Creating an Item Event (Classic Items)

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Learn how to create an Item Event, including setting the status, type, name, price, recurrence, dates, times, rules, and applying to inventory.

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

 

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Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Inventory > Item Events
  
  

What more do I need to use this feature?

• Admin or restricted permissions to View events and rules and Manage events and rules.
  
  

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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Before creating Item Events, make sure you have created some inventory items and have their base price-point set. Item Events are accessed via Inventory > Item Events in your main menu bar.

To create a new Item Event, use the + New Item Event button from the Item Events home screen. Item Events can be configured differently, depending on the type, including the following:

 

The system applies Item Events in ascending ID order (lowest to highest). Seasonal events apply first and then Special events apply on top of Seasonal events. Item Event IDs (Inventory > Item Events > ID), cannot be manually edited. If prices are not calculated as expected, this may require recreating events so that an ascending order applies. Please reach out to Technical Support if you need help making sure Item Events are in the correct order.

 

 

 

You can apply a new status to your inventory based on this event. If the default status of an item (set in the inventory) is Unavailable, creating a new event with the status of Available brings the specified inventory online for the date(s) specified in the event.

Likewise, setting the event status to Unavailable removes items from your inventory (note this setting removes several of the following options from the event setup). 

 

 

 

• Seasonal: Generally used to set pricing or availability based on the time of year (e.g.: peak, low, closed). Seasonal Item Events should not overlap one another. Seasonal events, enforce rules and availability to items. 

• Special: Float on top of seasonal Item Events. These typically override seasonal pricing, such as setting a long weekend special. Special events do not enforce rules or availability. They only apply if the rules are met. 

 

 

 

This is the name of your event. When used to set pricing, it displays on the Customer invoice, so give it a name that makes sense to your Customers (e.g.: Shoulder Season).  

 

 

 

• Base price: Does not modify item prices.

 

 

• Create new price point: Use if you want to set a new fixed price for the event.

 

 

 

 

This sets a new price point within your item, edited in the item's Pricing tab.  

 

 

 

• Dynamic: A dynamic price allows you to adjust the pricing of your inventory by varying amounts.

For example, you can increase the price by 25% for a specific date or decrease the price by 25% instead. If you decrease the price, include the minus (-) sign. You can adjust based on a percentage of the total or a fixed amount.

It is important to note that dynamic pricing adjusts based on your current event price, not necessarily the base rate. This means that if you have a seasonal price adjustment in effect, then the dynamic price uses this, not your base price.

 

 

 

• Yield: yield price allows you to adjust the pricing of your inventory based on availability.

For example, if you have 10 seats on a bus and they are all available, you may wish to charge the item base price as normal. However, as the seats start to sell, you may wish to either increase or decrease the price of the seats based on the availability left.  

 

 

 

 

In the example above, the price will decrease by 10% once there are only 5 spots left. With 2 spots left, the base price is reduced by 15%, increasing to 20% once the inventory is down to one seat. To add more pricing thresholds, click on the blue additional threshold buttons.

 

 

 

To remove a threshold, click the Trash can   button to its right.

 

 

 

 

Remember that each price change is based on the base price and is not accumulative. So...

• If the base price is $10 with a threshold of 3 and a discount of -10%, then the price is $9 ($10-10%)

• If the base price is $10 with a threshold of 2 and a discount of -20%, then the price is $8 ($10-20%)

• If the base price is $10 with a threshold of 1 and a discount of -50%, then the price is $5 ($10-50%)

 

 

Use the dropdown menu to make your selection.  

 

 

 

• One time event: A one-off event only active for the dates defined.
• Weekly: A recurring event based on the day of the week, active for the dates defined.

 

 

 

• Always: A permanent event that is not defined by date.  

Start and end date of this event. You can remove the end date if not required.

In the dates section, a checkbox labelled Force item length to the above start and end dates displays. If selected, then this means that all bookings on items attached to the event must begin and end on the dates you have chosen.

 

 

 

 

The Date fields are unavailable for selection if you have chosen Always as your item event recurrence.

   

If any items included in the event are configured with timeslots, they are posted here in the drop-down menu.  

 

 

 

 

Click on the + Add Specific timeslots   button and check off all the timeslots you wish the event to be applied to.

 

 

 

 

You can select all timeslots, deselect all timeslots, or remove times using the buttons provided.  

Attach a rule set to this event. Combining rule sets with Item Events allows you to create powerful inventory adjustments and specials and enforce booking policies.  

 

 

 

By default, Item Events are applied globally to all items in your inventory. If you only need to apply the event to a certain category or item, select it here.

To do so, uncheck All Items and Categories. This opens up a menu of all your available items. Check the items you wish to use.

 

 

 

 

You can quickly close off a specific date or small series of dates, plus adjust inventory in your Inventory Calendar.

 

 

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< Introduction to Item Events     |     Sorting Item Events by status >

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