Inventory Calendar - Classic: Adjusting Available Inventory

Classic ---> Newest version (2022) These instructions refer to our classic version of the Inventory Calendar. This version will gradually be retired after March 30, 2023. Please reach out to Customer Support with any questions or concerns. Learn more about our newest version here: Introduction to the inventory calendar

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, your calendar looks like the screenshots in this series of articles.

Adjusting Available Inventory

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If you have inventory editing privileges, you can adjust the amount of stock remaining on a particular Item. Click on a day in the inventory calendar to open the edit window.

 

You can increase or decrease the stock remaining for the given day. Make your adjustments in the Stock Remaining field and click Save. Setting the quantity to 0 will sell out bookings for this Item on the day selected.

You can also add a note to remind yourself or let other Staff members know why the change was made. The Staff member's name and date/time of change will be recorded along with the note.

The Base Inventory number shown in the first row represents the highest number available in any item's intervals for the specified dates. As you can see in the Per Timeslot example above, the first cell shows an inventory of 15 for the Mountain Bike Adventure. The 09:00-12:00 timeslot has only 9 spots available, but the other two timeslots have 15, so the first cell for the Item shows a value of 15 as its Base Inventory.

In the second column, all timeslots have 12 available. Therefore, since 12 is the highest value across the timeslots, 12 is displayed as the Base Inventory for the Item that day.

Inventory updates for each timeslot as the bookings come in. If you want to manually adjust the inventory for ALL timeslots at the same time, click on the Base Inventory number for the specific Item and date.

Clicking on the Base Inventory number brings up the edit window and a list of timeslots with a checkbox by each. You can uncheck any timeslots you don't wish to update and then adjust the stock in the field below.

When you click Save, any checked timeslots update as per the Adjust Stock By field. 

Cells with a small triangle in the top right corner depict an Item that has had the inventory manually adjusted for that particular day.

It's also possible to begin a new internal booking from this edit window. Click on the New Booking link to open up the reservation screen and get started.

Inventory with an Availability of Per Hour (or Minutes) can be configured to have a Fixed Length of time, for example, 2 hours (Inventory > Items > Edit Item > Attributes > Allocation > Per Hour > Fixed Length).

For Items with Fixed Lengths, the Inventory Calendar only displays the Start Time for the interval, not the full-time range, for example, 09:00-11:00.

The inventory number displayed also takes into consideration inventory restrictions due to overlapping sessions.

For example, if you have 2-hour sessions starting every hour and manually reduce inventory for the first hour of a two-hour session (12:00 - 2:00), then the inventory is also reduced for any sessions that overlap that hour (11:00 - 1:00).

While we work to improve the display of Fixed Length inventory, an alternative configuration would be to create an additional item without a Fixed Length and alias it to the original item with the Fixed Length. The aliased item could then be used for inventory adjustments. Learn more about aliasing here.

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