WhelpkeepThe Waitlist & Buyers screen
What the Waitlist & Buyers table shows — each buyer's stage, state, pick order, assigned pups and contact — plus copying everyone's email and archiving past buyers. Pick order is private to you.
Waitlist & Buyers is your buyer pipeline — everyone who's enquired, in one table. Add someone with Add buyer; click a name to open their profile. Buyers can register before or after a litter is born.
The columns
- Name — opens the buyer's profile.
- Stage — where they sit: Enquiry, Deposit paid or Handover. A paid deposit moves this along automatically — whether the buyer paid by card or you recorded their cash.
- State — the buyer's state, if recorded.
- Pick — your private pick order (1 = first pick). Buyers never see this.
- Assigned — the pup or pups matched to this buyer, if any.
- Contact — their email or phone.
Copy all emails
Copy all emails (top right) copies the email address of every buyer shown in the table, ready to paste into the BCC line of your own email — handy for a new-litter announcement. Archived buyers are left out unless Show archived is on. Nothing is sent by Whelpkeep: the email goes from your own address, from your own mail app. Using BCC keeps your buyers' addresses private from each other.
Archived buyers
Once a pup has gone home, you can Archive its buyer from their profile to tidy your list. Archived buyers are hidden from this table and from the dashboard's Waitlist count. When you have any, a Show archived (N) link appears above the table; archived buyers then show with an Archived tag. Archiving changes nothing else — the buyer's sale, payments, contract and puppy page all keep working. Open the buyer and click Unarchive to bring them back.
The Deposits & payments panel
Open a buyer and you'll find Deposits & payments — one ledger holding every payment for that buyer, however it arrived. Two buttons sit above it:
- Record a payment — money already in your hands: cash, a bank transfer, anything that didn't go through Stripe. Always available, no Stripe needed. See Record a cash or bank-transfer payment.
- Send deposit link — a one-time Stripe checkout link the buyer pays by card. Appears once you've connected Stripe. See Take a deposit.
What the status pills mean
- Pending (amber) — you've sent a deposit link but the buyer hasn't paid yet.
- Paid (green) — the money is in. The buyer's stage moves to Deposit paid and their puppy page unlocks.
- Refunded (grey) — the money went back.
What the small grey line under each amount means
Every line says where the money came from, and that label follows it everywhere — onto the buyer's receipt and into the evidence pack:
- Confirmed by Stripe — a card payment Stripe verified. It can't be edited, marked paid or removed by hand.
- Cash · recorded by you / Bank transfer · recorded by you / Recorded by you — your own record. You can Edit it, mark it Refunded, or Remove it if it was entered by mistake.
"Connect Stripe to take card deposits →"
This link appears on a buyer profile until you've connected Stripe. Click it to set up card deposits (it opens your Payments & deposits page). Once Stripe is connected it's replaced by the Send deposit link button. Recording a cash or bank payment never needs Stripe.
For what each buyer field means, see the Buyers reference.
Related pages
- Waitlist & Buyers referenceEvery field on a buyer in Whelpkeep — name, email, phone, state, stage, the private pick order and archiving — plus how assigning a buyer to a pup works.
- Manage your waitlist & buyersAdd buyers to your waitlist, set a private pick order, assign a buyer to a pup, email your whole waitlist and archive past buyers in Whelpkeep.
- Take a depositConnect Stripe once, then send a buyer a secure deposit link in Whelpkeep. Buyers pay into your own account and a paid deposit unlocks their puppy page.
- Record a cash or bank-transfer paymentBuyers don't always pay by card. Record cash or a bank transfer against a buyer and it counts exactly like a Stripe deposit — balance, puppy page, receipt and evidence pack — while staying honestly marked as your own record.