Editing product and asset availability from the inventory calendar

Learn how to edit inventory availability from the inventory calendar if you use products with assets.

Does your account use items as inventory? See the article: Editing item inventory availability from the inventory calendar
Does your account use products configured as simple inventory? See the article: Editing product inventory availability from the inventory calendar (simple inventory)

Are you new to our refreshed version of the Inventory Calendar? Start by reading the first article in this series, Introduction to the Inventory Calendar.

Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the extensive features of the Inventory Calendar.

Which plans include this feature?

Legacy: Soho, Pro, Plus, Enterprise, Flex
New: Starter, Growth, Managed | Learn more about our new plans or how to change your plan.

Where can I find this feature using the top menu?

Calendar > Item/Product > Inventory Calendar > Click on any cell to access the side panel > Inventory tab

What more do I need to use this feature?

Admin or restricted permissions to View calendars, Change Daily Inventory Availability
Inventory (items/products) configured within Checkfront.

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 version of Checkfront. This feature is not available for use with items (Inventory > Items) in our classic version. → Learn more about products.

New to Checkfront - Products ✨

With our newest version of Checkfront, we have added Products (Inventory > Products) as the successor to items (Inventory > Items).

Are you interested in migrating to our newest version? Please reach out to our Technical Support team for more information.

Classic ---> Newest version (2022)

This inventory calendar replaces the classic versions of the calendar.

Please reach out to Customer Support with any questions or concerns.

How do I know which version of the Inventory Calendar is enabled for my account?

Only a select few historical accounts still have the classic inventory calendar enabled.
A banner at the top of your calendar invites you to check out the newest version if you are on the classic version.
If you are on the newest version, your calendar looks like the screenshots in this series of articles.

Opening the inventory calendar side panel

Click Calendar To access more options and information for each interval within your calendar, start by clicking any cell with booked or available inventory.

Editing inventory based on assets

Product Assets NotShared

In the article, Managing inventory availability from the inventory calendar, we looked at how to access the inventory calendar side panel. What information displays within the panel depends on how you have configured your inventory.

Are your products configured with assets, and resources managed within the system, e.g. ten kayaks for rent with paddles and life jackets?

Read the following to understand the information and actions available for assets-based products.

Features		More Info
Availability: Total		This total reflects the total inventory available for the interval based on the number of primary assets associated with the product. For example, you may offer 10 single kayaks, or you may offer 10 single kayaks with the choice between 5 sit-inside or 5 sit-on-top kayaks. Assets assigned by capacity Where product assets are assigned by capacity, the number available represents the total number of spots available considering quantity and capacity, for example: 5 buses (quantity) x 20 seats (capacity) = 100 (total available) Reference purposes only This number is displayed for reference purposes only. The total changes if the base inventory or interval availability number is adjusted for the primary assets. For example, you may add a new kayak to your inventory or remove one temporarily for repairs. Click on the option to Increase availability of resource on asset index to access the configuration page and increase availability.
Availability: Booked		This is the number of primary assets booked for the interval. Reference purposes only This number is displayed for reference purposes only when the product is associated with assets. The number changes as bookings are received or cancelled.
Availability: (Total) Available		Total - Booked = Available This is the number of primary assets available, excluding any booked inventory. Reference purposes only This number is displayed for reference purposes only when the product is associated with assets. The number changes as bookings are received or cancelled or the total available is adjusted.
Shared Inventory		Within the Shared Inventory section, you can find a list of booked inventory - including primary and secondary assets. This includes the name of the asset, total number of inventory available, and the number booked. Available Total - Booked = Available This is the number of assets available to be booked, considering the total available and the number booked. Adjusting inventory You can adjust, reduce (-) or increase (+) quantity available for the inventory and interval in focus, as long it is not greater than the number configured for the interval and the number of primary assets consumed by existing bookings. Click on the option to Increase availability of resource on asset index to access the configuration page and increase availability. How can I tell the difference between primary and secondary assets? Secondary assets are listed after the primary assets. Listings are separated by an 'AND,' e.g. Kayaks AND Life Jackets AND Paddles.
Product Booked		Product If you expand the asset section, you can see the list of associated product bookings The name of the product booked is displayed, along with the number of assets booked for each. Booked This is the number of booked assets for the product booking. Total Booked This is the total booked for all product bookings listed.
Notes		You can optionally add a note when you adjust inventory. The Inventory Calendar grid reflects only adjustments made to primary asset numbers. Historical notes can be viewed under the Activity Log tab or within the Activity Log report.