Customer Submissions
Use All Submissions and the submission detail page to manage one customer order at a time.
Subby User Guide
Admin and customer workflows for grading submissions.
This guide walks through how Subby is used from both sides of the grading workflow: the admin tools used by staff and the front-end portal used by customers.
Admin Guide
Manage submissions from intake through customer return.
The admin side of Subby is built around two levels of work: customer submissions and master grader orders. Customer submissions track individual customers. Grader orders track batches at PSA, CGC, BGS, SGC, or another grading company.
Master Grader Orders
Use Assignment Desk and Grader Orders to organize batches that are at a grading company.
Notifications
Status synchronization can trigger email and SMS updates when customer opt-in and settings allow it.
Assignment Desk
Create master grader orders and connect customer groups.
The Assignment Desk is used when staff needs to connect customer submission groups to grader orders in one pass. A master grader order represents an order or batch currently at the grading company.
- Create or locate the master grader order.
- Select the grader order in the left column.
- Select every customer submission group that belongs in that grader order.
- Optionally set a new status, such as Submitted to Grader.
- Click Assign Selected Groups To Grader Order.
Screen Reference
Assignment Desk
Filters, summary cards, Create New Grader Order, and two-column matching workflow.
Grader Orders
Track orders as they exist on the grading company website.
Grader Orders is where staff adds and manages orders from the grader website. It can also sync PSA orders with PSA progress data when PSA automation is configured.
Quick Add and Full Add
Use quick add for PSA orders, including multiple PSA orders at once. Expand the Add Grader Order panel to create orders for any grading company.
PSA Sync
PSA orders can show progress, current step, estimated return, shipment information, and last sync time. PSA synchronization can apply updates automatically.
Manual Grader Updates
Non-PSA companies are updated manually. Staff can mark orders returned or completed, then apply those updates to linked customer submissions.
Customer Notifications
Applying or syncing grader-order status can trigger customer email and SMS notifications according to notification settings and each customer's SMS opt-in.
Screen Reference
PSA Grader Orders
PSA progress panel, sync status, current step, ETA, and Sync PSA Progress action.
Screen Reference
Non-PSA Grader Orders
Manual statuses such as Waiting on grader, Cards back, Mark Returned, and Mark Completed.
All Submissions
The daily customer-level work queue.
All Submissions is where staff manages work from the customer level. Search by customer name, submission ID, or grader order number, then use the dashboard cards to focus on active work, needs-attention items, generated invoices, paid invoices, or submission source.
- Use Needs Attention to find submissions with a staff next action.
- Open a row to work the customer order in detail.
- Review the current snapshot for workflow, invoice, and shipping status.
- Use Submission Source to filter Mail In, In Store, or Show Order submissions.
Screen Reference
All Submissions
Search, queue filters, next action, current snapshot, and Open buttons.
Submission Detail
Open a submission to manage the full customer order.
The submission detail page starts with the Next Action dashboard. Staff can edit groups, review billing, view the audit log, print packing slips, edit customer information, manage shipment tracking, and send invoices.
Billing and upcharges
Pricing is locked when the customer submits the order. If a grading company issues an upcharge later, staff can enter the upcharge in the billing section, add a billing note, save adjustments, and send the invoice or standalone upcharge invoice when ready.
Pricing
Control public pricing and locked submission totals.
The Pricing screen is where staff edits service-level pricing, details, turnaround estimates, notes, visibility, highlighted rows, and the review add-on price.
When a customer uses the web form to create a submission, Subby locks in pricing based on the rates saved at that time. Future pricing changes affect new submissions only.
Screen Reference
Grading Pricing
Global pricing controls, service-level rows, visibility, highlighted services, and preview snapshot.
Statistics
Review revenue, submission activity, and shareable fun stats.
The Statistics page gives staff a high-level view of projected revenue, paid revenue, awaiting payment, uninvoiced value, submission totals, card totals, invoice conversion, and workflow status.
Business Metrics
Track projected revenue, paid revenue, average submission value, invoice conversion, and active volume.
Workflow Metrics
See what is returned, at grader, completed, uninvoiced, or awaiting customer payment.
Fun Stats
Use top players, top sets, sports, graders, and years for social media and customer engagement.
Customer Guide
How customers submit and track grading orders.
Customers begin at the grading portal, enter their contact information and cards, submit the order, receive a submission ID, and can later look up the submission by ID and email address.
Visit the grading portal
Customers start at meelypops.com/grading.
Enter personal information
They select Mail In, In Store, or Show Order, then enter contact and address details.
Opt into SMS updates
Customers can choose to receive text message updates about their grading submission.
Enter cards
They add card details, choose services, select review add-ons, and add as many cards as needed.
Review estimated total
Subby tracks service fees, review fees, and estimated order total across all cards and services.
Submit and save ID
The confirmation page and email provide the submission ID and card list.
Customer Card Entry
Customers can add any number of cards and services.
For each card, customers select a submission option, quantity, sport or TCG, year, set name, card number, player or character, serial number, and whether to add Meely Review.
The estimated total updates as cards are added. Final billing can still include later grader upcharges if the grading company applies them.
Screen Reference
Enter Your Cards
Card fields, Add Another Card, estimated total, security check, and Submit Form.
Submission Received
Customers receive a submission ID.
After submitting the form, the customer sees a Submission Received page with an order number. Subby also sends a confirmation email with the submission ID and the list of cards entered at that time.
Customers should keep the submission ID for reference and use it whenever they contact the shop about the order.
Screen Reference
Submission Received
Confirmation message, submission ID, and customer instructions.
Submission Lookup
Customers can view status with their ID and email.
Customers can look up a submission by entering the submission ID and the email address used on the order. The lookup page shows submission details, SMS status, pricing summary, invoice status, line items, service total, review total, upcharge total, and estimated total.
The pricing summary uses the prices locked at the time of submission. Final invoicing may still include later grader upcharges when applicable.
Screen Reference
Lookup Your Submission
Submission ID, email lookup, submission details, pricing summary, and invoice status.