Configuring inventory and parameters for items using the Item Builder (Classic Items)

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Learn how to configure inventory and parameters for your items, including attaching existing parameters, creating new parameters, managing attached parameters, editing parameters, detaching parameters, using parameters with inventory control, and setting up parameters for a group activity.

New to the Item Builder? You can read the first article in this series for an introduction to the Item Builder.

 

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Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Inventory > Items > Add New/Edit Item > Attributes
  
  

What more do I need to use this feature?

• Admin or restricted permissions to View items, products, and assets and Manage items, products, and assets.
  
  

Which Checkfront version supports this feature - Classic Items, Classic Products or both?

• Your account must have access to classic items (Inventory > Items), a key feature of our Classic Items version of Checkfront. 

 

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The Attributes screen is where you configure the general availability of your item through Attributes such as Inventory, Parameters, Allocation, and Visibility.

 

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The following settings determine whether you have limits on your inventory numbers and, if so, what overall inventory number you have available for the item.

 

Are you searching for how to configure Product inventory instead? Learn more here: Introduction to products and product builder Introduction to assets and the asset builder

 

The base inventory count represents the total inventory you have for the item.

This number can be further allocated using Parameters if you have more complex needs, such as inventory and pricing based on age categories.

Alternatively, you can utilize more advanced configurations (e.g. aliased items or product groupings), for example, if you depend on Staff and equipment. 

 

Here are some examples from the most common verticals for businesses that use Checkfront. Further dependencies, such as Staff and equipment, are addressed with advanced configurations but are included below to add context and illustrate how they are configured separately from your base Inventory.

 

Vertical	Examples	Base Inventory	Representing	Further Dependencies (configured separately)
Tours	Walking Tours	10	Walkers	Tour Leads
Activities	Kayaking lessons	6	Kayakers	Kayaks, paddles and life jackets
Rentals	Bicycle rentals	50	Cyclists	Bicycles and helmets
Accommodations	Rental rooms	12	Guests	Rooms

 

If you do not have specific limitations on the availability of your item, click on the Unlimited Inventory button to turn ON this feature.

 

Turning ON Unlimited Inventory disables Inventory tracking and management of Inventory for this item via the Inventory Calendar.

 

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Are you searching for the equivalent of parameters for Products instead? Learn more here: Determining who your product is available to with guest types

 

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Parameters determine how your inventory is allocated and then priced. For example, you may offer tours or activities and need to sell spaces by age (Senior $25.00, Adult $30.00, Youth $15.00 and Child $10.00). Parameters make this happen!

• By default, you need a minimum of one required booking parameter.
• Each parameter has several settings that determine how the parameter behaves depending on how your business allocates and prices inventory. We describe this in more detail below.
• Items can share parameters. You don't have to duplicate parameters if they share the same configuration settings. This becomes clearer as you learn more about parameters, how they work with other features, and your offerings.
• You can attach an existing parameter, as we provide several default options, or you can create a new one! 

Let's start by looking at some existing default parameters.

 

Click on the button to Attach an existing Parameter to view our list of default Parameters. Any custom Parameters already created within your account are listed here, too.

 

You can select from the list of parameters and then attach them to your item.

The default parameters represent some commonly used options QTY, Adult, Child, Youth, Senior, and Guest.

• QTY and Guest are often used independently of other parameters, whereas some combination of Adult, Child, Youth, and Senior are presented as a group of options to select from.
• By default, these parameters are set with Controls Inventory enabled (ON) so that inventory is automatically deducted from the base inventory when Customers select matching options.  
• Defaults are also configured with Sets Pricing enabled (ON). Pricing is configured under the Pricing tab within the Item Builder- the next step in configuring or editing your item!
• Price Range is enabled by default (ON) for all default parameters except Qty, as this displays the price range to Customers when multiple price points are configured. (e.g. $15.00 Child - $30.00 Adult)
• Visibility is set to Everyone by default, meaning the option is visible to both Customers and Staff.

You can edit the parameters once you attach the parameter to your item. 

 

The full list of existing booking parameters can be viewed and edited within the Configuration tab of Setup under the Manage menu for those with the applicable permissions. Learn more here: Setting up your account configuration

 

To create a parameter, click on the + Create a Parameter button.

