[Early Access Program] Product Builder: Inventory

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Plan Availability: ✓ Soho | ✓ Pro | ✓ Plus | ✓ Enterprise | ✓ Flex |
Locate: Inventory > Products > Products > Add Product/Add New Product/Edit Product > Inventory
Prerequisites:  

• Admin permissions to manage inventory or restricted permissions to View products and assets and Manage products and assets.
• Your account is a member of our Early Access Program. Please reach out to Checkfront Technical Support to learn more!

New to the product builder? Check out the first article in this series: [Early Access Program] Product Builder: Introduction.

Early Access Program This feature is currently part of our Early Access Program, which means it is available to select Customers to try out and provide us with feedback. To learn more about becoming part of our Early Access Program check out our related blog post or contact our Technical Support team. Find our complete set of help articles related to the Early Access Program here: Early Access Program.

 

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Within this step of the product builder, you can...

• Specify whether your inventory is unlimited, of a fixed amount or depends on other assets (equipment, vehicles, rooms...) to be booked.
• Associate new or existing assets with your product as primary assets or additional assets.

 

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This setting is available within both the Quick setup⚡  and The Works🔓 path.

Specify how your inventory is booked and whether it relies on other assets or not.

 

My inventory is unlimited

Guests are not asked to specify a quantity when booking and there are no limits on the number of Guests that can book.

 

My inventory is a fixed amount

You need to specify the inventory amount when configuring the product. Guests are asked to specify a quantity when booking. Bookings are limited based on the Inventory Amount specified.

 

My inventory is based on assets

Select a Primary Asset or Create a New Asset Group to associate with your product. See the next two sections for more information.

 

This setting is available within both the Quick setup⚡  and The Works🔓 path and enabled if you choose 'My inventory is booked and assigned using specific assets'.

Primary Assets are resources that your product is dependant on to provide the experience to Guests, such as equipment, transport or spaces.

Specify the assets to associate with your product. You have the option to create a new asset group with associated assets or find an existing asset category and asset group with assets to link to the product.

 

Learn more about creating and editing Asset Groups and Assets here... [Early Access Program] Asset Builder: Introduction [Early Access Program] Asset Builder: Add Asset Groups and Assets [Early Access Program] Asset Builder: Edit Asset Groups and Assets

 

This setting is available within both the Quick setup⚡  and The Works🔓 path and enabled if you choose 'My inventory is based on assets'.

Asset Groups represent sets of Assets that are bookable (Mountain Bikes, 2-person Kayaks, 1 Bedroom Cabins, Mini Buses...). 

1. Click on the + Create New button to initiate the creation of a new Asset Group and open the Create New Asset Group modal.
2. From here you can specify the Name, Asset Category, Quantity: Total assets, Capacity: Total seats and Maintenance Time for the Asset Group. (e.g. 2-person Kayak)
3. Once you have created the new Asset Group, it can be found by selecting the associated Asset Category (e.g. Kayaks) from the Primary Asset (or Additional Asset) drop-down and then selecting that Asset Group (e.g. 2-person Kayak) via the Select asset(s) drop-down menu. This step is described in more detail in the next section.

 

Learn more about the Create Assets modal here... [Early Access Program] Asset Builder: Add Asset Groups and Assets

 

This setting is available within both the Quick setup⚡  and The Works🔓 path and enabled if you choose 'My inventory is based on assets'.

Asset categories (Bikes, Kayaks, Cabins, Buses...) are a way of generally identifying and classifying similar Asset Groups.

1. Already have asset groups created? Then, simply click the Select an Asset Category field to select an existing asset category (e.g. Kayaks) from the list. This would be the Asset Category associated with the asset group (e.g. 2-person Kayak) you would like to link to your product. You can only have one Primary Asset.
2. This enables the Primary Asset settings from which you can select the desired asset groups (e.g. 2-person Kayak)
3.  View Quantity and Capacity at the asset category or asset group level.

 

This setting is available within both the Quick setup⚡  and The Works🔓 path and enabled if you choose 'My inventory is based on assets' and have selected an asset group.

Once you have selected the asset category, the Primary Asset settings display. From there, you can select an asset group as your primary asset. 

The asset group inventory numbers are communicated at both the asset category and asset group levels using the Quantity and Capacity toggle. 

 

These settings are view only. Asset inventory can be managed from the Assets list (Inventory > Items > Assets). Inventory - Asset Builder

 

Quantity
This represents the base number of assets available. Priced per asset, these are private to each booking.

For example, one kayak available for rent has a quantity of one. Five kayaks would have a quantity of five.

 

Capacity
This represents the total capacity of the assets considering how many seats or spaces the asset can support. Priced per seat, the assets are shared across bookings.

