Shopify catalog & reconciliation

Already selling on Shopify? setlist can read your whole catalog, link it to your setlist products, and keep the two in sync from then on — without ever changing a record you didn't explicitly confirm.

Where:

setlist → Products → Reconcile Shopify catalog — the reconciliation page
setlist → Products → Product data — export the planning workbook, import planning data
The product detail page — the shared description and the Current operations summary

The model: who owns what

Once a setlist product is linked to a Shopify product, Shopify drives its status, price, inventory, and sales; setlist keeps its own workflow fields (stage, owner, launch, campaign, forecast, tests, BOM) authoritative. The description is shared — you can edit it in either place, and setlist reconciles the two (see below).

Nothing links, merges, or overwrites automatically. Every match beyond an exact one-to-one SKU match is a decision you make.

Reconciling your Shopify catalog

Click Reconcile Shopify catalog on the Products list. setlist starts a bulk read of your entire Shopify catalog (the button becomes Check reconciliation while it runs), then sorts every product into seven queues, each with its own count tile:

Queue	What it means	What you can do
Ready to link	Exactly one exact-SKU (or barcode) match	A banner offers Link N products — one click links every safe match in bulk
Suggestions	A probable match on weaker evidence (handle, title)	Review each card individually
Ambiguous	More than one plausible setlist candidate	Review each card individually — never in bulk
Conflicts	Evidence points in contradictory directions	Review each card individually — never in bulk
Shopify-only	Products in Shopify with no setlist counterpart	Import into Setlist, Ignore, or Match to existing… via a searchable picker
Setlist-only	setlist products with no Shopify counterpart	Preserve as Setlist-only
Ignored	Products you chose to leave out	Revisit any time

Reviewing a suggested match

Each review card shows its evidence (Exact SKU, Exact barcode, Handle suggestion, Title suggestion, …) and ranked Top Setlist candidates with High / Medium / Low match scores. Scores only rank candidates — "Suggested matches never link automatically." A Review link effects disclosure spells out exactly what changes before you click Confirm match, and you can optionally save the pairing as a permanent commerce alias for future syncs.

Possible duplicates get their own merge review: pick which record to keep, and the other is archived with its history intact — no notes or workflow history are deleted.

Gotchas. Products with possible duplicates are excluded from the bulk-link banner and stay in Needs review. Archived Shopify products are hidden behind an Include archived Shopify products toggle. And if the page has gone stale while you reviewed, actions ask you to refresh first rather than acting on old data.

What stays in sync afterwards

Once linked, setlist listens to Shopify's product webhooks (with a backstop refresh when you open a product page). Title, handle, status, description, prices, option values, and inventory identities stay current on their own — feeding the Status panel, the read-only Product type mirror, and description-conflict detection. Deleting a product in Shopify never deletes setlist history; the link is retired and the product shows up for review in reconciliation.

When Shopify's live prices and your setlist plan disagree, the resolution is always explicit: Adopt live prices writes the setlist plan only — no Shopify write, so no confirmation modal — while Push planned prices opens the standard Shopify write-confirmation modal ("Push planned prices to Shopify?") before anything changes in your store. Pushed and adopted prices are recorded in the product's Price history panel.

Linking can also change what the product page leads with. setlist derives the Launched lifecycle stage from Shopify — an Active product qualifies, and an imported or merchant-reconciled Unlisted product qualifies immediately — so a freshly linked live product opens with the Current operations summary and its Needs attention list (unresolved catalog links, descriptions, sales, inventory, or BOM state) instead of the stage-first layout.

The shared product description

The product detail page has a Product description card:

Linked products — the description is shared with Shopify, and an edit saves to Shopify first. Saving opens the standard write-confirmation modal — "Save this description to Shopify?" → Save to Shopify — like every Shopify write in setlist. A failed Shopify write leaves setlist unchanged.
Unlinked products — a plain one-click Save: the description is stored in setlist and sent when the product is created in Shopify.

If Shopify and setlist both changed the description since the last sync, setlist raises a description conflict for you to resolve — both versions side by side, Save my edited version or Use Shopify version. Nothing is auto-overwritten.

Planning workbooks (export & import)

The Product data menu on the Products list holds the round-trip workflow for planning data:

Export planning workbook

Downloads an .xlsx with every product and variant's setlist planning fields — stage, owner, launch, campaign, product line, subcategory, classifications, brief URL, tests required, dates, forecast and production quantities. Descriptions, images, prices, inventory, sales, and Shopify merchandising fields are excluded — this is planning data, not a listing export.

Import planning data

Upload an edited workbook (or an existing Monday.com CSV/XLSX export). If columns aren't recognized, a Map unmatched columns step lets you point each header at a target field (or ignore it). Then a Preview summarizes updates · unchanged · creates · conflicts per row — and Apply reviewed changes stays disabled until every conflict is resolved.

A blank cell preserves the current setlist value; type [clear] to explicitly clear a field.
Don't edit the stable identifier / revision columns — they're what protects you from applying stale edits.
The import only writes setlist planning fields. It never touches Shopify.

Tips & gotchas

Run reconciliation before trusting operations data. Unresolved catalog links surface in the Needs attention list on a launched product's Current operations summary.
Bulk actions exist only where they're safe — exact-SKU linking and Shopify-only import. Ambiguous matches and conflicts are always one-at-a-time.
BOMs never flow back to Fulfil. Fulfil-synced BOMs are read-only in setlist, and setlist never pushes a BOM back — BOM edits belong in Fulfil.