 

Configure parameter settings to suit your business needs. The options within the Create Parameter modal are described below. Click Save to add the new parameter to your attached list once configured.

 

Features
Name		Label to be displayed on your booking page, e.g. Adult. This is also what displays in reports.
Default Value		Default parameter quantity when making a booking. If you enter 3 here, the booking quantity is preset to 3 when a Customer goes to book the item.
Pricing		Enables a price for the parameter when creating or editing an item.
Range		If there are multiple price points for the item, show this value in a range (e.g. $99 Child – $189 Adult).
Controls Inventory		Determines if the parameter removes the selected value from the item's inventory or not. So, if 2 Adults are booked, your item's inventory is reduced by 2.
Required		If enabled, this ensures that a value from this parameter must be selected.
Visibility		Customers and Staff: The parameter is visible to both Customers and Staff members. Staff Only: The parameter is not visible in the public booking portals but can be seen by a Staff member when booking through the backend. Hidden to All: The parameter does not display to either the Customers or the Staff when making a booking. Instead, the default value is enforced behind the scenes. This is a very powerful option for Advanced Configurations for assigning Inventory automatically.

 

Once you create a new parameter, you can further modify the parameter from the list of attached parameters.

Some settings only impact the item in focus, while others have a global impact if other Items share the Parameter. See the description for each setting below.

 

Features
Controls Inventory		Any parameters listed under this subheader pull from configured inventory - whether limited or unlimited. One parameter that controls inventory is required. This is determined by a global setting. You can change this setting by editing the parameter and selecting controls inventory.
- Limited		If a base inventory number is specified, then that number is reflected in the subheader, e.g. 1. You can change this by editing the base inventory number.
- Unlimited		If the inventory is set to Unlimited inventory, then Unlimited is displayed. You can change this by toggling Unlimited Inventory to On or Off, as needed.
Doesn't Control Inventory		If the parameter is not configured to control inventory, then it is listed separately from those parameters that do control inventory. This is determined by a global setting. You can change this by editing the Parameter and selecting Controls Inventory.
Name		The name of the parameter and the value that displays to Customers and within reports. You can change this by editing the parameter and the name field. This is a global setting, meaning changing the name here changes it for any items that share this parameter. Booking Invoices for existing bookings retain the Parameter's name at the time of booking.
Shared		Indicates that inventory is Shared with any other Parameters listed under Controls Inventory. This is always true of any parameters for the item configured with controls inventory selected. They always pull from the same base inventory.
Visibility		This reflects the current value of the visibility setting of the parameter. Everyone (Customers and Staff), Staff Only or Hidden to All. This is a global setting, meaning changing the visibility here changes it for any items that share this parameter. Edit the parameter to change visibility.
Min per Booking		This field enables you to set the minimum required quantity for the parameter. For example, you could specify that there is a minimum of 1 Adult required for the booking. The Min per booking field is not a global setting, so it can be configured on a per-item basis. Directly input numbers to specify or edit these values. This setting is optional.
Max per Booking		This field enables you to set the maximum required quantity for the parameter. For example, you could limit the number of Guests to 10. The Max per booking field is not a global setting, so it can be configured on a per-item basis. Directly input numbers to specify or edit these values. This setting is optional.
Details		The Details column houses the option to edit the parameter or detach it by choosing that option from the drop-down.

 

 

Editing parameters warning When editing the parameter, consider whether you are changing a global setting. The changes you make to global settings impact how shared parameters display and behave. For example, changing the parameter's name changes the name for all items that share that parameter from the Customer Booking Page to reports. Booking Invoices do retain their original values as a snapshot in time of what was booked unless the Booking Invoice itself is edited. Ideally, you do all your edits to parameters before you accept any bookings.  Please reach out to Technical Support with your intentions before doing so mid-season to get some advice and avoid issues.

 

 

Detaching parameters warning You can add and remove parameters as needed, but ideally, you do this before you have accepted bookings.  Booking Invoices do retain their original values as a snapshot in time of what was booked unless the Booking Invoice itself is edited. If you detach a parameter, you can still report on previously associated bookings.  Please reach out to support@checkfront.com with your intentions before doing so mid-season to get some advice and avoid issues.

 

Remove Parameter Resist the urge to remove (Manage > Setup > Configurations > Booking Parameters) any parameters, as this does remove access to the associated data in reports and is permanent.

 

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