For example, a shuttle bus has a total capacity of 15 people. Two shuttle buses have a total capacity of 30 people.

 

This setting is available within both the Quick setup⚡  and The Works🔓 path and enabled if you choose 'My inventory is based on assets'.

Additional Assets would be used for secondary resources that your product might depend on for the experience, such as life jackets or paddles.

You can add one or more categories of assets, which in turn, can have one or more asset groups linked. For example, you can add Kayak Equipment (life jackets, kayak paddles) or Kayak Equipment (kayak paddles) and Life Saving Equipment (life jackets). This depends on your business needs and as a result, how you organize your assets.

1. As with the Primary Asset, you need to first click Select an Asset Category to select an existing asset category from the list which is associated with the asset group you would like to link to your product. You can also + Create New Asset Group, if need be.
2. Either way, this enables the Additional Asset settings from which you can select asset groups and their associated assets.
3. View Quantity and Capacity at the Asset Category or Asset Group level.
4. Repeat this process for every Additional Asset Group you need.

 

This setting is available within both the Quick setup⚡  and The Works🔓 path

To disconnect a Primary Asset Group, click on the remove (X) icon at the far right of the asset group name. This does not delete the Asset group from your account but does remove it from your product.

 

This setting is available within both the Quick setup⚡  and The Works🔓 path

To disconnect a primary asset category from your product, click on the trash can icon at the far right of the asset category name. This does not delete the asset category from your account but does remove it from your product.

Removing the primary asset category removes all attached assets and associated settings, including any additional assets.

 

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Once you Save the initial Details (Name, SKU, and Category) of your product, you can navigate between the steps in the product builder via the links listed in the top navigation menu (Details, Inventory, Availablity, Pricing, Advanced) or in the footer of the page.

 

The Advanced step is only enabled for those following The Works path when adding a new product. To enable the Advanced step, you need to turn off the Quick Setup option.

 

Want to get started as quickly as possible? The Quick Setup path bypasses Advanced configurations so that you can get started with a simple product or become familiar with how products are presented to the Customer.

Disable Quick Setup mode to unlock the Advanced tab and enable The Works path once you are ready to further configure the product to meet your business needs.

 

The Advanced step provides the option to build packages and bundle offerings with upsells, as well as the option to activate Waivers and Documents. Learn more here... [Early Access Program] Product Builder: Advanced Learn more about the differences between the Quick Setup and The Works paths here... [Early Access Program] Product Builder: Introduction

 

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The following options are available from the Actions menu at the top-right of the product builder.

 

Need to Activate your product? Click the button in the top-right corner of the product builder. Once your product is Active, it is displayed on the Customer Booking Page and bookings can be accepted according to how you have configured your product.

 

What is the minimum amount of information I need to activate my product? This depends on your business needs, but the most basic product includes a product Name, SKU, Category with unlimited Inventory. With more complex configurations, follow the system prompts for any mandatory information. The Activate Product button becomes enabled once you have provided the minimum amount of information.

 

If your product is already Active, then you are presented with the option to Deactivate your Product.

 

The Deactivate your Product option removes it from your booking page. No new bookings can be accepted, but any future bookings already made for this product remain intact unless manually cancelled or changed.

 

You can re-activate your product, from the same menu, if need be.

 

Need to copy your product? Select the Copy option from the Actions menu in the top-right corner of the product builder.

Click Copy to instantly create a duplicate, draft copy of the product in focus. Be sure to Save your copy via the navigation options in the footer of the product builder! 

Once saved, the copy can be found within the products list prefixed with Copy of in the Name of the product, for example, Copy of Kayak Rental. The copied product has a status of Draft, so be sure to filter the product list accordingly.

 

Need to archive your product? Select this option from the Actions menu in the top-right corner of the product builder.

 

Archiving a product removes it from your booking page, and prevents you from changing its configuration. No new bookings can be created, but any existing bookings for the product remain intact unless manually cancelled or changed.

 

Once Archived, the product can be found within the products list with a status of Archived.

You can unarchive the product by editing the product and selecting the option to Unarchive the product from the Actions menu.

When a product is unarchived, it is given a status of Draft. This gives you a chance to update the product before setting it to Active.

 

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Use this navigation option to move back a step in the product builder.

 

Preview allows you to view the product from the Customer's perspective within the Customer-facing booking page once the product is active.

 

Allows you to save the progress you have made so far when building a product or any edits to your product.

This option is available, once the minimum required information has been added.

 

Navigate forward through the steps of the product builder. Continue becomes enabled once the minimum required product Attributes have been provided. 

 

 

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< Inventory - Product Builder: Details  |   Inventory - Product Builder: Availability >

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