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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 to 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.
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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!
In this article, we review the information and actions available for each item/product, day, and interval within the Inventory Calendar.
Adjust Inventory, Access Bookings, and View Activity Log
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Click on any cell within the Inventory Calendar that has inventory and a side panel will open. The side panel contains three tabs - Inventory, Bookings, and Activity Log.
The following information and actions are displayed at the top of the side panel to help you understand the context of the page.
| Features | ||
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Date in focus |
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The date in focus. This is the day you opened from the Inventory Calendar, for example, 01/01/21. |
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Interval |
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The interval in focus. This is the interval you selected within the Inventory Calendar, for example, 08:00 -11:00 AM. |
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Item Name |
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The name of the item/product in focus. You are viewing inventory information for this item/product, for example, Walking Tour with a Taste of London. |
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New Booking |
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You can initiate a New Booking at any time from the side panel and New Booking button. |
- Inventory Tab: Item or Product Based on Simple, Fixed Inventory Numbers
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The Inventory tab displays first with options to adjust Inventory with a note for the Activity Log or initiate a New Booking.
| Features | ||
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Quantity (Base Availability) |
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Quantity is the Base Availability for that item/product, day, and interval. This number is displayed for reference purposes and can only be changed if the item or product's base inventory configuration is updated.
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Allocation Type |
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This communicates the item's Allocation type (per Day, per Night, per Time, or Timeslots). This information does not display for Early Access Program: Products. |
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(Adjust to #) Available |
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This allows you to adjust availability for the item/product, day, and interval in focus. You can reduce (-) or increase (+) the quantity of inventory Available. The number displayed in the side panel is the number before inventory consumed by bookings is taken into consideration. See the Adjustment Examples below. |
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Activity Log |
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A note is required anytime you make an adjustment to inventory, such as the reason you are adjusting the inventory. Historical notes can be viewed under the Activity Log tab. |
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Adjustments within the side panel only adjust availability for the selected item/product, day, and interval. If you need to adjust the overall Base Availability for an item/product across all days and intervals, then this is done by editing the item/product
Learn more here: |
--Adjustment Examples
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Here are some examples of the various adjustment scenarios.
| Value | Base Availability (Quantity) | Adjust to # Available | Taking into consideration... |
Inventory Consumed by Bookings |
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Actual # Available |
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Reduce Inventory - No Existing Bookings |
30 | 20 | -> | 0 | = | 20 |
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Reduce Inventory with Existing Bookings |
30 | 20 | -> | 2 | = | 18 |
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Reduce Inventory to Zero without Existing Bookings |
30 | 0 | -> | 0 | = | 0 |
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Reduce Inventory to Zero with Existing Bookings |
30 | 0 | -> | 2 | = | -2 |
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Increase Inventory - No existing Bookings |
30 | 40 | -> | 0 | = | 40 |
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Increase Inventory - with existing Bookings |
30 | 40 | -> | 2 | = | 38 |
--Adjustments Flagged
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Once you adjust inventory, the corresponding cell within the calendar is flagged, so that adjusted inventory is easy to spot!
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Myallocator IntegrationsManual adjustments to numbers in the Inventory Calendar trigger updates to myallocator, including for aliased items. Myallocator is not supported with Early Access Program Products at this time. |
- Inventory Tab: Inventory (Products) Based on Assets
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For those using products as part of our Early Access Program, you may have products based on assets, in which case, the inventory tab displays the assets associated with the product.
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- Bookings Tab
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The Bookings tab lists any bookings associated with the inventory in focus. The following information displays for each booking.
| Booking Details | ||
| Open Daily Manifest |  |
Click on this icon to open the Daily Manifest in a separate tab for the date in focus. |
| Search |  |
Do you have a large number of bookings for the day in focus? You can search for specific bookings using the following information.
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Booking Code |
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The Booking Code associated with the Booking. Click on the Booking Code to access the related Booking Invoice in a new tab. Learn more about the Booking Invoice and Booking Details contained within, here.
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Items booked |
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This is a list of the item(s)/product(s) within the associated booking. |
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Booker |
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This is the name of the person who submitted the booking.
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Booker Email |
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This is the email address of the person who submitted the booking. Clicking on the email address initiates a new email message within the email application configured for use with your computer. You can also copy and paste the email address into your desired application. |
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Booking Start and End Date/time |
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This is the Start Date and End Date of the first item in the booking. Start and end times are included for per Time/Flextime and Timeslot Allocations. |
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Booking Payment |
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This is the Payment made towards the booking. The amount Due will display in brackets next to the Payment amount, if any amount is still owing, for example: Payment: $0.00 (Due: $109.78) |
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Booking Status |
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This is the current status of the booking. You can change the status of the booking using the drop-down menu. Learn more about Booking Statuses here. |
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Check-in and Check-out |
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Check-in or Check-out your Guests associated with the booking. This applies to the high-level booking and any associated Guests if using Guest Forms. Once the booking is checked out, the option displays to Reset Check-in. Once Reset Check-in is clicked, the button reverts to Check-in. The Check In and Check Out status is subsequently changed system-wide and Check In and Check Out information is cleared from other reports, such as the Booking Daily List. This is helpful if you Check-out a booking in error. Once clicked, the button reverts to Check-in. |
- Activity Log
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Once you save an adjustment, the associated note is logged in the Activity Log. The following information is available.
| Features | ||
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Activity Log Report |
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Click on the Activity Log Report option to open the Account Activity report in a separate browser tab. Learn more about the Account Activity report here. |
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Log Entry |
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A log entry displays for every adjustment saved. Log entries include:
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