Support Guide

Items: Legacy Item Creation

  1. Basic Setup
  2. Pricing
  3. Availability
  4. Package
  5. Product Grouping
  6. Media
  7. Advanced
  8. Aliasing
Where do I access this in Checkfront?
Your items are accessible via the main menu bar at Inventory > Items

 
Checkfront is an inventory based system. Your inventory is made up of Items, Events, Rules and Discounts. Items are bookable assets within the system that can be reserved on a daily, nightly or hourly basis.

This support guide will take you through the process of creating a new item in your inventory, including the item’s details, pricing, availability and any media you’d like to display to your customers.

Please Note:
The following support document covers the legacy version of item creation in Checkfront. If you are using the new Item Builder, please click here to view that documentation.

 

Inventory Items

 

Basic Setup

Inventory > Items
Details Tab
2:18

To create a new item, click on the + New Item button from the Inventory > Items home screen.

 

New Item

 

Once in edit mode for your new item, you will begin by filling out the fields in the Details tab.

Each item must belong to a category, requires a unique Item SKU and should be appropriately named.

Before you can supply pricing, add packages and configure advanced options of an item, you first need to set the basic details and save the item. Once complete, this information will be found under the item’s Details tab.

 

Inventory Item Details

 

Category: Category the item belongs to. If the category does not currently exist, you can create a brand new one by clicking on the + New link. This category will also be available for other items going forward.

Item Name: The name of the item to be displayed when browsing items and making a booking. This will also be the item name used in reports.

Allocation: Daily, Nightly or Hourly allocation. This changes how the item is booked, priced and allocated in the system. This overrides the system default configured in your Checkfront dashboard at Manage > Setup > Configuration.

Item SKU: A unique stock keeping unit. 3 – 12 characters (alpha-numeric).

Quantity: Total number available to book. Setting this to unlimited disables inventory control and can lead to over-bookings. This option should be configured with caution.

Summary: A short summary of the item up-to 300 characters in length.

Details: A detailed description of the item which is displayed in addition to the summary.

Extra Details: Additional hidden details, only visible when used in notifications using the variable {$BOOKING_EXTRA_DETAILS}. Great for providing, as an example, directions to a tour meeting place that you don’t wish to show to people who haven’t yet booked anything.

More info URL: Link to an external web page that contains more information about the item.

Parameters: Option to choose which parameters will be available for the item. These can be configured at Manage > Setup > Configuration. Please note, the parameters are not immediately visible when creating a new item. These will appear after you click on the Create button.

 
 


 

Pricing

Inventory > Items
Pricing Tab
1:41

By default, each item includes a base price. The base price is used by the system if there are no active events that are set to change the price to something different. For each booking parameter you have defined (example Adult, Child) a price field will be displayed.

 

Items Pricing Tab

 

Pricing can be defined on either a per booking or per allocation (day, night, hour) basis. Per booking will set the price for the item regardless of the booking length. Per allocation will define the price based on the length of the booking.

For example: If you set the price to $100.00, a 5 day booking would be billed at $500 when set to per day. It would otherwise be billed $100 for 5 days if configured as per booking.

Taxes: If you have configured any taxes or service fees in your account, this option will enable you to select whether or not they should be applied on a per item basis. For more information on taxes and service fees, please click here.

Deposit: If you’ve set up a booking deposit at Manage > E-commerce, you can choose to use that by leaving the Use System Settings option selected in the drop-down menu. You can also however, choose a unique setting for the item you are working on. These are available through this drop-down menu. You may choose to charge the deposit based on percentage, a fixed amount, an amount per day or an amount per quantity.

Pricing: From here, you can choose how you wish to charge for your item.
• Per Booking: Will charge an amount for the entire booking, regardless of how long the booking is. If a customer selects a 2 day stay or a 5 day stay, the bill will be the same. You should use this option for tours and rentals etc. that don’t carry over into a second day.
• Per Day: If you need to set a per day price, use this option. Whatever amount you add to the price field will then be multiplied by the number of days in the booking.
• Simple Pricing: If you don’t require seasonal pricing, discounts or use of events, you can use simple pricing. This is useful, and generally only recommended for static goods such as a bottle of water.

Group Pricing: Group pricing can be added to change the price based on the number of participants booked. With group pricing, you define ranges and set the price accordingly. Your range should start at 1, and finish based on the maximum quantity for the item. For example: 1 – 5, 6 – 12, 12 – 30. See our document on Group Pricing for further information.

Commission Settings

If you have configured any Partner Accounts, you can set the commission rate for your item in the Commission Amount field. Simply enter the rate and then choose whether it’s a percentage or flat fee amount from the dropdown menu.

 

Commission Settings 2

 

Tiered Pricing Tutorial Available!

If you’re looking for a way to offered tiered pricing, then check out our tutorial here. Tiered pricing allows you to offer a rate change depending on the number of days selected by your customer!

 
 


 

Availability

Inventory > Items
Availability Tab
1:46

The Availability tab allows you to control when your inventory can be booked. When combined with events, you can also create advanced seasonal availability and pricing variances to suit the needs of your business.

