The Inventory page is where you manage every item in your group beyond bookings and gift cards: merchandise, add-ons, food and drinks, swag, anything physical or digital. Items are organized into categories. Each item carries a Where can this be sold? setting with two independent switches that decide whether customers can buy it on the booking site, staff can add it to a transaction, both, or neither (the last option is for tracking props or supplies in inventory without ever offering them for sale). Items can also be marked as add-ons for specific experiences.
Getting started
Navigate to Purchases > Inventory from the sidebar. The page opens on the Items tab.
How it works
The page splits into two tabs.
| Tab | What you do |
|---|---|
| Items | Create and manage every individual item: name, image, price, stock, purchase limits, sellability switches, add-on configuration |
| Item Categories | Create and manage the categories that group items together |
Items have to be assigned to a category (the dropdown is required on the create form), so set up at least one category before creating items if you're starting from scratch.
Step-by-step guide
Create an item category
Switch to the Item Categories tab and click Add new item category at the top right. The category modal opens.
| Field | Required | Notes |
|---|---|---|
| Category name | Yes | E.g., "Merchandise", "Food and drinks", "Upgrades" |
| Description | No | Internal description |
Click Save to commit, Cancel to discard.
Create an item
Switch to the Items tab and click Add new item at the top right. The item editor opens as a side panel with several sections.
Required fields
| Field | What it does |
|---|---|
| Item name | Display name on the booking site and internally. Placeholder: "Example - Water bottle" |
| Description | Free-text description shown to customers |
| Category | Pick from the categories you've created. Required |
| Unit price | Price per unit in your group's currency. Renders with the currency symbol in the label. Two decimals |
Where can this be sold?
Two independent switches plus an add-on configuration block. An item can sell on the booking site, internally, both, or neither.
| Switch | What it does |
|---|---|
| Booking site (customers) | When on, customers can buy this item online during booking |
| Internal (staff add to a transaction) | When on, staff can add this item to a booking or transaction from the console |
When both switches are off, the item is Not for sale — tracked in inventory only. The editor shows a neutral hint: "Not for sale. Tracked in inventory only, for example props or supplies." Use this for things like room props, supplies, or tools you want a stock record for without ever offering them for sale.
Below the sellability switches, an Offered as an add-on for experiences toggle exposes the add-on configuration:
| Field | When shown |
|---|---|
| Offered as an add-on for experiences | Always visible — turn on to mark the item as an add-on |
| Add-on for | Conditional, when add-on is on. Multi-select of experiences. Only the experiences you pick will show this add-on on the booking site |
| Also offer at gift-card purchase | Conditional, when add-on is on. Toggle. When on, the item is also offered as an add-on during gift card purchases |
The editor surfaces two contextual hints:
| Hint | Shown when |
|---|---|
| "To appear on the booking site it also has to be an event add-on, so turn that on and pick experiences." | Booking site (customers) is on but Offered as an add-on for experiences is off — the item won't reach customers until you mark it as an add-on for at least one experience |
| "On the booking site, only the selected experiences show this add-on." | Offered as an add-on for experiences is on — reminds you the picker scopes which experiences see the item |
Item image
Click into the image upload to open the image editor modal. The same image controls used for events are available here.
| Control | What it does |
|---|---|
| Upload | Drag-and-drop area or click to upload. Helper text: "Drop file here or click to upload" |
| Description | Optional alt text |
| Background color | Color picker with alpha for the area behind the image |
| Image fit | Object-fit: cover / fill / contain / scale-down / none |
| Image scale | Slider for zoom percentage |
| Drag the image | Click and drag the image inside the editor's preview to set its position. There are no separate X/Y inputs |
Recommended size: a square image around 600 × 600 px (or larger) works well — items render as 60×60 circular thumbnails in the list and at larger sizes on the booking site. For wide product photos, use Image fit = contain so the whole image stays visible.
Quantity and purchase limits
| Field | What it does |
|---|---|
| Unlimited available quantity | Toggle. When on, the item never shows out-of-stock. When off, the Available quantity input appears |
| Available quantity | Numeric input. The current stock level. Required when Unlimited available quantity is off |
| Enforce purchase limit | Toggle. When on, the Maximum purchase quantity input appears |
| Maximum purchase quantity | Numeric input. The maximum a single customer can buy in one transaction. Required when Enforce purchase limit is on |
Pricing and availability
Set the price and stock controls in this section. Fields covered above (Unit price, Unlimited / Available quantity, Enforce purchase limit / Maximum purchase quantity) live together here in the side panel.
