Determining who your product is available to with guest types

By assigning Guest Types to your products, you can manage visibility and booking eligibility for different guest types, ensuring your inventory aligns with your business requirements and audience segments.

Learn how to determine who your product is available to using guest types from the Inventory tab of the Product Builder, including creating, selecting, editing, removing, and deleting guest types. You can also find answers to frequently asked questions.
 

Learn more with related articles Learn more about the Inventory tab here: Step 2: Establishing inventory for your product.  New to the Product Builder? Read the first article in this series for an introduction to the Product feature.

Where can I find this feature using the top menu?

• Inventory > Products > Products > Add Product/Add New Product/Edit Product > Inventory
   

What more do I need to use this feature?

• Admin permissions to manage inventory or restricted permissions to View products and assets and Manage products and assets.
   

Which Checkfront version supports this feature - classic, new, or both?

• Your account must have access to products (Inventory > Products), a key feature of our new Checkfront version. This feature is not available for use with items (Inventory > Items) in our classic version. → Learn more about products. 

With guest types, you can allocate inventory by type, specify price points for your product by type, and collect Guest information for guest forms, such as Seniors, Adults, Youth, Children, or simply Guests. 

What is a guest type? Guest types are features that let you categorize the types of guests associated with your booking, for example: Adults, Youth, Children, and Seniors.  You can assign pricing, quantity limitations, availability, and date restrictions to each guest type. They also allow for automatic inventory allocation.

Determining visibility for your products You can also determine who can see the product: Customers, Staff, or everyone via the Details tab. Learn more here: Determining visibility for your products

Learn more about working with guest types Setting the number of guests per booking via availability events Guest types are optional by default. Guest type minimum/maximum values can be specified using the Number of Guests Per Booking setting in a Product's availability event. Learn more here: Setting the number of guests per booking for your product via availability events Allocating assets by guest type You can determine how assets are distributed to your guests using Guest Allocation. Learn more about guest allocation here: Allocating product assets by guest type  How do I allocate product assets by Guest type?

You can create guest types for your products by following these steps:

1. Navigate to the Inventory tab of the Product Builder (Inventory > Products > Inventory).
2. Click the +Create New button next to the Who is this product available to? field to open the Create Guest Type modal.

3. From the Create Guest Type modal, enter the Name (required) of your guest type (e.g., Adult, Student, Member) in the field provided.
4. Enter the ID (required) of the guest type in the field provided. You can use the ID to identify the guest type in reports.
5. Select one of two options for guest type Visibility:

• Everyone: By default, guest types are visible to everyone, including both Guests and Staff.
• Staff Only: This guest type is only visible to Staff. Learn more about the Staff experience below.

6. Click the Save button to save your changes.

You can then configure rates per guest type (if needed) from the Pricing tab of the Product Builder.

Staff-only guest types with prices shown on the invoice If the staff-only guest types have a price associated with them, they show on the invoice, so there are no hidden fees.

You can select existing guest types for your products by following these steps:

1. Navigate to the Inventory tab of the Product Builder (Inventory > Products > Inventory).
2. Start typing in the Who is this product available to? field to bring up the list of pre-existing guest types.
3. Select one or more guest types to associate with your product.

You can then configure rates per guest type (if needed) from the Pricing tab of the Product Builder.

Staff-only guest types with prices shown on the invoice If the staff-only guest types have a price associated with them, they show on the invoice, so there are no hidden fees.

Staff Book Now Modal	Customer Book Now Modal

Having the guest type visible to Staff only gives your Staff the power to book guest types as needed, e.g., for VIP Guests.

Guest types are visible to Staff on the Staff-side booking pages, such as the Book Now modal. However, Customers cannot see the same guest types from the customer-facing view.
 

Staff-only guest types with prices shown on the invoice If the Staff-only guest types have a price associated with them, they show on the invoice, so there are no hidden fees.

Products with all guest types configured for staff Customers can still book if you have set up your product with only guest types configured for Staff. However, in this case, Customers cannot modify the booking quantity. Each staff-only guest type quantity remains fixed at 1. Customers can view the guest types booked and pricing when they navigate to the Create Booking Page or Booking Invoice.

You can edit guest types for your products by following these steps:

1. Navigate to the Inventory tab of the Product Builder (Inventory > Products > Inventory).
2. Find the Who is this product available to? field.
3. Click the pencil icon (✎) next to the guest type you need to edit. This option opens the Edit Guest Type modal.
4. Make your changes to the guest type name or visibility settings. You cannot edit the guest type ID.
5. Click the Update button to save your changes.
    

You can remove guest types from your products (as opposed to deleting them) by following these steps:

1. Navigate to the Inventory tab of the Product Builder (Inventory > Products > Inventory).
2. Find the Who is this product available to? field.
3. Click the remove icon (X) next to the guest type you need to remove. 

You can delete previously created guest types for your products (as opposed to removing them). Deleting a guest type affects all other products that use it. Follow these steps:

1. Navigate to the Inventory tab of the Product Builder (Inventory > Products > Inventory).
2. Find the Who is this product available to? field.
3. Click the pencil icon (✎) next to the guest type you need to edit. This option opens the Edit Guest Type modal.
4. Click the Delete button.
5. Review the warning message that displays:
   
   [#] Products are currently using this Guest Type, and they will be affected by this removal. This action cannot be undone.
   
   You can click on the number (#) of products (or items) displayed to view the complete list of inventory impacted.
6. Click the Delete Anyway button to complete the process.

Next Steps

The following article in this series examines selecting an inventory type for your product.

 |    Selecting an inventory type for your product >