT / ALIAS → to open the alias selling page.
Step E. On your phone, open the alias app. Start a new listing. Fill in the details using the panel as reference. Upload the downloaded photos.
Step F. Submit the listing on alias. Come back and click CONFIRM GOAT LISTED ✓.

When An Item Sells — What To Do

This depends on where the item sold. Two situations:

Fully Automatic

Sold on eBay or Grailed

→ eBay or Grailed notifies the system

→ System marks it sold in Shopify

→ System delists from all other platforms

→ Row turns red in the Hub

→ You do nothing. It's handled.

One Click Required

Sold on StockX or GOAT

→ You see the sale on StockX or GOAT

→ Go to the Distribution Hub

→ Find the item in the table

→ Click SOLD ▾

→ Choose "SOLD ON STOCKX" or "SOLD ON GOAT"

→ Done. System removes from eBay + Grailed instantly.

CRITICAL: If something sells on StockX or GOAT, mark it sold in the Hub immediately. Every second of delay is a chance for a double-sale on another platform.

Common Questions

If Something Seems Wrong

I submitted the intake form but the item isn't showing in the Hub

Wait 30 seconds and click ↺ REFRESH. If it still doesn't appear, check all required fields were filled and the form showed "ITEM SUBMITTED" before you left. If unsure, submit again — the system will not create duplicates.

The item says DRAFT but Frank already approved it

Click ↺ REFRESH. The Hub updates every 30 seconds. If it still says DRAFT after refreshing, ask Frank to confirm the approval was saved in Shopify.

I accidentally clicked DELIST ALL on the wrong item

Tell Frank immediately. The item will need to be re-listed manually through the Distribution Hub's LIST ALL button and on eBay/Grailed through Vendoo. Recoverable but requires action.

Something sold on two platforms at the same time

This should not happen — the auto-delist system prevents it. But if it does: immediately mark the item sold in the Hub, contact both buyers, honor the first confirmed sale, refund the second, and tell Frank right away.

The STOCKX or GOAT column still shows — (dash) after I confirmed

Refresh the Hub. If it still shows a dash, try confirming again using the LIST ALL button and clicking CONFIRM LISTED. The listing is still active on the platform — the Hub display just needs a refresh.

The platform status sidebar shows ERROR for eBay or Vendoo

This means the API connection to that platform is down. Items already listed will stay listed. Tell Frank. Do not attempt to manually re-list anything until the connection is restored.

A customer asks why their item isn't on StockX yet

Check the Distribution Hub — if the STOCKX column shows — (dash), it hasn't been listed yet. Click LIST ALL on that item and follow the StockX pre-fill steps. If it shows LIVE, it's already there.

⚠ Emergency Procedures

Item needs to be pulled immediately (damaged, wrong item, customer changes mind): Click DELIST on the item row. This removes it from all platforms within 30 seconds. Then archive it in Shopify.

Suspected double sale: Mark the item SOLD in the Hub immediately to prevent any further sales. Then contact Frank.

Hub is not loading: Refresh the page. If it's down, manage listings directly in Shopify Admin, eBay Seller Hub, and Vendoo. Call Frank.

Wrong price listed: Click EDIT on the item row → opens Shopify → update the price → save. Price syncs to eBay automatically. For StockX and GOAT, update manually in those platforms.

The Standard

How We Operate

Accuracy

Every field filled. Every photo clear. Every condition grade honest. Wrong data creates wrong listings and refunds.

Authority

Nothing goes live without Frank's approval. You submit. Frank approves. The system executes. That order never changes.

Speed

When something sells, mark it immediately. Every second of delay is a second closer to a double-sale. Move fast.