Transitioning to Pio: a complete checklist for new Pio customers

NOTE

The Pio app functionalities presented in this article are only visible to Pio Admins.

Welcome to the Pio Help Center! This article provides you with an overview of things you need to do as a Pio Admin to get your Pio up and running. It also gives you helpful tips on the everyday use of Pio and guidelines on where to find more information.

Topics covered in this article:

Preparations in the warehouse
Preparations in your online store
Pio app setup
Shipping setup
How to use Pio - the basics
How to use Pio - advanced use
Transition to Pio: what happens when the grid, ports and robots are in place 

Preparations in the warehouse

WiFi and wired network

Make sure WiFi and wired networks are available in your warehouse. Pio hardware requires a wired network and the Pio app requires stable WiFi with low latency in order to work smoothly. You cannot use Pio via mobile hotspot. The Pio Realization team has provided you with more details on network requirements. 

iPads, label printers and scanners 

Remember to buy iPads, label printers, and scanners. Each port should have its own equipment. We also recommend that you use stands for your iPads. You can find our recommendations here: Recommended technical equipment 

Furniture and shelves for Pio workstations

Make sure you have furniture for your workstations. See our examples here: Workstation recommendations

If you are planning to have items outside of Pio that are still connected to the Pio app (these are called shelf items in Pio), make sure you have a storage place near the Pio grid for them.

Read more about shelf items here: What is a shelf item

Set up scanners

A scanner is needed for the bin insert, so we recommend setting up the scanner with the laptop that you will use for bin insert as soon as possible. You also need to connect the scanner to your iPad when you start using the Pio app, so it's wise to try to pair these two before the go-live date so you don't face extra challenges then.

If you use the Zebra Socket Scanner, you can read how to connect it to iPad here: How to connect Zebra Socket Scanner with iPad

Preparations in your online store

All the products must have a unique SKU in order to be visible in the Pio app. This also applies to all product variants (different sizes, colors, etc.), so make sure all your products have a unique SKU before you start using Pio.

If you use Shopify, please note that SKU is not the same as product ID (Shopify will automatically create a product ID for each product. Those are number strings at the end of the product URL).

If you want to use a scanner for storing and searching, your products and product variants should all have barcode/EAN numbers.

Using a scanner for picking, storing, and searching is the best practice and a much smoother and quicker process.

Read more details on how this works: Best practice: Picking and storing using a hand scanner

Pio app setup

Shopify integration

Shopify integration should start before/during Pio grid installation. First, you need to provide us with some details on your Shopify store so we can start the setup. After that, we provide you with a link to install the Pio app.

Read more details here: How to integrate with Shopify

If you are using Shopify today and you are wondering how to handle the orders and inventory when we are integrating to Pio, we have made a knowledge article for you: What happens with existing Shopify orders and inventory when integrating with Pio?

Integrations for other eCommerce platforms

Contact your integration partner for assistance. The integration work should be started as soon as possible and needs to be ready before the building phase, to make sure products are synced to Pio and ready to receive inventory. 

Connect iPads with the Pio app

After you have gotten the Pio app, you need to authorize the iPads that will be used with Pio. You also need to change some settings on your iPad, so it's easiest to do these at the same time.

Please follow the instructions here: How to connect iPad with Pio app

Different modes in the Pio app

The Pio app has two modes: Admin mode and Port mode. You can use Pio Admin mode on your laptop, but port work such as picking and storing can only be used on an iPad.

Remember to use the Pio app on iPad in landscape (=horizontal) mode!

Shipping setup

Webshipper

If you are using Webshipper, make sure you have done the necessary preparations both in Shopify and Webshipper. After that, you can start to set up Shopify<>Webshipper integration.

When these are in place, you need to create an API key in Webshipper and send it to support@pio.com and we will connect Webshipper and Pio for you.

Read detailed instructions on how to do these steps here: How to integrate with Webshipper

How to use Pio - the basics

Picking, Storing and Searching

Pio has three basic functionalities: picking, storing, and searching. We recommend that you get familiar with these functionalities already before your Pio grid is in place to understand the basics. We will also have training with you to go through these workflows together. 

Bin configuration

We strongly recommend using bin dividers to split the bins into smaller compartments. This will maximize the storage capacity in your Pio grid. You should configure a large amount of your bins during bin insert, and at the latest, before you start storing products in the system. This is the most effective use of time, as you can configure bins in large batches and also because it is only empty bins that can be reconfigured into other layouts.