 

Availability Tab

 

Default Status
• Available: the item is available by default 365 days a year. Closures can be added via events.
• Unavailable: the item is not available by default. An event is required to set availability. Events override the default item status.
• Disabled: the item is not available for booking.

Length: Defines the length of time that the item is booked for. For example, setting it to 3 would force any bookings of this item to be 3 days/nights long. If the length of the booking is customer configurable, you should leave this field blank. Set the length to 1 if the item cannot be booked for more than one day. This removes the end date from the booking portal, which is not required for items that can only be booked for one full day or less.

Maintenance: Sometimes an item is not immediately available for booking once it has been returned or a customer’s visit has ended. It’s therefore possible to add a maintenance period which will be tacked on to the end of the booking. For example, if a customer rents out a hall for a wedding reception for one day and you have a maintenance period of one day, then the unavailability of the wedding hall item will be two days… one day for the booking plus one maintenance day to clean it. If the booking begins on the first of the month, it will not be available agin until the third.

The maintenance period allocation will match the allocation defined in the Details tab i.e. Hour, day or night.

Visibility
• Everyone: no restrictions. Visible to both staff and customers.
• Staff Only: only visible and bookable internally.
• Packages: Only visible when part of a package.

Use Date Based Inventory Control: In order for your item to appear as booked on the calendar, this option must be checked. If it isn’t, you will not be able to check on item availability from the inventory calendar.

Events: Events are used to control the availability and define seasonal price points for an item. Events can be set globally (for example, to make all of your inventory unavailable during December), per category, or per item. The events field shows you the number of events impacting the item you are editing and enables you to create a new event specific to that item. For more information on events, see the Events help page.

 
 


 

Package

Inventory > Items
Package Tab
3:18

Additional items in your inventory can be attached to a parent item to create a package. When a package is created, child items are grouped together when the parent item is booked. Packaged items can be optional, pre-selected, or required.

To add a new item to your package, click on the Attach Item button.

 

Package Attach Item

 

A pop-up window will appear and you can type in the search box to locate the item you wish to add.

 

Attach Package Item

 

Once you see the item you’re looking for, click on it to launch additional options.

 

Package Price Percentage

 

Price Percentage
Here, you can specify a custom percentage to alter the cost of the attached item when added to the package. For example, if you were to enter 0, the item would be included for free. If you entered 200, the price of the item would be doubled.

Opt-in
• Optional items are not required to be selected at the time of booking, but are presented as an optional upsell.
• Pre-selected is similar to optional, but it opts the user in by default.
• Required adds the attached item to the booking and doesn’t allow it to be removed.

Note: if a required item in your package is not available or sold out, the parent item will also become unavailable.

Request Parameter Mapping

If the item you are attaching as a packaged item (child) to the main item (parent) uses different booking parameters, you are able to map them to make sure they are allocated as desired.

This option will be presented automatically during the attaching process if such a scenario occurs.

 

Parameter Mapping

 

Simply choose the parent parameter from the drop-down field that most closely matches the child item labelled to its right.

In the example above, if an adult is selected during the booking process for the parent item, an adult will also be selected for the child item if it is chosen from the package options.

Once you have added your packaged item(s), they will be visible underneath the Attach Item button.

 

Packages Added

 

Click and hold the dot pattern next to the packaged items to drag and reorder them.

Package Price Percentage

You will see an option to set a custom package price for the item. This percentage based price is the price that will be charged for the item if it is included in another package.

 

Package Price Percentage (1)

 

For example, if the regular item price is $100 and you don’t make an adjustment in this section, adding it to another package will increase the overall cost by $100. However, let’s say you adjust the package price to 25%, adding it to another package will increase the overall cost by just $25 instead. If you wish for the item be included for free in another package, you should enter 0%.

Pricing

If you’d like to display a starting price for the package in the booking portal, check the box and then enter the price in the field that appears.

 

Display Price

 

Product Grouping

It’s now possible to group individual items into one main parent item, essentially creating the ability to offer variations of said parent item in a dropdown menu. Let’s assume you are offering a tour of some sort, that has multiple different start times throughout the day, on a set schedule. In the past, these would have been created as separate items and displayed to the customer one after another in the main booking portal.

With Product Grouping however, you can now take all those separate items and group them together as one. This makes for a much more streamlined booking page and less headaches for you and your customers!

So How Does It Work?

First of all, you will need to create the parent item. This is the item that will be displayed to the customer in the booking portal. In this example, we’ll create a parent item called Horseback Discovery Tour.

 

Horseback

 

From here, additional items should be created for each of the available timeslots. In this case, there is a tour at 9am, 11am, 1pm and 3pm. So, that’s 4 additional items. It’s best to put the time of the tour in the item title so that customers can quickly see when the tour is. When finished, you’ll have an inventory of items that looks something like this:

 

Horseback List

 

Looking at the booking portal now, you will see this:

 

Horseback Portal

 

This is okay, but now there’s a better way to do it! Go back to the parent item and click on it’s Package tab. In the Product Grouping section, choose Parent as the group type. Next, select the Child items created earlier. You can select as many items as you like by clicking on them in the dropdown menu. When an item is selected, a checkmark will appear next to it. Finally, choose whether you’d like to display the starting price. In order to do this, the system will need to change the pricing to simple pricing. This removes the ability to use events, seasonal and dynamic pricing.

