Create Categories
Categories group your product templates so your team can find them quickly. When a sales rep adds a product to a quote or order, they can filter the list by category, and the Products page can be filtered the same way. Categories can also carry rules of their own, such as extra terms & conditions printed on any quote or order that includes a product in that category.
Categories do not decide which options a product offers. Options are attached to each product template in its own Options card (see Create Product Templates).
This article explains how to create a category, how to nest categories, and how to add category-specific terms & conditions.
Before You Start#
A little planning before you create your first category will save you time later. Think through the following questions:
What product types do you sell?#
Categories should reflect the way your team talks about your products. A furniture showroom might use Living Room, Dining, and Bedroom. A flooring company might use Hardwood, Carpet, and Tile.
Do any of your categories belong under a broader group?#
OrderPilot supports parent and child categories, up to 3 levels deep. For example, “Sofas” and “Sectionals” can both sit under a parent category called “Living Room”. If a category stands on its own, leave it at the top level.
Do any product types need their own terms?#
Some products come with conditions your customers must accept, such as natural variation in wood grain or access requirements for delivering large pieces. If those conditions apply to a whole category, you can add them to the category once instead of typing them on every quote.
How to Create a Category?#
Step 1: From the OrderPilot dashboard, go to “Settings”, then select “Categories” in the Catalog group.
Step 2: Click “Add Category” to open the Create New Category form.
Step 3: Enter a category Name. Keep it short and descriptive so sales reps can find it quickly.
Pro Tip: Use names that match how your team already talks about products. If your sales reps say “sectional”, not “modular sofa”, name the category accordingly.
Step 4: Search for and select a Parent Category if this category sits under a broader group. Leave it empty to create a top-level category.
Note: The parent list only shows categories that still have room under them. Because categories can go 3 levels deep, a category that is already at the third level can't be chosen as a parent. Two categories under the same parent can't share a name.
Step 5: Enter a Description (optional). This is for internal reference and helps your team understand what belongs in the category.
Step 6: To print extra wording for this category, click “Add terms” next to Additional terms & conditions and type your terms. The section below explains where they appear.
Step 7: Select a Color for the category so your team can tell categories apart at a glance.
Step 8: Click “Create Category”.
How to Add, Move, Edit, or Delete a Category?#
Each row in the category list has a menu button (⋯) with these actions:
| Action | What it does |
|---|---|
| Add child | Opens the category form with this category already set as the parent. Only shown when there is room for another level. |
| Edit | Opens the Edit Category form. Click “Update Category” to save your changes. |
| Delete | Asks you to confirm, then deletes the category. This can't be undone. |
You can also drag a category by its handle to move it under a different parent. If the move would make the tree deeper than 3 levels, OrderPilot stops the move and tells you the maximum nesting level has been reached.
Use the search bar above the list to find a category by name or description.
Additional Terms & Conditions#
Terms added to a category are printed once on any quote or order that includes a product in that category. They appear after your standard terms and before any terms set on individual product templates. The section lists the products it applies to, so the customer can see which items the wording covers.
Category terms add to a product template's own terms. Neither replaces the other.
Note: A quote that has already been signed keeps the wording it was signed with. Changing a category's terms later does not change a signed quote.
Example: Categories for Harlow & Finch Interiors#
Harlow & Finch Interiors, a custom furniture showroom, organizes its catalog by room. Here's how they set it up:
| Category Name | Parent Category | Additional terms & conditions |
|---|---|---|
| Living Room | Leave empty | None |
| Sofas | Living Room | Fabric is cut to order. Upholstered pieces can't be returned once production starts. |
| Sectionals | Living Room | Same wording as Sofas |
| Dining | Leave empty | None |
| Dining Tables | Dining | Solid wood shows natural variation in grain and color. |
| Dining Chairs | Dining | None |
| Bedroom | Leave empty | None |
| Beds | Bedroom | Delivery includes assembly in the room of your choice. |
Now, whenever a sales rep quotes the Linden Sofa (in Sofas), the quote prints the Sofas terms automatically. A quote that also includes the Arden Dining Table prints the Dining Tables terms too, each in its own section.
What's Next?#
After setting up categories, you may want to:
- Create Vendors: Add the suppliers who build your products. See Create Vendors.
- Create Options: Set up the choices your customers make, such as fabric or wood finish. See Create Options.
- Create Product Templates: Build templates and assign them to your categories. See Create Product Templates.
Important Notes & Tips#
Keep the Hierarchy Simple#
Aim for a balance between detail and simplicity. Too many specific categories can overwhelm sales reps, while too few make it hard to filter. Three levels is the limit, and most stores need only two.
Categories Are Also Used for Warranty Rules#
If you offer warranties, a category can carry its own warranty term. See Warranty & Serial Numbers for details.
Categories Don't Control Options#
In earlier versions of OrderPilot, a category decided which custom fields appeared on the order form. That's no longer the case. Each product template has its own Options card, and that's where you choose which options a product offers.
Need Help?#
Not sure how to structure your categories or set up parent-child relationships? Reach out to us at support@bevycommerce.com, and we'll help you organize your catalog to fit your workflow.