Overview
Inventory management allows you to sell physical items alongside your experiences. This guide explains how to create items, organize categories, track stock, and manage sales.
Understanding inventory
What is inventory?
Inventory includes physical products you sell:
- Merchandise (t-shirts, mugs, souvenirs)
- Consumables (snacks, drinks)
- Game-related items (hint tokens, upgrades)
- Accessories and add-ons
- Retail products
Why manage inventory?
For revenue:
- Additional income stream
- Upsell opportunities
- Higher transaction values
- Merchandising profit
- Diversified revenue
For customers:
- Convenient purchases
- Memorable souvenirs
- Enhanced experience
- Gift options
- Complete package
For operations:
- Track stock levels
- Monitor sales
- Prevent overselling
- Reorder management
- Financial reporting
Accessing inventory management
Navigate to Purchases > Inventory to manage your items.
Inventory interface sections
The page has two tabs:
- Items: View and manage all inventory items
- Item categories: Organize items into categories
Item categories
What are item categories?
Categories group similar items:
- Apparel
- Drinkware
- Snacks and beverages
- Game accessories
- Souvenirs
- Gift items
Why use categories:
- Organized presentation
- Easier searching
- Reporting by category
- Customer browsing
- Inventory organization
Creating a category
To create a category:
1. Go to Item categories tab
2. Click "Add new item category"
3. Enter category details
4. Save the category
Category details:
Category name (required):
- Descriptive name
- Examples: "Apparel", "Beverages", "Souvenirs"
- Customer-facing
- Clear and simple
Description (optional):
- Details about category
- What types of items
- Internal notes
- Not required
Managing categories
Edit a category:
1. Find category in list
2. Click edit action
3. Update details
4. Save changes
Delete a category:
1. Click delete action
2. Confirm deletion
3. Items reassigned to "Uncategorized"
4. Cannot be undone
Note: Deleting a category doesn't delete items, just removes their categorization.
Creating inventory items
Starting a new item
To create an item:
1. Go to Items tab
2. Click "Add new item"
3. Item creation form appears
4. Fill in all details
5. Set pricing and stock
6. Save the item
Basic item information
Item name (required):
- Product name
- Examples: "Logo T-Shirt", "Water Bottle", "Hint Token"
- Customer-facing
- Descriptive and clear
Category (required):
- Select from categories
- Organizes item
- Helps customers find it
- Required for creation
Description (optional):
- Product details
- Size, color, features
- Materials
- Care instructions
- Marketing copy
Internal notes (optional):
- Staff-only information
- Supplier details
- Reorder information
- Location in storage
- Not customer-visible
Pricing
Set how much customers pay.
Unit price (required):
- Price per item
- What customer pays for one
- Examples: $15.00, $5.50, $2.00
- Required field
- Include tax or not (based on your setup)
Cost (optional):
- Your cost per item
- What you paid
- For profit tracking
- Not customer-visible
- Helps calculate margins
Pricing strategies:
- Retail markup pricing
- Competitive pricing
- Psychological pricing ($19.99 vs $20)
- Bundle pricing
- Volume discounts
Stock management
Track how many you have and sold.
