Organiser Guide
How to start a Local
A practical guide to everything you need — from finding your first members to running your first collection event.
Start with a small, committed group
The most successful Locals start with 8–15 households who already know each other — neighbours, a street WhatsApp group, a school network, a church community, a shared block of flats. You don't need 50 members to start. You need enough people to make a minimum order worthwhile.
Finding your founding members
- → Ask 10 people you trust first — a committed core is more valuable than a large but disengaged group.
- → Post in a neighbourhood or street group. A message like "I'm thinking of organising a shared food order — anyone interested?" is enough to start.
- → Focus on people who already buy similar products — farm boxes, organic produce, artisan foods. They already understand the model.
- → Be honest about the commitment — members need to collect on a set day and confirm their order before the deadline.
Set up your collection space
Members collect their orders from you — so you need a space that can briefly hold ambient, chilled, and frozen products. Most Locals run from a garage, covered patio, or spare room. The space doesn't need to be big or permanent.
Ambient
Dry goods, shelf-stable items — olive oil, honey, coffee, grains. A table or shelving is all you need. This is the easiest category to start with.
Fridge
Fresh produce, dairy, cheese, deli. A standard household fridge works for a small Local. As you grow, a bar fridge or small upright commercial fridge covers most needs. Chest freezers with the temperature turned up also work in a pinch.
Freezer
Frozen meat, fish, ice cream, prepared meals. A chest freezer is the most cost-effective option. A 150–200L chest freezer is usually sufficient for a 15–20 member Local. Buying new is often worth it — modern units are significantly more energy-efficient, and you're less likely to inherit someone else's uninvited guests.
Load shedding
A well-packed chest freezer holds temperature for 24–48 hours if unopened. Schedule deliveries and collection days around load shedding schedules where possible. A small UPS for the fridge buys you a few extra hours.
Find and confirm your suppliers
Suppliers are the producers, farmers, and artisans your Local orders from. Existing helyi suppliers are already set up on the platform — you just enable them for your Local. But you can also bring in your own.
Where to find suppliers
- → Local farmers' markets — approach vendors directly. Many are already selling to food groups and understand the model.
- → Instagram and Facebook are where most small producers in South Africa are active. Search for artisan producers in your area.
- → Ask your members — someone usually knows a good egg farmer or a baker.
- → Other food groups and co-ops in your area — they've already done the research. Some are willing to share supplier contacts.
What to ask a new supplier
- → What's your minimum order? (This becomes the floor for that supplier in your market.)
- → Do you deliver, or do we need to collect? If they deliver, what's the delivery fee and from how much is it free?
- → How much lead time do you need? 2–3 business days is typical. Some artisan producers need more.
- → Can you send a price list? You'll use this to set up their products on helyi.
Setting up a supplier on helyi
Once agreed, contact helyi to add the supplier. Their products are set up in the admin panel with prices, storage type, and packaging. You then enable the supplier for your Local from Organise → Suppliers. From that point, their products appear in your market automatically.
Understand your pricing
Products are priced at supplier cost plus your configured markup. helyi applies this automatically — you set the percentages, and the platform handles the maths.
Covers your time and any packaging costs.
Accounts for fridge running costs.
Higher energy cost and more handling.
Even at these markups, members typically pay less than supermarket prices — because you're cutting out multiple layers of distribution. The markup is your compensation for your time and the infrastructure you provide.
Running your first event
An event is a single ordering and collection cycle. Your first one will feel complicated. By the third, it's routine. Here's the sequence:
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1
Create the event
Set a planning window (when members can order), an event date (collection day), and time slot duration. Give it a description like "April Delivery".
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2
Members browse and order
Once the planning window opens, members can browse the market, add to their basket, and confirm. You'll want to remind them before the deadline — a WhatsApp message the day before works well.
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3
Close planning
When you close the planning phase, purchase orders are automatically emailed to each supplier. Members receive provisional invoices. Unconfirmed baskets are abandoned.
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4
Receive and sort orders
Suppliers deliver to you in the days before the event. Check off what arrives against the purchase order. Confirm delivery on helyi — this records the final quantities and costs.
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5
Collection day
Members arrive at their booked slot to collect. Use the Bookings view to see who's coming when. Most Locals run collection over 2–3 hours.
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6
Collect payments
Members pay via EFT using the reference on their invoice, or by PayFast if you've enabled it. Check your bank against the member list — Organise → Baskets shows all payment statuses.
Practical tips from experienced Locals
Cadence matters more than size
A monthly event with 12 committed members is more sustainable than a weekly event with 30 lukewarm ones. Start slow. Monthly is a good default. Move to bi-monthly once you have your rhythm.
Keep the deadline firm
When you close planning, send the orders. Don't hold the system open for late members — it's unfair to suppliers who planned for a specific date, and it trains members to be late. One reminder before close is enough.
Label everything clearly
On collection day, label each member's bag or box with their name. Group by surname alphabetically. It sounds obvious but saves significant time when 15 people arrive in the same hour.
Build a float
You pay suppliers before members pay you. Keep a buffer — 1–2 events' worth of typical supplier spend is a good target. As your Local matures, members who pay promptly help maintain this.
WhatsApp is your main communication channel
helyi handles the formal emails — invoices, purchase orders, booking confirmations. But most day-to-day coordination happens in a group chat. Keep one per Local. Keep it focused — use it for event reminders, not general chatter.
Handle substitutions gracefully
Suppliers sometimes deliver fewer units than ordered. helyi lets you confirm delivery with adjusted quantities — this automatically updates affected baskets and final invoices so members can see exactly what they're getting. If a supplier can't deliver at all or is completely out of something, a quick message to the group is appreciated.
What to expect in the first three months
- Event 1 — Rough. Something will go wrong. A supplier will deliver to the wrong address, or a member will forget to confirm, or you'll run out of space. That's normal. Make a note and fix it next time.
- Event 2–3 — Noticeably smoother. You'll have your packing routine. Members know what to expect. Suppliers know your collection point.
- Month 3+ — Word starts to spread. Members tell neighbours. You may need to think about capacity. helyi has no hard member limit — growth is yours to manage at your own pace.
Ready to start?
Get in touch to set up your Local. We'll walk you through the first event and make sure everything is configured correctly before you go live.
organise@helyi.net