Inventory Calendar - New Experience: Introduction

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Plan Availability: ✓ Soho | ✓ Pro | ✓ Plus | ✓ Enterprise | ✓ Flex |
Locate: Calendar > Inventory
Early Access: Optional early access is now available to all accounts! Available permanently for all new accounts created after December 1, 2020. Learn how to enable early access here.
Prerequisites: 

• Admin permissions or restricted permissions View Calendars and Change Daily Inventory Availability.
• Inventory configured within Checkfront.

Be sure to read our overview of the New Inventory Calendar Experience, before starting!

This article is an introduction to the new Inventory Calendar experience, 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.

 

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

In this article, we will 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: Getting Started with Reporting: Overview Getting Started with Reporting: FAQ

 

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Inventory is organized and presented as follows.

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. Category weighting (Manage > Categories > Weight) is honoured first, and Item weighting (Edit Item > Description > Sort Order) within those Categories second.

 

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.

 

The order in which the category displays is determined by the display Weight configured within Categories (Inventory > Categories). Learn more here: Item Categories: Creating a New Item Category Items - Inventory Builder: Description

 

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 will also be adjusted in the parent (Adventure Week). As such, the parent's total cannot be manually adjusted and will remain greyed out.

Simple Items, items configured as Package Add-ons, or those that Alias To another item are listed independently under their configured category.

To learn more about configuring items, please see the following series of articles: Items - Inventory Builder

 

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.

 

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

Inventory Data		More Info
Base Availability		The Base Availability of the item can be found beside the item name. This communicates the quantity of inventory configured for the item (Inventory > Items > Edit Item - Attributes > Inventory).
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.
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.

 

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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 availability is not yet configured. Items have closure events. Items are not set up for that day 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.
Unlimited Inventory		Intervals for items with Unlimited Inventory display an infinity icon (∞) for all internals and the Base Inventory.

 

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

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

 

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

 

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  < New Inventory Calendar Experience |  Inventory Calendar: Navigation and Filters >

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