Click Save to commit, Cancel to discard. The new item appears at the top of the list.
Edit, copy, or delete an item
Click the three-dot menu in the Actions column on the item's row.
| Action | Permission | Effect |
|---|---|---|
| Edit item | Inventory update | Opens the item modal prefilled |
| Copy to other groups | Inventory update | Opens the copy-to-groups modal |
| Delete item | Inventory delete | Removes the item permanently. Past transactions are unaffected |
Copy an item to other locations
Click the three-dot menu and pick Copy to other groups. The modal opens with the title Copy [item name] to other groups.
| Field | Notes |
|---|---|
| Select groups | Multi-select dropdown. Lists every other location in your account. The current group is automatically excluded |
| Cancel | Discards the copy |
| Copy | Creates a duplicate of the item at each selected location with the same settings |
After copy, each location has its own independent copy. Editing one does not propagate to the others.
Sort, filter, and export the items list
Every column on the Items tab is sortable — click a column header to sort by name, category, unit price, available, purchased, or purchase limit; click again to reverse the direction.
The toolbar across the top has filter chips:
| Filter | What it searches |
|---|---|
| Item | Item name (text search) |
| Category | Category dropdown |
| Unit price | Range filter (min / max) |
| Available | Numeric search on remaining stock |
| Purchased | Numeric search on lifetime sales |
| Sellable on | Multi-select: Booking site, Internal, Not for sale (matches items with neither switch on). Replaces the old Internal-only Yes/No filter |
Each popover has a Reset and Update button. The refresh icon next to the toolbar is Reset all filters, which clears every filter at once. The toolbar also shows Total results: N and the Per page selector (5/10/25/50).
A CSV export icon downloads the filtered, sorted view as a spreadsheet. The export includes the columns: Item name, Description, Category, Unit price, Available, Purchased, Purchase limit, Sellable on, Add-on.
Edit or delete a category
Switch to the Item Categories tab. Click the three-dot menu on the category's row.
| Action | Effect |
|---|---|
| Edit item category | Reopens the modal prefilled |
| Delete item category | Removes the category |
Categories can be reordered manually only by editing each one — there's no drag-handle reorder for categories on this tab.
Reference
Page header
| Element | Where |
|---|---|
| Tabs | Two tabs at the top: Items and Item Categories |
| Add new item | Top right of Items tab |
| Add new item category | Top right of Item Categories tab |
| Per page | Right side of the toolbar (5 / 10 / 25 / 50) |
Items tab — Filters
| Filter | Type | Values |
|---|---|---|
| Item | Text | Item name search |
| Category | Dropdown | Pick a category |
| Unit price | Range | Min and max numeric inputs |
| Available | Text | Numeric search |
| Purchased | Text | Numeric search |
| Sellable on | Multi-select | Booking site, Internal, Not for sale |
| Reset all filters | Icon | Clears every filter |
| CSV export | Icon | Downloads the filtered, sorted list |
Items tab — Table columns
| Column | What it shows |
|---|---|
| Item name | Circular image (60×60) plus item name and description |
| Category | Category badge or - |
| Unit price | Formatted price |
| Available | unlimited badge or numeric stock |
| Purchase limit | none badge or numeric limit |
| Purchased | Lifetime units sold |
| Sellable on | Chips showing where the item is sold: Booking site, Internal, or Not for sale when both switches are off |
| Add-on | Green check or red X |
| Actions | Three-dot dropdown |
All columns are sortable — click any header to sort, click again to reverse.
