Introduction to the Inventory Calendar (Legacy)

Classic ---> Legacy (2020) ---> Newest version (2022)

These instructions refer to our legacy version of the Inventory Calendar, which is being gradually phased out, starting August 16, 2022.

Existing Customers can voluntarily opt-in to the newest version of the calendar as of this date, via the banner at the top of the calendar. Please reach out to Customer Support with any questions or concerns.

Learn more about our newest version, here:

Introduction to the Inventory Calendar (Item/Product tab)

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.
For those on older versions, a banner displays at the top of your calendar inviting you to check out the newest version.
For those on the legacy version, your calendar looks like the screenshots in this series of articles!

Admin permissions or restricted permissions View Calendars and Change Daily Inventory Availability.
Inventory configured within Checkfront.
The Inventory Calendar, the Legacy version works with both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using products (Inventory > Products), a key feature of our newest version of Checkfront.

New to Checkfront - Products ✨

Products (Inventory > Products) is the successor feature to (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).

This article is an introduction to the Inventory Calendar, the Legacy version, where we cover how inventory is organized and displayed.

Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the full management capability of the Inventory Calendar.

Overview

New Inventory Calendar Experience

The Inventory Calendar provides a complete, visual overview of availability and the functionality to manage that inventory.

In this article, we cover how inventory is organized and displayed within the calendar.

You can learn more about how to navigate and filter the calendar and adjust inventory through the new side panel in the next articles in this series.

Learn more about your reporting options here:

Organization of Inventory

Inventory is organized and presented as follows.

- Inventory by Category, then Item/Product

Inventory by Category

By default, your Inventory Calendar displays data starting today for a period of 6 weeks.

Inventory data is then presented by day, organized by category and then item/product.

Category weighting (Manage > Categories > Weight) is honoured first, and then item weighting (Edit Item > Description > Sort Order) within those categories second. Sort order for products is not available at this time.

Remember the higher the category weight or item sort order, the higher the category or item displays.

For example, a category with a weight of 10 displays higher than a weight of 1.

Sort order for products is not available at this time.

The order in which the category displays is determined by the display Weight configured within Categories (Inventory > Categories).

Learn more here:

- Product Groupings: Child Items Nested Under Parent Items

Nested Package

For items configured as product groupings, the child item displays indented directly under the parent item. There can be multiple child items displayed depending on your inventory configuration. The parent item cannot be manually adjusted as inventory is controlled by the child items. As adjustments are made to their inventories, the total is adjusted in the parent (Adventure Week). As such, the parent's total cannot be manually adjusted and remains greyed out. Product groupings are for products are not supported at this time.

Simple items, items configured as package add-ons, or those that alias to another item are listed independently under their configured category.

Product upsells are also listed independently under their configured category.

To learn more about configuring items or products, please see the following series of articles:

The Inventory Calendar excludes items that are not date-based inventory:

Items with the Date Based Inventory Control disabled (OFF).
Items created as Gift Certificates.

Inventory Data

The following inventory and booking data are displayed for each timeslot.

Inventory Data		More Info
Base Availability		The base availability of the item can be found beside the item/product name. This communicates the quantity of inventory configured for the item (Inventory > Items > Edit Item - Attributes > Inventory). This label does not display for products, but the base availability can also be found within each date cell (e.g. 26/30), as described below.
Available Inventory vs. Base Availability		Base availability is also displayed alongside the available inventory count within each timeslot for the day in focus. This allows you to understand at a glance how much inventory was available at the start of the day versus what is remaining. The base availability number is displayed for reference purposes and can only be changed if the item's inventory configuration is updated for the item (Inventory > Item > Edit Item - Attributes > Inventory) or product (Inventory > Product > Edit Product > Inventory). This number reflects the Base Inventory for your primary assets if using products with inventory based on assets.
Number of Bookings		The number of bookings for the timeslot is displayed below the available inventory and base availability counts. How much inventory a booking consumes depends on how your inventory is configured. One booking could reduce your inventory by one or more. For example, if you offered a couples walking tour of London, then each booking would reduce inventory by a quantity of 2, assuming each couple booked separately.

Availability Display

Availability is communicated through colour-coded text.

Inventory Data		More Info
50% or more availability		Inventory numbers displayed in blue font indicate availability of 50% or more.
Less than 50% availability		Inventory numbers displayed in yellow font indicate availability of less than 50%. This includes inventory that has been adjusted below zero inventory - essentially resulting in an overbooking. (e.g. -1/30)
Sold Out		Inventory numbers displayed in red font indicates that the inventory is sold out or has been adjusted to zero inventory availability for that time slot.
No availability configured for this time		Days, where Inventory is not available, are greyed out and no Inventory adjustments can be made. This includes where... Item/product availability is not yet configured. Items/products are not set up for that day Items have closure events. (see the next row for a description of product closure behaviour). Note, if the configuration is incomplete, where the item is unavailable by default with no item event associated to make it available, then the cell would appear greyed out, as well.
Product Closure Events		Days listed for products with associated full closure events display as closed. Learn more here: Determining availability on products
Unlimited Inventory		Intervals for items with Unlimited Inventory display an infinity icon (∞) for all internals and the Base Inventory.

Allocation Display

Inventory allocation is clearly indicated in the first column for each item.

Inventory Data		More Info
Timeslots		If Allocation is by Timeslots (items and products), then a row displays for each Timeslot configured for that item/product, for example, 08:00 AM - 11:00 AM.
Per Day/All Day		If Allocation is Per Day (items) or All Day (products) then the row is labelled as Per Day along with a sun icon (☀) as a visual indicator.
Per Night/Nightly		If Allocation is Per Night (items) or Nightly (products) then the row is labelled as Per Night along with a moon icon (☾) as a visual indicator.
Per Time/Flex Time		If Allocation is per hour, 30 minutes, 20 minutes, 15 minutes, 10 minutes, or 5 minutes then the corresponding time periods are displayed.

No Item/Product Availability

No Item Availablity

If there is no configured inventory for the selected period and criteria in focus, then the No Item/Product Availability message displays. Simply adjust your filters or click on Manage Items/Products to review and manage your configurations.

Product Closures

The Inventory Calendar view provides easy access to close your products with the +Product Closure button located at the top right of the screen next to the New Booking button. Product closures allow you to close off availability to your product for select dates and days. You can also apply the closures to select categories or products.

Do you want to learn more about how to set up a Product Closure? If so, then you can visit our article series at:

Inventory - Products: Introduction to product closures

| Navigating and filtering the Inventory Calendar >

Articles in this section