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Locate: Calendar > Product/Item > Inventory Calendar > Items/Product tab
Prerequisites:
- Admin permissions or restricted permissions to View calendars and Change Daily Inventory Availability.
- Inventory configured within Checkfront.
- Our newest, refreshed version of the Inventory Calendar, 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.
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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). |
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Classic ---> Legacy (2020) ---> Newest version (2022) This inventory calendar replaces the classic and legacy versions. The rollout of this new calendar to new trials begins on August 16, 2022. Existing Customers can voluntarily opt-in as of this date via the banner at the top of the calendar. Please reach out to Customer Support with any questions or concerns. |
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How do I know which version of the Inventory Calendar is enabled for my account?
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In this article, we review the information and actions available for each item/product, day, and interval within the Item/Product tab of the Inventory Calendar.
Are you new to our refreshed version of the Inventory Calendar? Then, be sure to read the first article in this series Introduction to the Inventory Calendar (Item/Product tab).
Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the extensive features of the Item/Product tab of the Inventory Calendar.
Overview
Back to topClick on any cell within the Inventory Calendar that has inventory and a side panel opens. 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 |
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The date/time interval in focus. This is the day you opened from the Inventory Calendar, for example, 07/31/22. |
Item/Product 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. |
Allocation Type |
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The allocation type for the item/product in focus - Per Day/All Day, Per Night/Nightly, Per Time/Flex Time, or Timeslots.
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Number of bookings vs number booked |
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The number of bookings vs. the number booked (people, spots, inventory) for the period in focus. |
New Booking |
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You can create a new booking at any time from the side panel by clicking on the New Booking button. |
Working with inventory based on simple, fixed inventory numbers
Back to topThe Inventory tab displays first with options to adjust inventory, and add a note for the Activity Log.
Features | More Info | |
Total | ![]() |
The total reflects the total inventory, available plus booked, for the interval in focus. This number is displayed for reference purposes only. The total dynamically updates if... 1. The item/product's base inventory configuration is increased or decreased.
2. The quantity of available inventory is adjusted for the inventory and interval in focus. |
Booked | ![]() |
The quantity of inventory booked. This number is displayed for reference purposes only. The number dynamically updates as you receive new bookings, or as bookings are cancelled for the inventory and interval in focus. |
Availabile | ![]() |
The quantity of inventory available to be booked, considering existing bookings and the overall total. You can adjust, reduce (-) or increase (+) quantity available for the inventory and interval in focus.
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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 or within the Activity Log report. |
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Adjustments within the side panel only adjust the availability for the selected inventory and interval. If you need to adjust the overall base availability for inventory across all intervals, then this is done by editing the item/product:
Learn more here: |
Working with inventory based on assets (products only)
Back to topFor those using products, you may have products based on assets, in which case, the inventory tab displays the assets associated with the product.
Features | More Info | |
Total | ![]() |
The total reflects the total inventory, available plus booked, for the interval in focus based on the primary assets associated with the product. This number is displayed for reference purposes only. The total dynamically updates if the quantity of available inventory is adjusted for the primary assets associated with the interval in focus. You can increase the availability of assets from Asset Index, if need be.
Click on the option to Increase availability of resource on asset index to access the configuration page. |
Booked | ![]() |
The quantity of primary assets booked. This number is displayed for reference purposes only when the product is associated with assets. The number dynamically updates as you receive new bookings, or as bookings are cancelled for the inventory and interval in focus. |
(Total) Availabile | ![]() |
The total quantity available to be booked considering the quantity and capacity of primary assets booked and the quantity and capacity of primary assets configured for that interval. NOTE: Where assets are configured with a capacity greater than 1, the number available represents the total number available:
Click on the option to Increase availability of resource on asset index to access the configuration page and configure the base numbers for your assets. |
Available (Primary Assets) | ![]() |
The quantity of the primary asset in focus, available to be booked, considering existing bookings and the configured quantity for the asset. NOTE: Where assets are configured with a capacity greater than 1, the number available represents the total number available:
You can adjust, reduce (-) or increase (+) quantity available for the inventory and interval in focus, as long it is not greater than the quantity configured for the interval and the quantity of primary assets consumed by existing bookings. |
Available (Secondary Assets) | ![]() |
The available quantity of the secondary assets associated with the product and interval in focus. NOTE: Where assets are configured with a capacity greater than 1, the number available represents the total number available:
You can adjust, reduce (-) or increase (+) quantity available for the inventory and interval in focus, as long it is not greater than the quantity configured for the interval and the quantity of secondary assets consumed by existing bookings. |
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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Only adjustments made to primary assets are reflected in the Inventory Calendar grid. |
Working with associated bookings
Back to topThe Bookings tab lists any bookings associated with the inventory and interval in focus. The following information is displayed for each booking.
Booking Details | More Info | |
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. |
Booker |
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This is the name of the person who submitted the booking.
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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 |
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) |
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. |
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 refreshes 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. |
Adjustments flagged
Back to topOnce 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 Products at this time. |
Reviewing the activity log
Back to topOnce you save an adjustment, the associated note is logged in the Activity Log. The following information is available.
Features | ||
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. |
Log Entry |
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A log entry displays for every adjustment saved. Log entries include:
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In the next article in this series, we look at bulk editing inventory.
< Navigating and filtering the Inventory Calendar | Bulk editing the Inventory Calendar >