Seller help

Open your own shop and select Manage Shop. Sign in with the administrator account assigned to that family; complete a required password change if prompted. Accept the Shop Owner Agreement before using the management tabs.

Check Site setup first: shop name, collection instructions, M-Pesa payment number, contact person and WhatsApp questions number. View shop opens the buyer view; Copy shop link gives you the public store link. On a phone, sharing and sign-out controls are inside Owner menu.

You are responsible for accurate listings, checking funds in your own account, refunds and handover. BagsyThat records your actions; it does not process or independently verify item payments. Administrator assignment and account resets are handled through platform administration—ask the platform operator if you cannot access your shop.

Add one item

1. Choose Listings → Add an item. Enter its name, price in KSh, deposit percentage, available date and category.
2. Choose Bagsy online with M-Pesa for online checkout, or Contact owner to arrange sale for a directly arranged sale such as a vehicle.
3. Write an accurate description including condition, defects and what is included. Select Save unpublished item.
4. Find the saved item in Listings. Photos are optional: upload the Main photo and up to three Additional photos now or later. Upload replaces a selected slot; Remove removes that photo. Use JPEG, PNG or WebP.
5. Review the item and choose Published from its status menu when ready. Unpublished items are private drafts.

Publish or unpublish several items

Use All, Published or Drafts above Listings. Tick individual listings or Select all shown, then choose Publish selected or Unpublish selected. Clear selection starts again; changing the filter also clears it. You can change up to 100 listings at once. Publishing requires complete details. Photos are optional and can be added later. If any selected listing needs attention, nothing changes and the message names the items to fix. Items in checkout or an order cannot be changed in bulk. Unpublishing keeps the listing and its photos for later.

Descriptions and formatting

Select text for Bold or Italic. Heading, Bullets and Numbered list format the current line or selected lines. Link adds a website address and label. Remove formatting clears markers from selected lines. Preview shows the customer presentation; Edit description returns to writing. Descriptions can contain up to 5,000 characters. Customers read them through View full details.

Edit and change availability

Edit is available for published or unpublished items. Update its description, price, optional sale price, deposit, date, category or purchase method, then save. A deposit of 0 means no deposit; 100 means payment in full. Use the status menu to unpublish or publish.

For a bagsied item, Review order takes you to its pending order. Confirming a reservation applies to all its active items. Use Customer orders to adjust an ordered item’s agreed price or cancel its sale; do not use a listing status change as a substitute for recording payments or collection. Sold items appear in the Sold section.

1. Expand Import listings from a spreadsheet and select Download CSV template.
2. Replace the example row in your spreadsheet. Keep the column headings. Use existing category names; create missing categories in Site setup first.
3. Enter whole KSh prices without commas/currency signs, deposit percentages from 0–100, dates as YYYY-MM-DD and purchase methods as online or contact.
4. Export comma-separated CSV and upload it. The limit is 100 items per batch and a file under 1 MB.
5. Review every row in the preview. Correct highlighted fields until every row is ready, then select Import unpublished drafts.
6. Review each imported item in Listings before changing it to Published. Photos are optional and can be added later.

If a validation error says no items were imported, correct the rows and try again. If the outcome is uncertain, use Retry import with the same locked rows and batch; do not upload the same sale items again. Retrying that batch avoids duplicate imports.

Cancel import discards an unsubmitted preview without creating listings. It is unavailable while importing or while the outcome is uncertain; retry the same batch first. After a successful import, Clear import preview closes the preview but does not delete the imported drafts.

Search by buyer, phone, order number or item. Filters separate Seller action, Buyer action, Completed / cancelled, Bagsied · review, Balance due and Awaiting collection. Expand an order’s summary to manage it.

Next action shows whose responsibility comes next. Bagsied · awaiting review requires seller review; Balance due means an outstanding amount; Awaiting collection means financially settled with items still to hand over; Collected means all active items are handed over and no buyer balance remains. Check for a refund due separately. A refund due requires seller action even if the goods have been collected.

1. Open a pending order and read the buyer’s submitted payment method/reference.
2. Check your receiving account yourself. Set Amount confirmed by seller to the amount actually received.
3. Select Confirm payment receipt and Bagsy. If no deposit was due and none was received, confirm zero.
4. If you cannot fulfil it, discuss the position with the buyer before using Cancel bagsy. Deal with any money already paid separately.

Confirmation does not automatically record later balance payments or collection. Follow the typical-order guide for those steps.

Agree a discount

Edit an active item’s Order price and select Save price. This changes that order’s agreed amount rather than its original listed price. The order total and balance are recalculated. You can agree discounts after reservation or payment; an overpayment may create a refund due.

Record a new payment

1. Check the money was received in your account. Confirm a pending order before adding later payments.
2. Choose Payment received and enter only this new amount, in whole KSh.
3. Choose M-Pesa, Bank transfer, Cash or Other and add an optional reference. Use remaining balance fills the current amount due.
4. Select Record payment. Check its success message, payment history and updated balance.

Do not enter the original deposit twice or enter a running total as a new payment. If a request fails, check payment history and use the same form’s retry before creating a separate entry.

Record a refund

Agree and actually pay the refund outside BagsyThat. Then choose Refund paid, enter the new refund amount, method and optional reference, and select Record refund. A recorded refund reduces the net payments received; it cannot exceed those net payments. This button does not send money.

When cancelling an item, the cancellation form can also record a refund already made for that item. Record that refund once—do not enter it again through Refund paid. Review the amount still due or refundable after every change.

