The Mass Distribution page (to be introduced in the March 2021 update) will allow you to create and distribute multiple items at once for either known or anonymous members through a batch process. The mass distribution page can be accessed from either the main dashboard side menu or from the pantry maintenance side menu. Mass distribution is a five-step process that can be repeated depending on circumstances or the number of distributions needed. As you complete the steps, the step-headers will become green indicating that you are ready to move onto the next step.

The first step is to select the pantry site (and by extension, the warehouse location as each site can pull inventory from a different warehouse location) where inventory for the orders to be distributed will be taken from. After selecting the pantry, the green label below the selection indicates the warehouse location that will be used to fulfill the orders.

In addition to selecting the pantry, you can choose the “Distribution Date” that the orders should use when the orders are finally submitted.

In this step, you can select the items that will be distributed to members.  The “Select Category” drop-down will filter options in the “Select Item” drop-down. Clicking “Add” will add additional rows to the grid. “Family size” indicates which members will get the items and quantity will indicate how many of an item a member will receive. In the example above, when the orders are finally distributed-

• Members who are a family size of one will receive one order containing one “Vegan Package for 1” and one “Almond Milk” (2 items).
• Members who are a family size of two will receive one order containing two “Vegan Package for 1” and two “Almond Milk” (4 items).

The number of items added for each family size does not have to be consistent, a row for a Family size of “1” could be added where we distribute an item specifically for members who are of family size “1”.

This step determines which members actually receive orders for this distribution. When selecting members, you have the option of selecting members from a defined contact group (please see this article for instructions on creating new contact groups), members from a site, or anonymous members.

The “Groups” drop-down will list contact groups and sites that your user has permission to. Selecting a group or site will add all contacts assigned to that group or site to receive an order during mass distribution.

Clicking “Add Anonymous Contact” will display a dialog window for you to enter details of the anonymous contacts.

On the dialog window, clicking “Add Family Size” will add a new row to the grid. Family size indicates the family size of the anonymous members. The quantity represents the number of distinct families (not family members) that was of that family size that was distributed to. Zip code represents the zip code of the anonymous (which can be utilized for reporting). When anonymous members are added, contacts for those members are created within the system, though they do not appear in the contact search and they have the last name set to a unique key (contacts are added for reporting purposes).

You can mix and match the members that will be added (so if you want to add members from a “Neighborhood Distribution” contact group, members from a “Main Pantry” site as well as a number of anonymous users, this can be by choosing the groups/sites and adding additional details for additional anonymous members to distribute to.

In this step, we have details of all of the members for which we will distribute orders too. For anonymous members (members where the “First Name” appears as “Anonymous”), First Name, Last Name, Phone Number, Zip Code, and Family Size can be edited, in case the anonymous member becomes known during the distribution. For known members, their Contact information must be edited from their contact in the system. The “Item” and “Quantity Distributed” columns display what food item will be distributed to the member, and how many of the item will be distributed.

If a member added to the grid should no longer receive a distribution, the checkbox in the left-most column of the grid can be unchecked. Doing so will cause the program to skip distribution to this member once the distribution process begins.

Checking or unchecking rows in the “list of distribution” grid will cause the summary (number of families/members as well as items and quantities) details to update. Once you are sure of what is to be distributed, clicking “Record Distribution” will cause the rows in the “list of distribution” grid to be consolidated per member into one order and then added to the system.