Available quantity (required):
- Current stock on hand
- How many can be sold
- Updated automatically on sales
- Manual adjustments possible
Initial stock (informational):
- Starting quantity
- Reference point
- Doesn't change
- Compare to current
Purchased quantity (automatic):
- Total sold all-time
- Auto-increments on sales
- Performance metric
- Historical data
- Cannot manually change
Stock tracking
Stock levels:
- System tracks automatically
- Decrements on sale
- Prevents overselling
- Alerts when low
- Reorder reminders
Inventory counts:
- Periodically verify physical stock
- Adjust available quantity if mismatch
- Account for shrinkage
- Accuracy important
- Regular audits
Out of stock handling:
- Item hidden from customers
- Or shows "Out of stock"
- Can still track in system
- Reorder and restock
- Update available quantity
Managing inventory items
The items list
Shows all inventory items with:
- Item name: Product name
- Category: Which category
- Unit price: Selling price
- Available: Current stock
- Purchased: Total sold
- Actions: Edit or delete
Filtering items
By item name:
- Search for specific item
- Partial matches work
- Quick lookup
- Customer inquiry support
By category:
- Filter by category
- View category inventory
- Organized browsing
- Category performance
By unit price:
- Find items by price
- Price range filtering
- Pricing analysis
- Sort by value
By available quantity:
- Find low stock items
- Out of stock items
- Reorder triggers
- Inventory planning
By purchased quantity:
- Best sellers
- Slow movers
- Performance analysis
- Inventory optimization
Reset filters:
- Clear all filters
- View all items
- Start fresh
- Reset button
Editing items
To modify an item:
1. Find item in list
2. Click edit action
3. Update desired fields
4. Save changes
What you can edit:
- Item name
- Description
- Category
- Unit price
- Cost
- Available quantity
- Internal notes
- Everything except purchase history
Updating stock:
- Edit available quantity
- Add new stock received
- Adjust for discrepancies
- Physical count reconciliation
- Immediate update
Deleting items
To delete an item:
1. Find item in list
2. Click delete action
3. Confirm deletion
4. Permanently removed
When to delete:
- Product discontinued
- Never sold
- Created by mistake
- No longer offering
- Inventory cleanup
Caution:
- Deletion is permanent
- Sales history may be affected
- Consider deactivating instead
- Archive data first if needed
Selling inventory items
Point of sale
Manual transactions:
1. Create new transaction
2. Add inventory items
3. Enter quantities
4. Calculate total
5. Process payment
6. Stock auto-decrements
Online bookings:
- Add-on items during booking
- Upsell at checkout
- Bundle with experiences
- Auto-inventory tracking
- Seamless integration
Transaction tracking
Every sale:
- Decrements available quantity
- Increments purchased quantity
- Records in transaction
- Tracks revenue
- Updates inventory
Viewing item sales:
- Transaction history
- Filter by item
- See who bought what
- Revenue per item
- Performance tracking
Inventory reporting
Key metrics
Stock metrics:
- Current stock levels
- Stock turnover rate
- Days of inventory
- Reorder points
- Out of stock frequency
Sales metrics:
- Units sold (by period)
- Revenue per item
- Best sellers
- Slow movers
- Category performance
Financial metrics:
- Total inventory value
- Gross margin
- Profit per item
- Revenue contribution
- ROI
Operational metrics:
- Shrinkage rate
- Reorder frequency
- Stock accuracy
- Turnover time
- Category distribution
Export and reporting
To export inventory:
1. Go to Reporting and Analytics > Reports
3. Set the Report type to Purchases, then select the applicable fields. Add Purchase type to differentiate between the types of purchases.
3. Click Create, then under the Actions column, click the three dots and Run report
4. Download CSV
5. Analyze in spreadsheet (Microsoft Excel / Google Sheets)
Report uses:
- Inventory valuation
- Reorder planning
- Performance analysis
- Financial reporting
- Tax documentation
Analysis ideas:
- Compare category performance
- Identify best sellers
- Find slow movers
- Track seasonality
- Margin analysis
Stock management
Regular counts:
- Weekly spot checks
- Monthly full counts
- Quarterly audits
- Annual physical inventory
- Reconcile discrepancies
Reorder process:
- Set reorder points
- Monitor low stock
- Plan lead times
- Bulk ordering savings
- Supplier relationships
Stock levels:
- Avoid overstock
- Prevent stockouts
- Seasonal adjustment
- Trend monitoring
- Just-in-time balance
Pricing strategy
Competitive pricing:
- Research market rates
- Consider your costs
- Account for margins
- Value perception
- Regular reviews
Promotional pricing:
- Seasonal discounts
- Bundle deals
- Clearance pricing
- Promo code applicability
- Limited-time offers
Margin protection:
- Know your costs
- Maintain minimum margins
- Watch discount impacts
- Monitor profitability
- Adjust as needed
Merchandising
Product selection:
- Items customers want
- Relevant to experience
- Quality products
- Appropriate pricing
- Brand alignment
Display and promotion:
- Visible in venue
- Mentioned to customers
- Staff training
- Upsell techniques
- Add-on suggestions
Customer experience:
- Easy purchasing
- Multiple payment options
- Quick transactions
- Gift wrapping (optional)
- Professional service