Managing inventory from the Inventory Calendar (Item/Product tab)

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.

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).

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.

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 newest version, your calendar looks like the screenshots in this series of articles!

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

Inventory Tab

Click 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		The date/time interval in focus. This is the day you opened from the Inventory Calendar, for example, 07/31/22.
Item/Product 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.
Allocation Type		The allocation type for the item/product in focus - Per Day/All Day, Per Night/Nightly, Per Time/Flex Time, or Timeslots.
Number of bookings vs number booked		The number of bookings vs. the number booked (people, spots, inventory) for the period in focus.
New Booking		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

Simple Inventory

The 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. Item: Inventory > Items> Edit Item - Attributes > Inventory Product: Inventory > Products > Edit Product > Inventory 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.
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 or within the Activity Log report.

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:

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

Learn more here:

Working with inventory based on assets (products only)

Inventory with 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.

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. Inventory > Assets > Edit Asset > Edit Quantity 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: Quantity x Capacity = Available 5 buses x 20 seats = 100 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: Quantity x Capacity = Available 5 buses x 20 seats = 100 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: Quantity x Capacity = Available 5 buses x 20 seats = 100 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		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.

Only adjustments made to primary assets are reflected in the Inventory Calendar grid.

Working with associated bookings

Bookings Tab

The 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. 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.
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 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

Adjusted Inventory Flagged

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.

Reviewing the activity log

Activity Log Tab

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: Adjusted from 30 to 6. Note added, for example: Adjusted down to 6 to meet new health requirements. [User name] Name of account that made the adjustment, for example: Dev Account Date and Time Stamp, for example: 09/28/20 08:58 AM Name of asset updated if you are using assets with products.