Inventory Calendar - New Experience: Introduction

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Locate: Calendar > Item/Product > Inventory Calendar > Item/Product tab
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.
• The Inventory Calendar is available to those using items (Inventory > Items), a feature of our classic version of Checkfront.
• Interested in using the Inventory Calendar with products (Inventory > Products)? Your account must be a member of our Early Access Program. 

 

Early Access Program The new product feature mentioned in this article is also currently part of our Early Access Program, which means it is available to select Customers to try out and provide us with feedback. To learn more about becoming part of our Early Access Program check out our related blog post or contact our Technical Support team. Find our complete set of help articles related to the Early Access Program here: Early Access Program.

 

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 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/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: Items Item Categories: Creating a New Item Category Items - Inventory Builder: Description Products [Early Access Program] Inventory - Product Categories: Creating a New Product Category

 

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: Inventory - Item Builder [Early Access Program] Inventory - Product 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 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.

 

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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/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: [Early Access Program] Product Builder: Availability
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 (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.

 

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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.

 

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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: [Early Access Program] Product Closures: Introduction.

 

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

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