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How Status Management Works in Ribbn

One of the key features you'll use daily is Status Management — a simple but powerful way to keep track of your products throughout their lifecycle, from the moment they’re submitted by sellers to the final payout. Let’s walk you through how it works.

Every Product Has a Journey

In Ribbn, every product follows a journey — a set of statuses that reflect where the item is, both physically and digitally. These statuses determine what actions can be taken and whether sellers receive updates.

You’ll come across two types of statuses:

  1. Admin-Driven Statuses – You manage these directly.

  2. System-Driven Statuses – These are updated automatically based on activity (like an item being sold).

From Seller Request to Store Inventory

Products often enter your system via a Sell Request from a seller. Here's how the flow works:

  1. SELL_REQUEST_REVIEW – A seller has submitted a product and wish to sell it with you.

  2. ACCEPTED / REJECTED – You approved or denied the request.

  3. SELLER_DROP_OFF – The seller is asked to drop off the item if accepted.

At this point, the product is in your hands. Now it's time to move it into your store’s workflow using Admin-Driven statuses that you find under Product Details (first screenshot) or under the Bulk Edit tool in the Action Bar (second screenshot).

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Admin-Driven Statuses (Inventory Workflow)

Once the product arrives, start managing it using the following statuses in the product form:

  • DRAFT
    Start here. Add photos, product info, and pricing to the product.

  • QUALITY_CONTROL
    Check the product condition. Add remarks if needed (a must for online sales).

  • PENDING_PUBLICATION (optional)
    Use this if you want to hold the item before listing.

  • LISTED
    The product is ready to go on to shopfloor. Listed + tag availableOnline will publish it online. 

  • AVAILABLE_IN_STORE
    Mark it available if it's specifically ready on your shopfloor. This will block the Buy- button in your online shop and mark it "Only available in store)

  • HOLD or ARCHIVED
    Temporarily pause or hide products when needed.

You can update these statuses easily via the product form in Ribbn.

System-Driven Statuses (Post-Sale & Payouts)

Some statuses are handled by Ribbn itself. For example, once an item is sold:

  • SOLD – Status changes automatically.

  • SOLD_SELLER_TO_BE_PAID – You manually approve the payout after the return period ends (usually 14 days).

  • SOLD_SELLER_SELF_PAY – Let the seller handle their own payout via the app. Less admin work for you!

Two payout options:

  • Manual: Move the product to SOLD_SELLER_TO_BE_PAID and arrange payment directly.

  • Self-pay: Move it to SOLD_SELLER_SELF_PAY and Ribbn takes care of notifying the seller. They can withdraw money securely using Bank ID. 

⚙️ Bulk Edit & Action Bar Groupings

In the web view under All Products, you can manage multiple product statuses at once using Bulk Edit.

Statuses are now grouped into these categories:

  • In-Inventory Actions

  • Clearance Actions

  • Liquidation Actions

  • Post-Sale Actions

Note: Some of these may notify sellers, so use them thoughtfully.

Summary

Use status management to:

  • Organize your inventory based on where items are in their journey

  • Reduce admin work with system-driven statuses

  • Keep sellers informed at the right times

  • Adapt Ribbn to match your store’s unique workflow

If you're ever unsure which status to use, start with DRAFT and work your way forward. The rest will fall into place! Need help? Reach out to our team for support.