Item Events: Creating an Item Event

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Locate: Inventory > Item Events
Prerequisites:

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

New to Checkfront - Products ✨ Products (Inventory > Products) is the successor feature to Items (Inventory > Items) and is available in our newest version of Checkfront. Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information. Discover more product-related help articles here: Products (New).

Creating An Item Event

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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:

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, then 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 are typically used to override seasonal pricing, for example, to set 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 would like to set a new fixed price for the event.

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

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

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, then remember to include the minus (-) sign. You can make adjustments based on a percentage of the total, or a fixed amount.

It is important to note that dynamic pricing adjusts the price 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: A 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, then 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 is going to go down by 10% once there are only 5 spots left. At 2 spots left, the base price is reduced by 15% and that increases to 20% once the inventory is down to one seat. To add more pricing thresholds, click on the blue Additional Threshold button.

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

One thing to bear in mind is 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 that is 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 labeled 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 not available for selection if you have chosen Always as your item event recurrence.

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

Click on the + Add Specific Timeslots button and check off all the timeslots for which 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. By combining rule sets with Item Events, you can create powerful inventory adjustments, 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, then select it here.

To do so, uncheck All Items and Categories. This opens up a menu of all your available items. Simply 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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