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Getting Started 3 – Add an option to your inventory

in Getting Started

Before your inventory item can be booked by your customers, you need to create at least one option for it. Options control your base availability and pricing. Examples include:

  • The times in the day your tour/activity runs (9 a.m. or 1 p.m.)
  • A specific date for a one day event (Event Tickets)
  • Specific departure dates for a tour (January 15th, February 12)
  • Different versions of the same tour (Departure Point A or Departure Point B)

In this example, the inventory item is a tour that runs twice a day, once at 9 a.m. and once at 1 p.m. First, we’ll create the 9 a.m. option.

From the inventory item’s page, under Bookable Options, click Add New Option.

Here, you’ll need to fill out the basic details of your option.

  • The Option Name should identify something specific about the option—in this case, that it runs at 9 a.m.
  • Availability is the number of spots or seats that are available for this option. If, for example, you have a 15 passenger van, then you might set this value to 15. You can also choose to show or hide the actual availability number from your customers. If your availability is less than 20, it’s best to leave the toggle set to “show.”
  • For Date, you’ll want to select the start and end date of your season. If you run year round, you can select “Always Available.” You can also set a single date if the option will only ever be available on one day. You can also toggle this to Open for inventory that isn’t associated with specific dates.
  • Min Guests is the minimum number of guests that can be booked at once for this option.
  • Cutoff is the amount of lead time you need between taking books and running your event. If you have a time configured for your option, this will be the number of hours bookings will be cut off before that time. If not, it will be the number of hours from 00:01 the day of the event.
  • Duration is the amount of time this option takes to complete.
  • Deposit is the amount of money the customer needs to pay at the time of booking, and can be either a flat fee or a percentage. Flat fees are charged per booking, not per person. If you want the customer to pay the full amount up front, you can leave this blank.

Next, you need to set the pricing for your option.

The pricing label should specify who the price applies to—for instance, Adult, Child or Senior passengers. You can toggle whether the price level is required or not. For example, if at least one adult or one senior ticket must be booked, then the toggle for both the Adult and Senior price tiers should be set to “required.”

If you’d like to be notified each time someone books this option, you can enter your email address in Email Alerts, under Notifications. You can also add labels for the booking.

If there are taxes and fees that need to be applied when this option is booked, click Add Line Items. Here, you can label each line item and add a percentage or flat fee. If the line item you’re adding is a tax, make sure to check the box labeled This is a Tax, so it won’t add to other applicable taxes. If you want the fee to be charged for each group member in the booking, check the box labeled Multiply. Finally, click Add This Line to save and apply your new line item.

We’ll go over custom Booking Fields in Getting Started 4, and you can find more information about Option Distribution in our knowledge base.

When you’re satisfied with your option, click Save Changes.

Now that you’ve created an option, you can either follow the same process to create another option for your inventory item, or you can duplicate the option and edit it as necessary. From the list of options on the inventory item, click the green gear icon and then click Duplicate Option. This will create a copy of the option you just made. Click on it to bring up its details, and then click the yellow pencil icon to edit those details. Give it a new name—1 p.m., for example—and click Save Changes. Finally, click the green cloud icon to publish the option.

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