Running Your CSA with TallyTill

What this does for you

A CSA is a lot to keep straight: who paid, who's collecting where, what goes in each box, and who's away this week. TallyTill keeps all of it in one place, so pickup day runs itself.

• No spreadsheets. Your members, boxes and pickup sites live in one tab.
• Boxes build themselves from what you actually picked.
• Paperwork prints in one click: a pick list for the field, a pack list for the packers, and a sign-in sheet for each pickup site.
• Members help themselves on their own page, with no passwords to forget.

If you can fill in a form, you can run your CSA here.

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Find your way around

Everything lives under Shares in the green bar at the top of your Portal.

The Shares section has five tabs, in the order you use them through the week.

💡 Pro Tip: Your main Dashboard has a Shares card too. Click Open Shares to jump straight in.

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Part 1 — Set up your season (once)

Step 1: Add your pickup sites

A pickup site is anywhere members collect a box: your farm stand, the library, a coffee shop, or a delivery route.

1. Click the gear icon in the top bar, then Device.
2. In the Locations box, click Add a location.
3. Type the site's name, like Eastside Library Pickup, and click Add.

💡 Pro Tip: In a hurry? CSA plans & sites now has its own Add a pickup site button, right where you set each site's time and place — see Step 4. It does the same thing as adding one here.

Step 2: Make your box

Every share is "billed as" a product from your catalog. That product decides what normally goes in the box.

1. Click Products, then Add Product.
2. Give it a name members will recognise, like Fall Harvest Box, and a Price.
3. Under What is this product?, choose A bundle of other products — a box, a share, a sampler.
4. Pick what usually goes in the box. Click Add a product for each extra item.
5. Click Save.

💡 Pro Tip: Members pay the price you set on the share, not this product's price. Build the boxes can still change what goes in any one week.

Step 3: Create the share

A share is one season of boxes: what members get, how often, for how long, and what it costs.

1. Click Shares, then CSA plans & sites, then New share.

2. Fill in What members call it (1), choose your box under Billed as (2), and type A box costs (3).

3. Pick the Collection day (1) and the Season starts and Season ends dates (2).
4. Tick every site this share is offered at, then click Create share (3).

What does a box cost at each site? Your box price, plus any extra you set for that site:

💡 Pro Tip: Nothing is drawn or charged when you save. You can check everything first.

Step 4: Give each site a time and a place

On the share's page, scroll to Pickup sites. Don't see the site you want yet? Click Add a pickup site right there — no need to leave this page. For each site:

1. Fill in When (1), for example Saturdays 9am–12pm, and Where (2), the address.
2. Tick Listed (3) so it shows on your farm page.
3. Click Save at the end of the row. It shows Saved once it's done.

⚠️ Watch Out! The pickup time belongs to the site, not the share. If one site serves two shares on different days, write both days in When.

Step 5: Get your members

There are two ways, and you can use both.

• You add them. On the share's page under Members, type part of a name and press Enter (1). Pick the person (2) and where they collect (3), then click Add to your share (4).
• They join online. Send them your farm page address. See the Your Farm Page manual.

Boxes are drawn for every pickup day automatically, once a night. Need them now? Click Draw boxes now.

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Part 2 — Every pickup day

Every pickup day follows the same four steps. Each box moves along this track:

Step 6: Check your orders

Click Orders and pick the day. Every box for that day is listed.

• Take an order (1) records anything agreed by phone, email or at the stand.
• Preview lock (2) shows what locking would do. Lock this run (3) freezes the boxes. Reopen this run (4) undoes it.

Taking an order: pick the Member (1) and the Pickup day (2), choose what they're getting and whether it's the share box or An extra (3), then click Save order (4). It starts as a draft, so you can still change it.

Member away this week? Click Hold on their row. No money moves, and the box drops off every list.

Step 7: Build the boxes

Tell TallyTill what you picked, and it shares it out across every box.

1. Click Build the boxes and choose the Pickup day (1).
2. Under 1 · What did you pick? (2), fix any numbers that are wrong.

3. Set your rules under 2 · How should it be shared out?
4. Read What that would do. It shows the result before anything changes.
5. Click Build the boxes, then click again to confirm.

💡 Pro Tip: Not happy? Change a rule and build again. You can rebuild as often as you like until you lock.

Step 8: Lock the run

Go back to Orders, click Preview lock, then Lock this run. Every box gets its code (like EAS-01), and member swaps close.

Step 9: Pack day

Click Pack day. Everything for the day is here, by site.

Switch views with Sign-in sheet (1), Pack list (2) and Pick list (3). Click Print all sites (4) to print everything. Click Refresh (5) to see who has collected.

💡 Pro Tip: Boxes are ticked off at the pickup station, a tablet running the TallyTill app. It sends check-ins when it has signal, so press Refresh to catch up.

Step 10: See who owes you

Click Reports, then Receivables (1). You'll see what every member owes right now. Click Take payment ▸ (3) to record a payment, or Export CSV (2) for your bookkeeper.

Want to see boxes that were paid for in advance? On Reports → Sales, set the payment filter to Prepaid (CSA) (1).

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Keep an eye on things: the Overview

Click Shares and you land on the Overview. It answers one question: where is the season, and what needs me?

• Boxes out, Collected, Members and Member payments for the dates you pick (1).
• Needs attention: anything to fix before the next run, like sign-ups who haven't confirmed or a past run that was never locked.
• The gear (2) opens your CSA settings.

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Your CSA settings

On the Overview, click the gear to open CSA Settings. Every option is explained on the page. The ones most farms change:

• Taking New Members: turn off when your season is full.
• Members Can Swap An Item: lets members swap one item, until you lock the run.
• Boxes Nobody Collected: hold (the default), donate or write off.

Click Save when you're done.

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Troubleshooting

I don't see a Shares tab. The Shares section is switched off for your farm. Turn it on under Settings → Business. See the Tenant Settings & Setup manual for the CSA-boxes and Animal-shares switches within it.

Nobody can join at one of my sites. That site has no price for the share. On the share's page, save the site's row. Leave both price boxes blank to charge your normal price.

The member search shows nobody. Type part of the name, then press Enter. The list fills in after you press Enter.

A new sign-up isn't getting boxes. They haven't opened their sign-in email yet. Look under Needs attention on the Overview.

The sign-in sheet doesn't show who has collected. Pickup stations send check-ins when they have signal. Click Refresh.

I need to change a box after locking. On Orders, click Reopen this run. Change it, then lock again.