Note! Bin configuration workflow in the Pio app is only available for Pio user roles Admin and Manager. Learn how to configure bins here: How to configure bins and How to insert bin dividers.

We recommend that you also read our best practice articles on storage optimization, Bin usage and reconfiguring bins

Shelf items (oversized items)

It is also possible to register products that are too large for a bin in the Pio system. In Pio, these oversized products are called shelf items. To also pick items from the shelves or other locations outside the bins during the picking process, these items should be stored in Pio. 

You can read more about shelf items here: How to store shelf items

How to use Pio - advanced use

Once you've become familiar with Pio's basic functionalities, you can take a look at these special tricks and tips we have gathered here. Note that many of the functionalities listed here are only available for Pio Admin users.  

Business rules for prioritization

It is possible to make business rules in Pio that prioritize specific orders. You can make rules based on shipping methods, webshops, and tags. Note that only Pio Admin can create order prioritization rules in Pio. 

Read more about order prioritization here: How to set rules for order prioritization? 

Partially fulfilled orders 

Many online stores use partial shipment if it is necessary to send an order in multiple shipments. We also support partial shipments in Pio.

Learn how partially fulfilled orders work in Pio here: Partially fulfilled orders

Deviated orders

If there is an issue with a product and the port worker cannot finish the order, these items can be flagged and marked as deviated orders in Pio. An order is usually deviated if there is lack of stock or if an item is damaged.

Read more about the deviated order process here: Deviated orders

Product kits

Pio also supports product kits, ie. bundles that are imported from Shopify. A kit can consist of as many items as you want. Note that only Pio Admin can create kits in Pio. 

Learn how to make a kit in Shopify and Pio here: Kits

What happens when the grid, ports and robots are in place

Training

After the Pio grid is in place, the Pio Realization team will hand you over to the Pio Customer Success team for user support and we will have two different training sessions with you. Pio User training concentrates on the Pio app use. All the people who will work with the Pio system can join this training.

The other training is for Super Users and it concentrates on the safe use of Pio hardware (robots, grid, ports, and Customer console). There are normally 1-5 Pio Super Users per company. For security reasons, there needs to be a trained Pio Super User at the warehouse at all times when Pio is in use. The training can also be arranged in advance in Pio's training facilities in Stavanger, Norway.

Bin insert

The first task after the grid is in place is to get the bins into the system. Pio (Realization team or Customer Success Team) will supervise the initial bin insert. You will complete the bin insert process with your team.

Required equipment is an iPad and a barcode scanner per port that will be used for bin insertion. Bin dividers will be delivered with the grid, and we recommend to insert dividers while doing the initial bin insert. This will save you a lot of time.

Depending on how many bins you will have in your grid, the bin insert can take several days. Make sure you have enough people to handle the bin insert when the system is ready for use. 

Read more and see the video of the bin insert process here: Bin insertion

Bin configuration

During the bin insert, you have the option to add bin dividers to the bins while inserting them. You should think in advance what type of bin configuration is most useful for you. Bins can be divided into 2, 4, 8 and 16 compartments.

For bigger items, it is recommended to use bins that are divided into two compartments. If you have smaller items, we strongly advise to store them in 16 split bins. It is also recommended to use 16 split bins for returns (one item/SKU per compartment) to maximize the storage capacity in Pio.

It is the most effective use of time to configure the different bin layouts while doing the bin insert. Note that bin configuration workflow in the Pio app is only available for Pio Admins.

Learn how to configure bins here: How to configure bins.

Storing products

After you have inserted the bins and bin dividers it is time to start storing products in the Pio grid. For that you will use Storing flow in the Pio app: How to store products in Pio

Read our recommendations for storing in this article: How to maximize storage capacity

Activate product and order sync in Pio

When you are done with the storing, and you are ready to start handling orders in Pio, inform Pio so we can activate the product and order sync between your online store and Pio (this sync is deactivated by default). Make sure that you have also activated Pio in your Webshipper. 

After the order sync has been activated, your orders will start coming to the ports. Pio will automatically build a picking queue at all times so you can just choose 'Pick' in your Pio app, and the orders will start coming to the ports. They normally come chronologically if you haven't made any other order prioritization rules in Pio.

Continue with How to pick orders in Pio

If you have any problems with Pio, contact us in Pio Support and we will help you!

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