Support Guide

Events

    TABLE OF CONTENTS

  1. • Introduction
  2. • Closed vs Open Inventory
  3. • Creating an Event
  4. – Inventory Status
  5. – Type
  6. – Name
  7. – Price
  8. – Recurrence
  9. – Dates
  10. – Applicable Times
  11. – Rules
  12. – Apply To
  13. • Sort By Status
  14. • Sort By Type
  15. • Sort By Category
  16. • Search Events
  17. • Columns
  18. • Export
Where do I access this in Checkfront?
System events can be managed via your main menu bar at Inventory > Item Events

 

Inventory Events

Events are used to modify the price or availability of your inventory items based on date. Without events, your inventory items are simple bookable items available 365 days a year at a fixed (base) price.

 

Item Events

 

Events bring items to life by controlling how much you charge for them and when they are available. Events can be configured globally across all items in your inventory, or on a specific category/item only.
 

With Events You Can:

Dynamically increase/decrease item price for a period of time (e.g. increase pricing by 20% in December).

Set new fixed price points that appear in your inventory item setup (e.g. enable high, low seasonal pricing).

Activate items in your inventory for a specific time period (see closed inventory).

Close out partial or entire parts of your inventory for a period of time (see open inventory).

Enforce rule sets and booking policies for a specified time (e.g. set minimum quantity of 2 on Fridays in May).

If you are looking to create discounts, voucher offers and specials see: Discount Events.

 
 


 

Closed Inventory vs Open Inventory

Checkfront allows you to operate an open or a closed inventory. In an open inventory, all of your items are available 365 days a year. When creating items you set the default status as available (default). You can use events to disable them for any dates.

In a closed inventory, your items are configured as unavailable and only enabled through the dates you define in your events.

 
 


 

Creating an Event

Before creating events, make sure you have created some inventory items and have their base price-point set. Events can be accessed via Inventory > Item Events in your main menu bar.

 
New Item Event
 

To create a new event, use the + New Item Event button from the events home screen.

Events can be configured differently, depending on the type, including the following:

Inventory Status:

You can apply a new status to your inventory based on this event. If the default status of an item (set in the inventory) is unavailable, creating a new event with the status of available will bring the specified inventory on-line for the date(s) specified in the event. Likewise, setting the event status to unavailable will remove items from your inventory (note this setting removes several of the following options from the event setup). See closed vs open inventories for more information.

 

event-inventory-status

 

Type:

• Seasonal: Generally used to set pricing or availability based on the time of year (e.g: peak, low, closed). Seasonal events should not overlap one another.

• Special: Float on top of seasonal events. These are typically used to override seasonal pricing, for example, to set a long weekend special or closure.

 

event-type

 

Name:

This is the name of your event. When used to set pricing it will be displayed on the customer invoice, so give it a name that will make sense to your customers (e.g: Shoulder Season).

 

event-name

 

Price:

• Base price: Does not modify item prices.

 

event-base-price

 

• Create new price: Use if you would like to set a new fixed price for the event.

 

event-create-new-price

 

This will set a new price-point within your item, which can be edited in the item’s Pricing tab.

 

event-pricing-table

 

• Dynamic price: A dynamic price allows you to adjust the pricing of your inventory by a varying amount. For example, you can increase the price by 25% for a specific date, or decrease the price by 25% instead. If you decrease the price, remember to include the minus (-) sign. You can make adjustments based on a percentage of the total, or a fixed amount. It is important to note that dynamic pricing will adjust the price based on your current event price, not necessarily the base rate. This means that if you have a seasonal price adjustment in effect, the dynamic price will use this, not your base price.

 

event-dynamic-price

 

• Yield price: A yield price allows you to adjust the pricing of your inventory based on availability. For example, if you have 10 seats on a bus and they are all available, you may wish to charge the item base price as normal. However, as the seats start to sell, you may wish to either increase or decrease the price of the seats based on the availability left.

