Adjusting inventory, accessing bookings and viewing the activity logs from 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 to 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).

Are you new to the Inventory Calendar, the Legacy version? Then be sure to read the first article in this series Introduction to the Inventory Calendar (Legacy).

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

Side Panel

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
Date in focus		The date in focus. This is the day you opened from the Inventory Calendar, for example, 01/01/21.
Interval		The interval in focus. This is the interval you selected within the Inventory Calendar, for example, 08:00 -11:00 AM.
Item Name		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.
New Booking		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

Inventory Tab Side Panel

The Inventory tab displays first with options to adjust Inventory with a note for the Activity Log or initiate a New Booking.

Features
Quantity (Base Availability)		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. Item: Inventory > Items> Edit Item - Attributes > Inventory Product: Inventory > Products > Edit Product > Inventory >
Allocation Type		This communicates the item's Allocation type (per Day, per Night, per Time, or Timeslots). *This information does not display for Products.*
(Adjust to #) Available		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.
Activity Log		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.

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

Item: Inventory > Items> Edit Item - Attributes > Inventory
Product: Inventory > Products > Edit Product > Inventory > Inventory Type=Simple

Learn more here:

--Adjustment Examples

Adjustment Elements

Here are some examples of the various adjustment scenarios.

Value	Base Availability (Quantity)	Adjust to # Available	Taking into consideration...	Inventory Consumed by Bookings	=	Actual # Available
Reduce Inventory - No Existing Bookings	30	20	->	0	=	20
Reduce Inventory with Existing Bookings	30	20	->	2	=	18
Reduce Inventory to Zero without Existing Bookings	30	0	->	0	=	0
Reduce Inventory to Zero with Existing Bookings	30	0	->	2	=	-2
Increase Inventory - No existing Bookings	30	40	->	0	=	40
Increase Inventory - with existing Bookings	30	40	->	2	=	38

--Adjustments Flagged

Inventory Calendar Adjustments

Once you adjust inventory, the corresponding cell within the calendar is flagged, so that adjusted inventory is easy to spot!

Myallocator Integrations

Manual adjustments to numbers in the Inventory Calendar trigger updates to myallocator, including for aliased items.

Myallocator is not supported with Products at this time.

- Inventory Tab: Inventory (Products) Based on Assets

Inventory Tab Basedon Assets

For those using products, you may have products based on assets, in which case, the inventory tab displays the assets associated with the product.

The number booked is actually the number assigned.
Only adjustments made to the Primary Asset pool are reflected in the Inventory calendar grid.

- Bookings Tab

Bookings Tab

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. Bookers name Booking Code/ID Phone Number Email Item/Product names (keywords)
Booking Code		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.
Items booked		This is a list of the item(s)/product(s) within the associated booking.
Booker		This is the name of the person who submitted the booking.
Booker Email		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.
Booking Start and End Date/time		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.
Booking Payment		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)
Booking Status		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.
Check-in and Check-out		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

Activity Log

Once you save an adjustment, the associated note is logged in the Activity Log. The following information is available.

Features
Activity Log Report		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.
Log Entry		A log entry displays for every adjustment saved. Log entries include: Summary of the change, for example: Quantity adjusted from 30 to 6. Note added, for example: Adjusted down to 6 to meet new health requirements. Name of account that made the adjustment, for example: Dev Account Date and Time Stamp, for example: 09/28/20 08:58 AM