Items tab — Per-row actions
| Action | Permission |
|---|---|
| Edit item | Inventory update |
| Copy to other groups | Inventory update |
| Delete item | Inventory delete |
Item categories tab — Table columns
| Column | What it shows |
|---|---|
| Category name | Name and description |
| Actions | Three-dot dropdown |
Item categories tab — Per-row actions
| Action | Permission |
|---|---|
| Edit item category | Inventory update |
| Delete item category | Inventory delete |
Item modal fields
Item editor — Sections
| Section | What's in it |
|---|---|
| Identity | Item name, Description, Category |
| Where can this be sold? | Booking site (customers) switch, Internal (staff add to a transaction) switch, neither-on hint ("Not for sale. Tracked in inventory only"), Offered as an add-on for experiences toggle, conditional Add-on for multi-select, conditional Also offer at gift-card purchase toggle |
| Pricing and availability | Unit price, Unlimited available quantity (toggle), Available quantity (conditional), Enforce purchase limit (toggle), Maximum purchase quantity (conditional) |
| Item image | Opens image editor: Upload, Description, Background color, Image fit, Image scale, drag-to-reposition. No separate X/Y inputs. Recommended size 600×600 px |
Item editor — Fields
| Field | Required | Conditional |
|---|---|---|
| Item name | Yes | |
| Description | No | |
| Category | Yes | |
| Booking site (customers) | — | Switch. On = sellable to customers on the booking site |
| Internal (staff add to a transaction) | — | Switch. On = staff can add this item to a booking or transaction |
| Offered as an add-on for experiences | — | Switch. Reveals the add-on fields below |
| Add-on for | No | Multi-select of experiences. Shown when Offered as an add-on for experiences is on. Only the picked experiences show this add-on on the booking site |
| Also offer at gift-card purchase | — | Switch. Shown when Offered as an add-on for experiences is on. Surfaces the item as an add-on during gift card purchases too |
| Unit price | Yes | |
| Unlimited available quantity | — | Toggle. Hides Available quantity when on |
| Available quantity | Yes | When Unlimited available quantity is off |
| Enforce purchase limit | — | Toggle. Reveals Maximum purchase quantity |
| Maximum purchase quantity | Yes | When Enforce purchase limit is on |
| Item image | No | Opens image editor (see above) |
Item categories modal fields
| Field | Required | Notes |
|---|---|---|
| Category name | Yes | E.g., "Merchandise" |
| Description | No | Internal description |
Copy to other groups modal
| Field | Notes |
|---|---|
| Select groups | Multi-select of every other location in your account |
| Cancel | Discards |
| Copy | Creates a duplicate at each picked location |
Empty states
| Tab | Copy |
|---|---|
| Items | "No items have been created yet." |
| Item Categories | "No item categories have been created yet." |
Mobile layout
On small screens, both tables collapse to single-column card layouts. Each item card shows the name as a heading, badges for internal only and category, the description, then label-value pairs for unit price, available, purchase limit, and purchased. Two action buttons (Edit, Delete) appear at the bottom instead of a dropdown. Filters live behind a filter icon at the top of the page.
Good to know
- Categories are required for items. Create at least one category before adding items, or you'll be stopped at the Category dropdown.
- Sellability is two independent switches. Booking site (customers) decides whether customers see the item online. Internal (staff add to a transaction) decides whether staff can add it from the console. They're independent — turning one off doesn't touch the other. Common combinations: both on = full sale; booking site only = customer-only (rare); internal only = staff-issued or comp items; both off = inventory tracking only (props, supplies, tools).
- Booking site requires the add-on toggle too. To actually reach customers, the item must have Booking site (customers) on AND Offered as an add-on for experiences on with at least one experience picked. The editor flags this with a warning hint when the booking site switch is on but add-on isn't configured.
- Internal sales include add-on prioritization. When staff add an item to a booking from the console, only items with Internal (staff add to a transaction) on appear. Items that are add-ons for the booked experience are listed first and tagged Add-on, so the most relevant choices surface up top.
- Add-ons appear during the booking flow after the customer picks an event and time slot. Use them for upsells like "Photo package", "T-shirt", or "VIP upgrade". Configure with Offered as an add-on for experiences + the Add-on for experience multi-select. Optionally toggle Also offer at gift-card purchase to surface the add-on during gift card purchases too.
- Not for sale items (both switches off) are tracked in inventory but never appear in any sales flow. The editor confirms with the hint "Not for sale. Tracked in inventory only, for example props or supplies." Useful for room props, tools, supplies, breakables, anything you want a stock count for without selling.
- Unlimited available quantity means no stock tracking. The item is always purchasable. Use it for digital goods or items where you don't care about inventory.
- Enforce purchase limit prevents customers from over-ordering a specific item. Useful for limited-edition merchandise or items with practical per-customer caps.
