The Inventory page is where you manage every sellable item in your group beyond bookings and gift cards: merchandise, add-ons, food and drinks, swag, anything physical or digital you want to charge for. Items are organized into categories and can optionally show up as add-ons during the booking flow on your booking site.
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 sellable item: name, image, price, stock, purchase limits, 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 modal opens.
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 |
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 |
Internal-only and add-on flags
| Field | What it does |
|---|---|
| Internal only | Toggle. When on, the item is hidden from the booking site. Staff can still add it via internal payment flows. Can be purchased as an add-on is hidden when this is on |
| Can be purchased as an add-on on the booking site | Toggle. When on, the item appears as an optional extra during the booking flow |
| Addon for | Multi-select of events. Renders only when Can be purchased as an add-on is on. Pick which events show this item as an add-on. Gift cards is also available as an option (id 0) |
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.
Filter the items list
The toolbar across the top of the Items tab has six filter popovers.
| Filter | What it searches |
|---|---|
| Item | Item name (text search) |
| Category | Category dropdown |
| Unit price | Numeric search on price |
| Available | Numeric search on remaining stock |
| Purchased | Numeric search on lifetime sales |
| Internal only | Yes / No radio |
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).
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 | Text | Numeric search |
| Available | Text | Numeric search |
| Purchased | Text | Numeric search |
| Internal only | Radio | Yes (1) or No (0) |
| Reset all filters | Icon | Clears every filter |
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 |
| Internal only | Green check or red X |
| Is an add-on | Green check or red X |
| Actions | Three-dot dropdown |
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
| Field | Required | Conditional |
|---|---|---|
| Item name | Yes | |
| Description | No | |
| Category | Yes | |
| Item image | No | Opens image editor: Upload, Description, Background color, Image fit, Image scale, drag-to-reposition. No separate X/Y inputs. Recommended size 600×600 px |
| 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 |
| Unit price | Yes | |
| Internal only | — | Hides add-on toggle when on |
| Can be purchased as an add-on on the booking site | — | When Internal only is off |
| Addon for | No | When Can be purchased as an add-on is on. Multi-select including events and Gift cards (id 0) |
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.
- 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 Can be purchased as an add-on on the booking site + the Addon for event multi-select.
- Gift cards as an add-on target is supported via id 0 in the Addon for dropdown. Pick it to surface the item as an add-on on gift card purchases too.
- Internal only hides items from the booking site entirely. Customers don't see them; only your team can add them via internal payment flows. Use this for staff-issued or comp items.
- 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. Use Internal only + deactivate-on-booking-site flags if you want to keep an item out of customer view without losing it.
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: 1) the item has Can be purchased as an add-on on the booking site toggled on, 2) Internal only is off, 3) the relevant event(s) appear in the Addon for multi-select, and 4) the item has stock available (or Unlimited available quantity is on).
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 modal or copied from another location.