Adding asset pools and assets

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Learn how to create an asset pool with assets, including naming your asset pool, selecting categories, and choosing the quantity and capacity.

New to the Asset Builder? Read the first article in this series for an introduction to the Product feature.

 

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Which plans include this feature?

Legacy:  Soho, Pro, Plus, Enterprise, Flex
New:  Starter, Growth (Subscription), Growth (Per Booking), Managed
→ Learn more about our new plans or how to change your plan.

Where can I find this feature using the top menu?

Inventory > Assets > Assets tab > Add Asset (Pool with Assets)

What prerequisites are there?

• Admin permissions to manage inventory or restricted permissions to View products and assets and Manage products and assets.
  
  

Which Checkfront version supports this feature - classic, new or both?

• Your account must have access to products (Inventory > Products), a key feature of our new version of Checkfront. This feature is not available for use with items (Inventory > Items) in our classic version. → Learn more about products. 
   

 

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In this article, we instruct you on how to add an asset pool with assets including...

• Naming your asset pool
• Creating and selecting asset categories
• Specifying the quantity and capacity of assets and any maintenance time required

  

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The Create Assets modal allows you to add a new pool of assets. In the process of adding an asset pool, one or more assets are created. The number of assets added is the quantity specified. 

 

You can create assets from the Assets list or the Product Builder: Inventory tab as described here: Establishing inventory on products

 

Let's review each component of this modal together...

 

Specify the Name of your asset pool, for example, Mountain Bikes, Single Kayaks, Kayak Paddles - 200cm, or Life Jackets - Small. This name is applied to all assets in the pool but can be changed once saved.

  

Select the Asset category for the asset pool. 

Asset categories (e.g. Bikes, Buses, Kayaks, Kayak Paddles, Life Jackets) allow you to generally classify your asset pools (e.g. Mountain Bikes, Shuttle Buses, Single Kayaks, Kayak Paddles - 200cm, or Life Jackets - Small), which helps to organize your assets and minimize the complexity of applying assets to products. You may need to create your first asset category in adding your asset pool, as described below.

 

Manage your asset categories centrally with the Categories list (Inventory > Categories > Assets). Learn more here... Inventory - Asset Categories: Introduction

 

Type the asset category name into the Asset Category field provided, and the option to Click Here or hit Enter to Create "{your asset category}" appears. Click on that option or hit enter on your keyboard, and the asset category and name are saved. Once saved, the name of your new asset category has been added to the list of those available to select from.

 

Specify the number of assets included in this asset pool, for example, 10 Mountain Bikes, 5 Single Kayaks, 4 Shuttle Buses, 25 Kayak Paddles - 200cm, or 25 Life Jackets - Small.

Products can then be configured based on the quantity of assets available so that they are priced per asset and private to each booking. 

For example, a Guest can book one single kayak for private use. 

 

The maximum quantity for an asset pool is 10,000.

Specify the capacity of an asset in the asset pool. This represents the total capacity of the assets, considering how many seats or spaces the asset can support.

Assets with a capacity of greater than one can support more than one Guest booking, for example, Shuttle Buses (10), as opposed to single-rider Mountain Bikes (1).

Products can then be configured based on the capacity of each asset so that they are priced per seat, and the assets are shared across bookings.

For example, a shuttle bus has a total capacity of 15 people. Fifteen people can each book a seat on the bus for a wine tour.

 

Warning You cannot change the capacity of an asset pool after the new asset pool is saved.

 

Total asset availability based on quantity of assets multiplied by the capacity of each asset within the asset pool, for example...

 

	Quantity x	Capacity =	Total
Mountain Bikes	10	1	10
Single Kayaks	5	1	10
Shuttle Buses	4	10	40
Kayak Paddles - 200cm	25	1	25

 

This number is calculated based on the Quantity and Capacity fields, so the Total is read-only.

 

Allow for a time at the beginning and end of each booking for maintenance of the asset, for example, if you need to inflate bike tires, rinse out kayaks, service buses, or sanitize life jackets.

1. Select the setting Enable Maintenance Time. This enables time controls.
2. Specify the number of Hours and/or Minutes that you need.
3. Click Save to apply your changes.

 

 

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< Introduction to asset and the asset builder | Managing asset pools and assets >

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