Agree pickup with the buyer. Change Planned pickup date and select Save pickup dates. Actual pickup date can be today or an earlier date; it records an event that has happened, not a future plan.

For one item, enter Collected by, then select Mark collected. Save name stores who is expected to collect; it does not mark the item collected. For a single handover of everything remaining, enter Collector for all remaining items and select Mark all collected. Leaving it blank uses saved names.

For split pickups, mark only the items actually handed over. If you allow collection before full payment, accept the outstanding-balance confirmation. The handover is saved but Balance due remains until the balance is recorded. Once all active items are collected and no buyer balance remains, the order shows Collected. An overpayment can still require a refund, so check the balance and Next action.

Dates and names alone do not replace the collection buttons. Save private owner notes separately with Save notes.

Cancel an item or reservation

Use Cancel bagsy for a pending reservation, or Cancel item sale for an individual confirmed item. Enter the reason, any refund actually made and whether the item should return to sale or remain unpublished. Review the remaining order and arrange outstanding refunds with the buyer. Cancelling or recording a refund does not send money.

Remove order record is a separate permanent action with confirmation and eligibility checks. Keep records needed for active transactions, unresolved disputes or applicable duties; cancellation is normally the appropriate way to record an ended sale.

Share the order summary

Order summary / tracking opens the buyer view with agreed item prices, payments, balance, status and collection. Copy customer tracking link shares that private view. Send it only to the relevant buyer; anyone with the link can see the order. Print / Save as PDF creates an order summary, not an invoice or independently verified proof of payment.

Customer privacy

Customer privacy opens export, correction, retention-hold and anonymisation tools. Verify the requester through a trusted contact before disclosing information. Use a hold where records remain needed, and review holds regularly. Anonymisation is permanent and revokes the tracking link; use it only for a closed order with no outstanding refund, dispute or duty requiring personal details. Exports and protected backups need separate secure handling.

1. First add the item in Listings. Published and unpublished items can be selected; items in another checkout cannot.
2. Open Add offsite order and enter buyer name, phone and the agreed pickup date.
3. Choose the order status: confirmed for an agreement you have checked, or bagsied/awaiting review if review is still needed. Confirmed does not mean paid in full.
4. Enter only money already received and choose its method: M-Pesa, Bank transfer, Cash or Other. Add a payment reference if useful.
5. Use Find an item to search names, item IDs or categories, then select items from the photo cards. Use Previous items and Next items for a large catalogue; selections stay saved across pages and searches. Sort items by date added, listed price, available-from date or name in either direction. Sorting returns to the first page and keeps selections and agreed prices. Selected only shows the items you have chosen. Reduce individual Order prices for any agreed bundle discount. Add private notes if needed.
6. If pickup is earlier than an item’s availability, choose a later date or explicitly confirm Override availability date for this offsite order when you have agreed the exception.
7. Select Create order. Manage later payments, refunds and collection in Customer orders and share its private tracking link with the buyer.

For high-cost items, use Contact owner to arrange sale on the listing. Agree bank-transfer or other arrangements directly, then record the offsite order. Creating an order does not initiate a transfer.

Site appearance

Set the site name, location, heading lines, background/header colours and bagsy instructions. Select Save appearance, then View shop to check the public result, including on a phone.

Payment and questions contacts

Under Order questions and contacts, set the M-Pesa payment number at the top. Buyers send money to this number. Separately set the contact person and WhatsApp questions number for queries and collection. Select Use the M-Pesa number for WhatsApp too if they are the same. Select Save payment and contact details.

Categories

Add a category with New category → Add category. Rename lets you edit its name and then Save or Cancel. Move to selects its position. Item counts include unpublished and sold listings, so a category can contain items even if you do not see them on the shop.

Delete works only after all listings have been moved out or removed. A category with items shows an explanation and cannot be deleted. The public shop shows categories with available items, including checkout holds. Empty categories and categories containing only bagsied, sold or unpublished items are hidden. Category counts show available items; the owner counts include all listing states.

Sharing and account security

Enable Show Share shop button to let visitors share the public shop. Owner Copy shop link remains available separately. Share the public store link widely; customer tracking links are private.

Change password opens the account password screen. Changing/resetting a shared administrator account affects access across all families managed by that account. Sign out when finished, especially on a shared device.

Open Activity log to review recorded actions. Use the top buttons for Items created, Item changes, Payments, Refunds, Orders & collection, Categories, Settings or Administrators & families; All removes the type filter.

Search administrator, action or record to narrow results. Refresh updates the current view; Load older activity retrieves earlier entries when available.

Expand an entry to see each changed record and its before/after values. One action can change several database records; those changes are grouped under the action. Check payment history and totals when reconciling transactions.

Entries show the recorded actor and time in East Africa Time. History starts from when logging was installed; earlier activity is not reconstructed. Passwords and private note contents are excluded, and some personal details are minimised.

Read the feedback beside the form or button and correct the highlighted input. Dates, whole KSh amounts and required fields must be valid. If an item is unavailable or in checkout, review the current listing/order before retrying.

For a payment or import with an uncertain outcome, check current history/listings and retry the same entry or batch. Creating a new entry can duplicate what you intended to record. Do not share passwords, M-Pesa PINs or private customer links in a public support message.

If you cannot sign in, check the assigned account and current shop, or contact the platform operator for help. For platform/privacy concerns, use the contact in the privacy notice.