How do I take a whole school year's leavers hoodie order online without a spreadsheet?

Every summer a teacher or a parent collects the leavers hoodie order on a spreadsheet: one row per pupil, a size, a nickname for the back, a column for who has paid. England has over 8.9 million pupils in its schools, and an average secondary class is 22.6 pupils, so a year group's order runs to a hundred rows or more before the first mistake is found.

How do I take a whole school year's leavers hoodie order online without a spreadsheet?

Give the organiser one product page that takes the whole year. They pick the colour, upload the school crest or the leavers design once, type the year text once, and then enter how many hoodies they need in each size. Every hoodie counts towards the group price, each size goes into the basket as its own line with the same design, and the order arrives in Shopify ready to print. Inchy, a Shopify app for team wear, does this as a product page block. The demo is a t-shirt; a hoodie is set up the same way.

A year group of 87 in the live demo: the design once, six sizes in one grid, £1,501.77 in total.

Why does the spreadsheet keep coming back?

Because a normal product page cannot hold the order. A Shopify product sells one size at a time, so a year group of 87 would mean six trips through the basket. Shopify allows three options per product, and once size, colour and print are used there is nowhere for the design file or the year text. The organiser gives up and sends a spreadsheet and a PDF by email, and the shop types it all in again.

The spreadsheet also hides the price. A year group deserves a group price, and the organiser wants to know what it is before they go to the parents for the money. If the shop has to work it out by hand and reply the next day, the order slips a week, and leavers orders have a hard deadline: the last day of term.

How does the group price work on one page?

Set price bands by quantity and let the builder count every size towards them. In the demo, 5 or more save 10%, 12 or more save 15% and 25 or more save 25%. You set your own bands. For a navy shirt with a logo and a line of text printed on the front, the demo's single price is £22.95. One average class of 22.6 pupils is already in the 12 or more band at £19.51 each. Two classes pass 25 and reach £17.21 each.

The year group of 87 above pays £17.21 a shirt, £1,501.77 in all, and the builder shows the organiser they save £500.88 against 87 single shirts. That number is what gets the order approved at the parents' evening.

What happens with the sizes that cost more?

They are charged exactly, on their own line, and they still count towards the band. In the demo an XXL carries an extra £2.00 before the saving, so in the 87 shirt order the three XXL are £18.71 each while every other size is £17.21. Adult and junior sizes, or a zip hoodie next to a pullover, work the same way: each size or style carries its own extra, and the whole order earns the band.

What about the names on the back?

Most leavers hoodies carry the year on the front and every pupil's name in small print on the back, in the shape of the year number. That list is one artwork, not 87 text fields. Treat it as the design: the organiser uploads the finished back print as a file, or sends the name list through the quote form and your designer sets it. The demo shirt takes PNG, JPG, WebP or PDF files up to 5 MB, and one line of text up to 24 characters drawn under the logo.

For a nickname on each hoodie, the practical route is the same as for team shirts with player names: each name is typed with its size and travels to the order with it. What a custom t-shirt builder with logo upload should do covers the upload, the placing and the text.

How does the order reach the print room?

Each size is its own line in the Shopify basket, with the design file attached and the text on it. Inchy adds a production sheet to Shopify's Print menu that lists every size with a tick box, the file, the colour and the print position, and a daily work list where the whole year group is one line with its size counts. Nobody retypes a spreadsheet. How to print a production sheet for made to order Shopify orders shows the sheet.

The checkout works the price out again from the same bands, so the organiser is charged the total the page showed, which matters when they have already collected the money from 87 families. Why checkout prices can differ from the product page explains the problem this avoids.

What about late additions and refunds?

There is always one pupil who joins after the order is placed. Keep the product live with the design set, and the late order goes through as one hoodie at the single price, or at the band price if you choose to honour it. Returns are a different matter. Under the Consumer Contracts Regulations 2013, regulation 28(1)(b), the 14 day right to cancel does not apply to goods made to the consumer's specifications or clearly personalised, which a hoodie with a year and a name list is. Say so plainly on the page, next to the size guide, before the order is placed.

Questions and answers

Can parents order individually against the school design?

Yes. Keep the design and the text set on the product, and each family orders their own size. The bands then apply to each order on its own, so a group order is still cheaper.

Can I hold a deadline?

The product can be published and unpublished like any Shopify product. Publish it when the order opens and take it down on the closing date.

Can the organiser ask for a quote first?

Yes. Under the basket button there is a form to ask about team and bulk orders, and orders above an amount you set show a note asking to talk it through first. The request arrives in the app and by email with the sizes already in it.

What does it cost?

Inchy has a Free plan with one product live, no card and no time limit. Team wear is $19.99 a month, for garments priced per item, with unlimited products, billed by Shopify with no fee per order. There is a 7-day free trial.

Who makes Inchy?

InterioApp. We have priced and sold made to measure products since 2011, in our own shop first, and our quoting software and calculators are used by made to measure businesses in the UK, Europe, Australia and New Zealand.

If you print leavers hoodies, set one up with your own bands and run a year group through it before the spring orders start. See Inchy and try the live builder. Start the 7-day free trial on the Shopify App Store.

Sources

• Department for Education, Schools, pupils and their characteristics, 2025/26: over 8.9 million pupils; average secondary class size 22.6.
• Shopify Help Center, Adding variants: up to three options and up to 2,048 variants per product.
• The Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, Part 3: regulation 28(1)(b), goods made to the consumer's specifications or clearly personalised; regulation 30, the 14 day cancellation period.
• Inchy live demo: sample UK prices, bands, file types, character limit and the 87 shirt order, read on 1 November 2026. Prices at 5 and 12 shirts read from the demo on the same day.

Written with AI. Every figure is checked against the sources listed above.