Approved Apparel
A program may include approved scrub tops, scrub pants, jackets, lab coats, polos, quarter-zips, business casual apparel, accessories, or other items selected for that group.
Uniform Program Policy
Group Orders & Uniform Programs
The Scrub Shoppe and MadCity Scrubs help healthcare teams, schools, departments, clinics, hospitals, dental offices, veterinary offices, businesses, and organizations manage apparel through group orders, private uniform stores, payroll deduction events, vouchers, embroidery, and approved uniform programs.
Quick policy summary:
Group orders and uniform programs may have specific approved items, colors, logos, order windows,
payroll deduction rules, voucher limits, deadlines, pickup or delivery options, and customization restrictions.
Customers are responsible for ordering the correct items, sizes, colors, and personalization before the deadline.
Program Overview
How Group Orders & Uniform Programs Work
Group apparel programs are designed to make ordering easier for teams while keeping apparel, colors, logos, embroidery, and ordering rules consistent.
Program Rules
Each program may have its own rules for colors, brands, styles, embroidery, payroll deduction, vouchers, order deadlines, employee eligibility, and fulfillment.
Customer Responsibility
Customers are responsible for selecting the correct size, color, style, department, logo, name, credentials, and approved items before submitting the order.
Private Stores
Private Online Uniform Stores
Private online uniform stores may be created for businesses, departments, hospitals, schools, clinics, offices, or organizations that need a controlled ordering experience for approved apparel.
What Private Stores May Include
A private store may include approved products, logo options, embroidery choices, pricing, order windows, pickup instructions, delivery information, payroll deduction rules, or group-specific apparel options.
- Approved scrub styles and colors
- Logoed jackets, polos, lab coats, and apparel
- Department-specific options
- Employee ordering instructions
- Program-specific deadlines
Access & Accuracy
Private store links, passwords, product lists, and program details may be limited to approved participants. Customers are responsible for using the correct store link and choosing items approved for their program.
- Use the correct private store link
- Confirm employer or school requirements
- Order before the deadline
- Review sizing before checkout
- Confirm personalization before submitting
Private store note:
A private store page may only show selected items for that program. Items available on the general website
may not be approved for every group, employer, school, department, or uniform program.
Order Windows
Deadlines, Missed Windows & Late Orders
Some group orders and private uniform stores use specific order windows. These windows help us collect orders, confirm inventory, order blank garments, complete embroidery, sort items, and prepare fulfillment.
01
Order Window Opens
The group, employer, school, department, or program administrator may announce when ordering begins and which items are approved.
02
Customer Places Order
Customers select approved items, sizes, colors, logos, names, credentials, departments, delivery method, and any required program details.
03
Order Window Closes
Once the deadline passes, orders may move into fulfillment, supplier ordering, embroidery, printing, sorting, or delivery preparation.
04
Late Order Review
Late orders, missed windows, add-ons, changes, or cancellations may not be available once the program deadline has passed or production has started.
Deadline responsibility:
Customers are responsible for ordering before the deadline. Missed order windows may require waiting until
the next program opening or placing a separate order if allowed.
Payroll Deduction & Vouchers
Payroll Deduction, Employee Allowances & Voucher Programs
Some facilities, employers, or organizations may offer payroll deduction, vouchers, allowances, or approved employee charge programs. These options are only available when approved by the organization and The Scrub Shoppe.
Payroll Deduction
Payroll deduction may only be available for approved employers, approved employees, approved events, approved order windows, or approved items. Eligibility is not guaranteed for every customer or purchase.
Voucher Programs
Vouchers, allowances, or employer-paid benefits may have specific dollar limits, eligible items, expiration dates, approval rules, employee requirements, and redemption instructions.
Employee Responsibility
Employees are responsible for providing accurate name, employee number, department, location, employer information, or other required details when using payroll deduction or voucher benefits.
Employer Rules
Employer rules may determine what items qualify, how much can be charged, which employees are eligible, whether payroll deduction is available, and how order corrections are handled.
Important:
Payroll deduction, vouchers, employee allowances, and charge accounts are subject to employer approval,
program rules, and verification. If eligibility cannot be confirmed, another payment method may be required.
Approved Items
Uniform Standards, Colors, Logos & Compliance
Group apparel programs often exist because a team, employer, school, or department needs a consistent look. Customers should confirm uniform requirements before ordering.
Approved Colors
Some programs require specific scrub colors, jacket colors, polo colors, or department color standards. Customers are responsible for selecting the correct approved color.
Approved Styles
Some employers or programs approve only certain brands, collections, fits, styles, lengths, fabrics, or product types. Not every item on the website may qualify.
Approved Logos
Logo use may be controlled by the employer, school, organization, or department. Customers should only choose logos and embroidery options approved for their program.
Uniform compliance:
The Scrub Shoppe can help fulfill approved apparel programs, but the customer and program administrator are
responsible for confirming the apparel meets workplace, school, or organization requirements.
Sizing & Personalization
Size Selection, Names, Credentials & Department Details
Group orders frequently include personalized details. Customers should review every selection before placing the order because changes may not be available once the order is submitted or production begins.
Size Selection
Customers are responsible for choosing the correct size. Size charts are helpful guides, but fit may vary by brand, style, fabric, stretch, cut, rise, inseam, and body shape.
Name & Credential Accuracy
Customers are responsible for spelling, capitalization, punctuation, degrees, initials, credentials, job titles, and department names submitted for embroidery or personalization.
