Transitioning to Pio: a complete checklist for new Pio customers


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

Welcome to Pio Help Center! This article provides you 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 everyday use of Pio and gives you 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 network are available in your warehouse. Pio hardware requires a wired network and Pio app requires a stable WiFi with low latency in order to work smoothly. You cannot use Pio via mobile hotspot. Pio Realization team has provided you more details on network requirements. 

iPads, label printers and scanners 

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

Furniture and shelfs for Pio workstations

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

If you are planning to have items outside of Pio that are still connected to Pio app (these are called shelf items in Pio), make sure you have storage place near Pio grid for them. Read more about shelf items here: What is a shelf item?

Set up scanners

A scanner is needed for 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 with your iPad when you start using 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 our Zebra Socket Scanner that we recommend you can read how to connect it with 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 Pio app. This also applies to all product variants (different sizes, colors etc.), so make sure all your products have 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, you need to add barcodes for all your products and product variants. Using a scanner makes storing and searching much smoother and quicker process. 

Pio app setup

Shopify integration

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

Connect iPads with Pio app

After you have gotten Pio app, you need to authorize the iPads that will be used with Pio. You also need to change some settings in 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 Pio app

Pio app has two modes: admin mode and port mode. You can use Pio admin mode in your laptop, but port work such as picking and storing can be only used on iPad. Remember to use the Pio app on iPad in landscape (=horizontal) mode!

Shipping setup


If you are using Webshipper, make sure you have done necessary preparations both in Shopify and Webshipper. After that you can start to set up Shopify<>Webshipper integration. After these are in place you need to create an API key in Webshipper and send it to us and we will connect Webshipper and Pio for you. Read detailed instructions how to de 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 recommended to use bin dividers to split bins into smaller compartments. This will maximize the storage capacity in your Pio grid. You should configure bins before you start storing products in the system. This is the most effective use of time, as you can configure bins in large batches. Note that bin configuration workflow in Pio app is only available for Pio Admins. Learn how to configure bins here: How to configure bins and How to insert bin dividers. We recommend that you also read our storage optimization tips in this article: How to optimize storage capacity in bins

Shelf items (oversized items)

It is also possible to register products that are too large for a bin in Pio system. In Pio these oversized products are called shelf items. 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.  

Business rules

It is possible to make business rules in Pio that prioritize specific orders. You can make rules based on shipping methods, webshop, and tags. Read more about order prioritization here: How to set rules for order prioritization? Note that only Pio Admin can create order prioritization rules in Pio. 

Partially fulfilled orders 

Many online stores use partial shipment if it is necessary to send an order in several 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 an order and the port worker cannot finish the order, these orders can be 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 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. Learn how to make a kit in Shopify and Pio here: Kits. Note that only Pio Admin can create kits in Pio. 

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


After the Pio grid is in place, Pio Realization team will hand you over to us in Pio Customer Success 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 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 is 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. Bin insert can take several days, so make sure you have enough people to handle the bin insert after the system is ready for use. Read more about bin insert process here: Bin insertion

Bin configuration

After the bins are in place, the next step is to add bin dividers to the bins. 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 advice to store them in 16 split bins. It is also recommended to use 16 split bins for returns (one item/SKU per compartment) for maximizing the storage capacity in Pio. It is the most effective use of time to configure a lot of bins before you start adding products to the bins because you can configure bins in large batches and this way it takes less robot capacity. Note that bin configuration workflow in 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 finally time to start storing products in the Pio grid. For that you will use Storing flow in Pio app: How to do storing

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 'Picking' 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.

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

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