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Creating Off Menu Team Store Tickets

Need to add items to a team store that aren't on the standard menu? This guide walks you through setting up an off-menu ticket in HubSpot, filling out the Off-Menu Collection Sheet, pricing your items, and handing everything off to eCom.

Watch the video walkthrough on Loom

What You'll Need Before You Start

  • Access to the HubSpot ticket for the program (Program ID and design season)
  • The Off-Menu Collection Sheet saved in the program's Google Drive folder
  • Product style numbers from SanMar, the Lookbook, or the Fulfill Engine product site
  • Final logo files saved in the program's Drive folder
  • Access to the Team Store Pricing Calculator
  • The deal type you're going with: Pop Store, On-Demand, or Bulk Order

Step 1: Set Up the HubSpot Ticket

Open the ticket for the program you're working on. In the example, this is Jaws Lacrosse Club, Program ID 0363, design season 25-3.

  1. Set the Deal Type. Choose the process you'll be going through: Pop Store, On-Demand, or Bulk Order. For on-demand team store additions, mark it as On-Demand.
  2. Link the ticket ID. Grab the ticket ID and link it directly into the ticket so you can always refer back to it.
  3. Add the ZiFlow link. Once the proof is ready, add the ZiFlow link to the ticket.

Step 2: Find Your Product Style Numbers

Each item on the Off-Menu Collection Sheet needs a style number (product/item ID). You can pull these from:

  • SanMar
  • The Lookbook
  • The Fulfill Engine product site: find your product and copy the item ID (for example, BC3001 for a Bella+Canvas tee)

Enter the style number directly into the Off-Menu Collection Sheet. In the example, the product is the LST850 in Black. Make sure the product URL, product name, and color are all listed.

Step 3: Fill Out the Off-Menu Collection Sheet

Work from left to right across the sheet, ending with price. Give clear direction so the designer and E-com don't need to follow up with you.

Field

What to Enter

Style Number

Item ID from SanMar, the Lookbook, or Fulfill Engine (e.g., LST850)

Color

Product color (e.g., Black)

URL / Product Name

Link to the product and its name

Decoration Method

DTF for On-Demand. Screen print must go through a Pop Store.

Decoration Location

Front, back, etc. (e.g., front left chest)

Logo

Link the logo directly from the program's Drive folder

Additional Instructions

Any design notes (e.g., "Remove the sharks so the logo shows only 'Jaws Lacrosse Club'")

Price

Final retail price from the Team Store Pricing Calculator

Start / End Dates

Pop Stores only. Leave blank for On-Demand and Bulk.

Decoration Method: DTF vs. Screen Print

  • On-Demand = DTF. On-demand items are produced one at a time, so they must use DTF.
  • Screen Print = Pop Store. If you want a screen-printed item on the team store, it has to be set up as a Pop Store.

Why screen print has to be a Pop Store: Screen printing has minimum order quantities. We can't send a single screen-printed shirt through production, so orders need to be collected during a Pop Store window to hit those minimums.Don't skip the price. If the price isn't listed on the sheet, E-com will have to reach out to you by DM or HubSpot comments to ask, which slows everything down.

Step 4: Price Your Items with the Team Store Pricing Calculator

  1. Open the Team Store Pricing Calculator.
  2. Enter the style number (e.g., LST850).
  3. Update the decoration method (e.g., DTF). The price updates automatically.
  4. Adjust the margin to land on a reasonable retail price. Stay between 40% and 60% margin.
  5. Copy the final price back into the Off-Menu Collection Sheet.

Tip: Use judgment on the final price. In the example, pushing the shirt up to a higher margin (around $63) would have made it too expensive, so the item was kept near the middle of the range at roughly a 50% margin ($51).

Step 5: Set Pop Store Dates (Pop Stores Only)

The date fields at the top of the sheet only apply to Pop Stores. For On-Demand and Bulk Orders, leave them blank.

  1. Enter the start date (e.g., 10/12).
  2. The end date auto-fills based on a two-week run, the standard Pop Store timeline (e.g., 10/26/26).

Step 6: Add All Remaining Items

Repeat Steps 2 through 4 for every product you want to add. Make sure every item is priced and has its logo linked. The example ticket included four items.

Step 7: Save the Sheet and Link It to the Ticket

  1. Confirm the sheet is in the correct Drive folder, under the correct Program ID. This makes sure everyone who needs it has access.
  2. Copy the sheet's URL.
  3. In the HubSpot ticket, find the 4.0 E-com Apparel Collection section and paste the link to the apparel collection sheet.
  4. Mark your tasks complete in the HubSpot ticket.

Best Practices

  • Always include the price. It's the most common reason E-com has to follow up.
  • Match decoration method to deal type: DTF for On-Demand, screen print only for Pop Stores.
  • Keep margins between 40% and 60%, and sanity-check that the final retail price makes sense for the item.
  • Be specific with design direction. List the decoration location and any logo changes clearly.
  • Link logos from Drive so the designer can pull them up and pass them along to E-com.
  • Store the sheet under the right Program ID so the whole team can access it.
  • Link the ticket ID and ZiFlow proof in the ticket so everything is easy to find later.

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