Your first week as a shop or brand

Lumen & Fern sells soy candles through a Shopify store and its own website. This is the order it set Keelvy up in, so that products, photos, prices, stock and orders end the week in one place.

1. Set up the workspace

Create your account, start the free trial and name the workspace. Answer the first-run questions with care: the base currency and default country are the two answers that are awkward to change once records exist. Then open Settings → General and set the logo, the product languages and the paper size.

Steps in detail: Create your Keelvy account, Start your free trial, Answer the first-run questions, Set your workspace defaults.

2. Import the products

Lumen & Fern kept its catalog in a spreadsheet. Brands and categories in the file must already exist, so create them first in Settings → Brands and Settings → Categories. Then open Catalog → Products, click Import XLSX, read the preview and click Apply. A row that creates a product needs a sku and a base unit. Run the same file again after a fix: existing SKUs are updated, not duplicated.

Steps in detail: Import products from a spreadsheet, Import and export products.

3. Add the photos

Open Media and click Upload folder to bring up a whole folder of shots. Files uploaded with no folder open wait in the Inbox; Sort into folders files them in one step you can undo. Then open a product, go to Media, click Add from library and set the Primary image.

Steps in detail: Upload photos and organize the library, Attach photos to products and channels.

4. Set the prices

The spreadsheet import does not read prices. Choose the currency in Settings → Currency, then open Sales → Price lists, click Add price list, name it Retail USD and leave Calculation type on Manual. Select the products in Catalog → Products, click Assign prices to put them on the list, and type the amounts on each product’s Variants & prices tab. You can also ask Skipper to set a price; each one arrives as a proposal you approve.

Steps in detail: Create a price list, Set and pin prices on a product.

5. Enter the stock you hold

Do this before you connect the shop. Once connected, Keelvy sends its stock numbers to the shop and overwrites stock edited by hand there. Open Warehouse → Stocktake, click New count, choose the location and Opening / full count (first time), enter what is on the shelf and click Commit corrections. Add the location in Warehouse → Locations first if the list is empty.

Steps in detail: Start with the stock you have today.

6. Connect Shopify and run Preflight

Install the Keelvy app from the Shopify admin and click Connect. Open Sales → Channels, open the new channel, and choose its price list. Click Review the shop’s catalog: products already in the shop are linked by SKU or barcode, and nothing is written until you finish. Under Who owns what on this shop, start with The shop owns content and price until you trust the match. Then click Run Preflight. It reads your catalog the way Shopify would, sends a test order and shows what Keelvy would send back. Nothing reaches the shop.

Steps in detail: Connect a Shopify store, Connect a shop that already has products, Check a channel before you rely on it, Push products to a shop.

7. Invite the team

Open Settings → Users and click Invite user. Give each person a role: a Catalog editor for whoever writes product copy, a Sales manager for whoever handles orders. Your plan sets how many people can be active.

Steps in detail: Invite people to your workspace, Roles and what each one sees.

What you have at the end

Catalog → Products lists every imported SKU, and importing the same file again reports nothing to create.
A product’s Variants & prices tab shows its Retail USD price, and the Channels tab shows the price the shop will receive.
Warehouse → Stock matrix shows what you hold in each location.
The channel’s Preflight result reads Passed, or names what Needs fixing.
Settings → Users lists your team with their roles.