 

event-yield-price

 

In the example above, the price is going to go down by 10% once there are only 5 spots left. At 2 spots left, the base price will be reduced by 15% and that increases to 20% once the inventory is down to one seat.

To add more pricing thresholds, click on the blue Additional Threshold button.

 

additional-threshold-button

 

To remove a threshold, click on the Trash Can button to its right.

 

threshold-trash-can

 

One thing to bear in mind is that each price change is based off the base price and is not accumulative. So…

• If the base price is $10 with a threshold of 3 and a discount of -10%, then the price will be $9 ($10-10%)
• If the base price is $10 with a threshold of 2 and a discount of -20%, then the price will be $8 ($10-20%)
• If the base price is $10 with a threshold of 1 and a discount of -50% then the price will be $5 ($10-50%)

 

Recurrence:

Use the drop-down menu to make your selection.

 

event-recurrence

 

• One Time Event: A one-off event that will only be active for the dates defined.

• Weekly: A recurring event based on the day of week, active for the dates defined.

 

weekly-event-recurrence

 

• Always: A permanent event that is not defined by date.
 

Dates:

Start and end date of this event. You can remove the end date if not required. In the dates section, you will also see a checkbox labelled Force item length to the above start and end dates.. If selected, this means that all bookings on items attached to the event must begin and end on the dates you have chosen.

 

event-dates

 

Quick Tip:
The Date fields will not be available for selection if you have chosen Always as your item event recurrence.

Applicable Times:

If any of the items included in the event are configured with timeslots, they will be posted here in the drop-down menu.

 

applicable-times

 

Click on the + Add Specific Timeslots button and check off all the timeslots for which you wish the event to be applied to.

 

event-timeslots

 

You can select all timeslots, deselect all timeslots and remove times using the buttons provided.

 

Rules:

Attach a rule set to this event. By combining rule sets with events, you can create powerful inventory adjustments, specials and enforce booking policies.

 

event-rules

 

Apply to:

By default, events are applied globally to all items in your inventory. If you only need to apply the event to a certain category or item, select it here. To do so, uncheck All Items and Categories. This will open up a menu of all your available items. Simply check the items you wish to use.

 

event-apply-to

 

Quick Tip:
You can quickly close off a specific date, or small series of dates, plus adjust inventory in your Inventory Calendar.

 
 


 

Sort By Status

If you have a long list of events in your account and you’d like to filter them by status, you can do so by clicking on the Status button and selecting one from the drop-down menu. The three statuses that can be associated with a discount and Active, Expired and Disabled.

 
Item Event Status
 

Sort By Type

Another way to sort a longer list of discounts is by type. You may filter your list to display either Discount Codes or Vouchers. Click on the Type button and make your selection from the drop-down menu.

 
Item Event Type
 

Sort By Category

Sort a longer list of events by the category to which they are applied. Click on the Category button and make your selection from the drop-down menu.

 
Item Event Category
 

 


 

Search Events

If you wish to find a specific event(s) rather than a particular status or type, you can use the search box to enter your search term. Any matches will be displayed in the list below.

 
Item Event Search
 

 


 

Columns

The columns menu allows you to choose exactly which information is and isn’t included in the report you are generating.

 
Item Event Columns
 

You can choose to display the standard system fields that come with Checkfront or remove them if they are not necessary in your view. Simply check a column to include it in the report or uncheck it to leave it out.

To reorder the columns in your report, click and hold your mouse over the “dots” by each column title and drag it to where you’d like it to be. Click save when ready and your report should be updated with the changes you’ve made.

 
 


 

Export

You can export a report from your customer directory using the link in the top right corner, next to the columns button.

 
Item Events Export
 

Click on the button to open a pop-up window from where you can refine the details of your report. Provide a report name, export format and save destination.

 

Item Event Export

 

You are able to enter a name for the report and choose the output format. Current formats include:

• MS Excel
• CSV
• PDF
• XML

The report can be saved to your computer, an email or Google Drive.