 

Product Grouping

 

Going back to the booking portal, you’ll now see that the 5 items for the horseback discovery tour have been replaced by 1.

 

Horseback Portal New

 

Selecting the horseback discovery tour will open the popup window as normal. You will now see an Item field however. From here, a customer can open the dropdown menu to select the tour time they want.

 

Horseback Booking

 

The best part is, each individual item can have its own criteria for booking. If the 1pm slot only has an availability of 10 and the others are 12, that’s no problem. If the 11am tour is $10 more, you can do that too!

 
 


 

Media

Inventory > Items
Media Tab
1:08

Photos & Video

You can upload up to five photos of your item to be displayed along with the item details on your booking page.

Images will be automatically re-sized. For best results, photos should be of landscape orientation and minimum of 480 pixels wide and 360px tall. Supported formats are JPG, PNG and GIF. If your image is greater than 10MB please re-size it before uploading.

 

Inventory Items Media

 

If you wish to crop your image after upload, to control how it appears to your customers, you can do so using the Image Thumbnail Editor. Click on the thumbnail image you wish to edit and a popup window will appear. From here, you can drag out the selection box to crop the image to your liking. When finished, click save.

 

Inventory Items Thumbnail Editor

 

You can also include an optional YouTube video link. This can be viewed by the customer when looking at your item on the booking page. You must enter the YouTube id or URL in the field provided.

Location Map

You have the ability to include a location map for each of your inventory items. This is particularly useful for tour operators and accommodation providers who wish to display an exact location or meeting point for their business.

In the Location field, enter either a civic address or GPS coordinates in the following format: 49.7576566, -123.1431165

 

Map Create

 

When ready, click the Create Map button or press enter.

You will now see a map displaying the location you just entered. In addition to this, several new fields will now have appeared, enabling you to further enhance the display.

 

Map Details

 

When a customer clicks on the map pin, an information box will open. The details you provide in the following fields will determine the content of that box.

Marker Title: This is the title for the map marker. It could simply be the name of your business, or something more specific such as meeting place.

Marker Description: Descriptive content for the map pin information box. Keep it short, but provide any pertinent details here.

Link Text: Below the description is a link to open the map in Google Maps. By default, this will be labelled Open in Google Maps, but you can change this to whatever you like. Remove the label altogether if you don’t wish to display a link.

Zoom: Change this value to determine how close in you would like the default map zoom to be. The larger the number, the more zoomed in the map will be. Entering a value of 3 will set the zoom to display all of North America.

To preview your changes, click on the Refresh Map button and then click on the map pin.

 

Map Refresh

 

Send to Device

Once a customer has clicked on the Open in Google Maps link, they will be taken to a larger version of the map in a separate window, where they can review the location in further detail. Google has a feature which enables the user to send the map over to their mobile device. In order for this to work, the user must be signed into their Google account on the computer they are working on, but also signed into the same Google account in their Google Maps mobile app.

Once the location has been sent to their mobile app, they can quickly create turn-by-turn directions on how to travel there. Please note, when filling out the Location field as described above, you must enter a civic address rather than GPS coordinates in order for the Send to Device feature to work.

For more information on Send to Device, please refer to this Google support document.

 
 


 

Advanced Settings

Inventory > Items
Advanced Tab
1:32

The advanced settings tab contains some additional options for the item. This is where you can set parameter limits, item display order and any alias links with another item or items.

 

Inventory Items Advanced

 

Parameter Maximum/Minimum: Any parameters that you have assigned to the item will appear here. This is the place to set maximum and minimum quantities per booking.

Weight: An arbitrary weight for ordering items on the booking page. A higher number will be displayed first, 0 for default.

Alias To: Aliasing enables you to link items together so that when one of them is booked, the availability of the other one is adjusted by the same amount. A great example of the need for aliasing would be a party room. You might only have one room available, but two different package options. If the first package option is booked, the inventory for the second will be reduced to zero also. This means that nobody else can book it during that same time-slot, thus no overbookings!

To alias your item to another, simply enter the name of the other item in the search field. When the item is found, click on it. Don’t forget to save your update.

 

Party Space

 

It’s also possible to alias one item to multiple others. Let’s say there are five different party themes available. All you have to do is pick one of them as your primary item. Then, go into each of the other item’s advanced tabs and alias them to the primary. Now, when any of those party themes are booked, the inventory will become unavailable across all the others. Pretty neat, huh?

Enable E-Commerce: Deselecting this option will enable the item to bypass the e-commerce stage of a booking. This can be useful when creating a book now pay later scenario or when you want to offer multiple methods of payment. The booking would go through without the customer needing to make a payment at the time of reservation. See this document for more information.