Organize a group order

Who is this article for?

• Gegsy merchants who want to start a group order on behalf of a customer group and manage it while it's live.
• Staff who run group orders for offices, teams, or events and need to share a join link and finalize when everyone's in.

About group sessions

The Group Sessions board is where you start a live group order and manage it from start to finish. You kick off a session for a customer group, share the join link, and every participant adds their own items and authorizes their own card. You're never charged. At the deadline the authorized cards are captured automatically, or you can finalize the session yourself at any time.

This page is the live board for active and past sessions. To turn group orders on and configure which locations, fulfillment types, and participant limits are allowed, see Set up group orders.

Before you begin

• Available on the Pro and Premium plans. See gegsy.com/pricing for details.
• Group orders must be turned on in Menu → Group Orders before you can start a session. If they're off, you'll see a banner that reads "Group orders are turned off in Menu → Group Orders. Enable them before starting a session here," and the New group order button is disabled.
• At least one location must be enabled for group orders, with pickup or delivery active.

Open the board

Go to Orders → Group Sessions (https://app.gegsy.com/orders/group-sessions).

At the top you'll see the heading Organize a group order with a short description: "Kick off a group order for a customer group and share the join link. Every participant authorizes their own card; you can finalize manually or let the deadline do it automatically."

Two tabs filter the list:

• Active — sessions that are still open and accepting participants.
• All — every session on record, including completed, expired, canceled, and failed.

If a session's deadline is less than 30 minutes away, a warning banner appears above the list telling you how many sessions are approaching their deadline so you can review and finalize if ready.

When there's nothing to show, the board reads No active group orders right now. (Active tab) or No group orders on record yet. (All tab).

Start a group order

1. Select New group order. This opens the Start a group order window.
2. Read the intro: "You're organizing on behalf of a customer group. Every participant authorizes their own card — you're never charged. At the deadline the authorized cards are captured automatically, or you can finalize from the session card."
3. Pick a Location from the dropdown. Only locations enabled for group orders appear here. If none are listed, open Menu → Group Orders to set them up.
4. Choose a Fulfillment type — Pickup or Delivery. Only the types you've enabled for group orders are selectable.
5. Set the Fulfillment time — when the order is ready for pickup or out for delivery. The time zone shown next to the label is the store location's zone, not your browser's.
6. Set the Deadline — participants must authorize by this time. Authorized cards are captured at the deadline automatically. The deadline must be in the future and before the fulfillment time.
7. (Optional) Set Max participants to cap how many people can join. Leave it blank for no cap. If your group-order settings define a maximum, the field won't accept a higher number.
8. If you chose Delivery, set the delivery address (see below).
9. Select Start group order. The new session appears on the board automatically, and you'll see a "Group order started." confirmation.

Set a delivery address

When the fulfillment type is Delivery, a Delivery address section appears.

Merchant-organized group orders are self-delivery only — you handle the delivery logistics yourself. A third-party courier partner (Managed Delivery) is not available for these sessions.

• Use Pick a delivery address to choose from your saved addresses, or select + Enter a new address to look one up.
• For a new address, start typing in Search for an address and pick a result. You can add an Apt / Suite (optional) and Delivery notes (optional) (for example, a gate code or building number).
• Leave Save this address for next time checked to keep it in your address book; add a Label so you can find it later, then Save to address book.
• Select Manage saved addresses to review your saved list. Tick any you want to remove and delete them in one go — you'll be asked to confirm before anything is deleted.

Share the join link

Each session card shows a Join code in large monospaced text. Use the Copy link button next to it to copy the full join link to your clipboard; it changes to Copied briefly to confirm. Share that link with the group so each person can join, add their items, and authorize their card.

Read a session card

Every session on the board shows:

• Join code with the Copy link button.
• A status badge — Open, Completed, Expired, Canceled, or Failed.
• Location and Fulfillment (pickup or delivery, with the scheduled time in the store's time zone).
• Deadline, with a countdown such as "(15 min left)" while the session is open. Within 30 minutes of the deadline the chip turns to a warning; once it passes it reads "Deadline passed."
• Participants — how many people have joined, plus how many have authorized their card.

When a deadline is approaching, the card shows an inline alert: "Deadline is less than 30 minutes away (…). Finalize now to capture authorized cards, or let it auto-finalize at the deadline."

If no one has authorized yet, the card notes: "No participants have authorized their card yet. Finalize will be available once someone does."

Finalize a group order

You can finalize an open session as soon as at least one participant has authorized their card — you don't have to wait for the deadline.

1. On the session card, select Finalize now.
2. In the confirmation window ("Finalize this group order?"), read the note: "Every card that's already authorized will be captured now. Participants who haven't authorized won't be charged."
3. Select Finalize now to confirm. You'll see a "Group order finalized." confirmation and the card moves to Completed.

If no one has authorized yet, Finalize now stays disabled until someone does. Otherwise, leaving the session alone lets it finalize on its own at the deadline.

Cancel a group order

1. On an open session card, select Cancel.
2. In the confirmation window ("Cancel this group order?"), read the note: "The session will be marked canceled and any authorized card holds will be released. This can't be undone."
3. Select Cancel order to confirm. The session is marked Canceled and any card holds are released.