Department & Location Details
Customers should provide accurate department, unit, school, employer, location, or work area details when required for sorting, approval, courier delivery, pickup, or program tracking.
Thread & Logo Choices
Customers are responsible for selecting the correct logo, thread color, placement, and embroidery option. Screen colors and digital previews are approximate.
Confirm before checkout:
Custom, embroidered, personalized, altered, logoed, or decorated group order items are generally not eligible
for standard exchange, return, or store credit unless there is a verified production error.
Inventory
Backorders, Stock-Outs, Substitutions & Discontinued Items
Group orders may depend on supplier inventory and brand availability. Inventory can change between the time a program is planned and the time an order is fulfilled.
Backorders
Some items may become backordered after the order is placed. Backordered items may delay part or all of the order depending on the program and fulfillment method.
Stock-Outs
If an item is no longer available, we may contact the customer or program administrator about available options, including substitution, delay, cancellation, or store credit when applicable.
Substitutions
Substitutions may require approval from the customer, program administrator, employer, school, or department depending on the uniform program requirements.
Discontinued Items
Brands may discontinue colors, styles, sizes, fabrics, or collections. Discontinued items may require replacement options or program updates.
Fulfillment
Pickup, Shipping, Delivery & Sorting
Fulfillment methods may vary by program. Some group orders are picked up in-store, shipped individually, delivered to a facility, sorted by department, or handled through a program administrator.
Store Pickup
Orders may be available for pickup at The Scrub Shoppe or MadCity Scrubs when selected or assigned. Customers should wait for a pickup-ready notification before coming to the store.
Shipping
Some group orders may ship by USPS Priority Mail or another approved method. Shipping timing depends on inventory, customization, sorting, and carrier handling.
Bulk Delivery or Sorting
Some programs may be sorted by employee, department, class, location, or facility. Sorting requirements may affect turnaround time.
Fulfillment note:
A group order confirmation does not always mean every item is ready. Customers should wait for pickup,
shipping, delivery, or program completion instructions.
Returns & Changes
Group Order Return, Exchange & Cancellation Limits
Group orders may have stricter return, exchange, change, and cancellation limits than regular retail purchases because items may be custom ordered, logoed, embroidered, sorted, or prepared for a specific program.
Customized Group Items
Custom, embroidered, personalized, altered, logoed, or decorated group order items are generally not eligible for standard exchange, return, or store credit unless there is a verified production error.
- Name embroidery may limit returns
- Logo embroidery may limit returns
- Special order items may limit returns
- Employer-approved apparel may have program-specific restrictions
Changes & Cancellations
Changes or cancellations may not be available after the order window closes, garments are ordered, payroll deduction is submitted, vouchers are redeemed, production begins, or customization is completed.
- Review the order before checkout
- Contact us quickly if something is wrong
- Changes are not guaranteed
- Production status affects available options
Production error review:
If you believe a group order item has a verified production error, contact us quickly with the order number,
item details, and clear photos so our team can review the issue.
Program Administrators
Employer, School & Group Administrator Responsibilities
Program administrators help keep group orders organized. Depending on the program, this may include approving items, communicating deadlines, reviewing logos, confirming payroll rules, or helping employees understand ordering requirements.
Approved Product List
The administrator may be responsible for confirming approved styles, colors, logos, departments, employee groups, voucher rules, payroll deduction rules, and program-specific options.
Employee Communication
The administrator may be responsible for communicating order windows, deadlines, eligibility, uniform rules, pickup instructions, and employer-specific requirements to participants.
Logo Approval
The administrator may need to approve logos, placement, thread color, artwork, embroidery standards, and any employer or organization branding requirements.
Program Changes
Changes to approved products, logos, pricing, deadlines, voucher rules, delivery methods, or payroll deduction rules may affect current or future order windows.
FAQ
Group Orders & Uniform Programs FAQ
Can my team get a private uniform store?
Private uniform stores may be available for approved businesses, healthcare teams, schools, departments, facilities, or organizations depending on program needs, product selection, and setup requirements.
What happens if I miss the order deadline?
Late orders may not be accepted after the order window closes. Customers may need to wait for the next ordering period or place a separate order if allowed.
Can I return a group order item?
Group order items may have limited return options. Custom, embroidered, personalized, altered, logoed, or decorated items are generally not eligible for standard exchange, return, or store credit unless there is a verified production error.
Can I use payroll deduction?
Payroll deduction is only available for approved employers, approved employees, approved items, approved events, or approved order windows. Eligibility must be verified.
Who chooses the approved uniform items?
Approved items may be selected by the employer, school, department, organization, or program administrator in coordination with The Scrub Shoppe or MadCity Scrubs.
What if my size is unavailable?
If a size is unavailable, backordered, or discontinued, we may contact the customer or program administrator about substitution, delay, cancellation, or other available options.
Can I change my embroidered name or credentials after ordering?
Changes may not be available once the order is submitted, the order window closes, proof approval is given, or production begins. Contact us as quickly as possible if something needs to be corrected.
How long do group orders take?
Timing depends on order size, inventory, supplier availability, embroidery, customization, proof approval, sorting requirements, delivery method, and the program schedule.
Need Help?
Planning a group order or uniform program?
Contact our team with your organization name, estimated number of participants, apparel needs, logo requirements, timeline, preferred fulfillment method, and any payroll deduction or voucher details.