- Available stock counts down as items sell. When Available quantity hits zero, the item can no longer be purchased on the booking site (unless Unlimited available quantity is on).
- Copy to other groups clones the item at the picked locations as new, independent records. Edit each location's copy independently after creation.
- Deleting an item is permanent. Past transactions referencing the item keep their references intact (the line stays on the order); only future selections are blocked.
- There's no archive flow for items. Delete is the only way to remove an item from the list. If you want to keep an item but stop selling it, flip both sellability switches off — the item stays in inventory and reporting but never appears in any sales flow.
- CSV export reflects the active filters and sort. Narrow the list with the filter chips first, then export to get exactly that view as a spreadsheet.
FAQ
Q: Can I sell items without tracking inventory?
A: Yes. Toggle on Unlimited available quantity and the item is always purchasable. No stock decrements.
Q: Where do add-ons appear to customers?
A: During the booking flow on your booking site, after the customer picks their event and time slot. Each add-on shows as an optional extra they can add to the order before checkout.
Q: Can I set different prices for different locations?
A: Yes. Use Copy to other groups to clone the item, then edit each location's copy with its own price. After copy, the items are independent.
Q: Can I make an item only available on weekends?
A: Not directly. Date and day-of-week scoping isn't a property on items today. Workaround: toggle Internal only off and on as needed (manual), or use Can be purchased as an add-on on a date-restricted event.
Q: Why doesn't my item show up as an add-on on the booking site?
A: Confirm in order: 1) Booking site (customers) is on in Where can this be sold?, 2) Offered as an add-on for experiences is on, 3) the relevant experience(s) appear in the Add-on for multi-select, 4) the item has stock available (or Unlimited available quantity is on). The editor surfaces a warning hint if Booking site is on but the add-on toggle is off — that's the most common miss.
Q: How do I track props or supplies without selling them?
A: Open the item editor, find Where can this be sold?, and turn both switches off. The hint reads "Not for sale. Tracked in inventory only, for example props or supplies." The item still shows up in your inventory list (with Not for sale in the Sellable on column) so you can run a stock count, but it never appears on the booking site or in the internal add-item picker.
Q: Where do internal-only items show up for staff?
A: Anywhere staff add items to a booking or transaction — the calendar booking drawer's add-item flow, the transaction details add-item flow, and the new transaction page. Only items with Internal (staff add to a transaction) on appear; everything else is filtered out so props and supplies don't clutter the picker. Items that are also add-ons for the booked experience appear at the top with an Add-on label.
Q: Can I sell an item only online but not let staff add it from the console?
A: Yes. Turn Booking site (customers) on and Internal (staff add to a transaction) off. Customers can buy it online; the item won't appear when staff try to add an item to a transaction from the console.
Q: What happens if I delete an item that's in active carts?
A: The carts keep the reference to the item, but new add-attempts will fail. The customer will see an error if they try to checkout. Best practice: deactivate the item on the booking site (toggle Can be purchased as an add-on off) before deleting, then delete after a quiet period.
Q: Can a single item be an add-on for multiple events?
A: Yes. The Addon for field is a multi-select. Pick every event that should offer this add-on.
Q: Can I bulk-edit items (e.g., raise all prices by 5%)?
A: There's no bulk edit on this page today. Edit each item individually, or use the database admin tools if you have access.
Q: Why doesn't my Maximum purchase quantity field appear?
A: It only appears when Enforce purchase limit is on. Toggle that on first; the input shows up immediately.
Q: Can I import items from a CSV?
A: There's no CSV import on this page. Items must be created individually via the editor or copied from another location. You can export the current list to CSV from the toolbar icon, but import isn't supported.
Q: Can I bulk-change sellability across many items at once?
A: Not today. Sellability is set per item via the Where can this be sold? section in the editor. Bulk sellability and category-level defaults are noted as possible future conveniences.
Q: What's the difference between sellability switches and the add-on toggle?
A: Where can this be sold? decides where the item is allowed to appear at all — booking site, internal flows, both, or neither. Offered as an add-on for experiences is an additional booking-site requirement: even with Booking site (customers) on, the item only reaches customers if it's also marked as an add-on for at least one experience. Internal staff sales don't need the add-on toggle.