📝 Overview

Managing product inventory efficiently is essential for facility operations. With the appropriate authorization, users can adjust product quantities, set rules, and generate reports to monitor stock levels. This includes standard inventory tracking and the rentable inventory option for items you lend out (chairs, tables, equipment).

🔑 Authorizations

Click the arrow to learn what authorizations are required

To create and edit products, staff must have the Product Management authorization assigned to their role.
If your organization manages multiple facilities, the Product Location Management authorization must also be assigned.

⚠️ Reminder: Location-restricted roles can only edit Location Settings for products at their assigned facility. This means users will only be able to update inventory or rentable settings for the locations tied to their role

📍 Where

Click the arrow to learn where to access inventory settings

Navigate to Products in the admin dashboard
Select a product
Use the Inventories tab to manage standard or rentable inventory

✏️ Editing Inventory from Product Search

Click the arrow to edit inventory from the Product Search page

If you have the Product Management authorization, the Quantity column in the Product Search list is editable.
The field will display with a pencil icon next to it.
By clicking this field and entering a number, you can rapidly update saved quantities of listed products for your facility.
If you edit the quantity for a product that doesn’t yet have location-specific settings, the system will automatically create them in the background.

🛠️ Setup

📦 Standard Inventory

Click the arrow to learn how to add standard product inventory

Open the product
Select the Inventories tab
Enter a Quantity and select a Location
Click Add
The product now appears under Existing Inventories for that location

✍️ Note: Inventory must be available in order for transactions to be completed. If the quantity is at zero, the system will display a warning and prevent further sales.

🎯 Rentable Inventory

Click the arrow to learn how to enable and manage rentable inventory

Open the product
Go to the Inventories tab
Toggle Rentable Inventory ON
Enter details:
- Quantity: How many units are available at this location
- Location: Assign where the inventory is available
- Backfill Product: Identify the product to use for backfilling/overbooking
  - If left empty, the product will not be auto-suggested for backfill but can still be manually allocated
  - Unless you want to charge a different amount for overbooked usage, the backfill product should be the same as the main product
  - If configured, backfill products may be suggested as alternatives when primary inventory is exhausted
Click Add to save

📏 Inventory Rules

Click the arrow to learn how inventory rules work

✍️ Note: These rules are only in effect if a product has a quantity set.

The cart deducts inventory when a product is sold or rented
Inventory is returned when a sale is reversed (refund or cancellation)
If inventory is at zero, sales/rentals are blocked (unless backfill is enabled)
Rentable inventory follows the same rules, but can suggest backfill if configured

📊 Reporting

Click the arrow to learn how to monitor inventory

Use the Product Inventories Report to:
- View inventory levels by location
- Identify products below a threshold
- Track rentable inventory alongside standard inventory
Reports also highlight backfill usage, so you can reconcile across locations

💡 Pro Tips

⚠️ Use Backfill Product if you expect overbooking
🧠 Keep the backfill the same unless you need a different price point
💬 Create separate products for items that are both sold and rented
⛔️ Don’t disable Rentable Inventory if active rentals are linked
📌 Review reports often to avoid shortages

❓ Frequently Asked Questions (FAQs)

Click the arrow to view frequently asked questions