Inventory Management

Your inventory is the centralized catalog of every product you sell. You create and configure products here — accommodations, activities, flights, transportation, and more — with their pricing, availability, and booking rules. When building trips, you add products from your inventory, keeping everything synchronized. Your inventory is the single source of truth for what you offer.

How It Works

You create a product in your inventory by choosing its type, giving it a name and SKU, and then configuring its details: pricing, availability controls, supplier, and type-specific attributes. Products start in Draft status so you can set everything up before making them available. Once configured, you set the product to Active and it becomes available to add to trips.

When you add an inventory product to a trip, the trip product links back to the inventory product. This means availability is tracked centrally — when a customer books a trip product, the reservation count updates on the inventory product.

Key Concepts

Product Types

You can create 11 different types of products:

Product Lifecycle

Every product has a status that controls its visibility and availability:

Pricing

Product pricing uses seven rate calculation methods:

For per-person methods, you set separate rates for adults, children, and infants. For per-unit and fixed methods, you set a single rate.

Variants

Variants let you offer different versions of the same product. For example, a hotel might have Standard Room, Deluxe Room, and Suite variants. A tour might have Standard and Premium options. Each variant has its own:

• Name, display name, and public description
• SKU and external ID
• Status (Draft, Active, Inactive, Archived)
• Tags and type-specific attributes
• Participant combinations
• Pricing (see below)

Variant pricing can be calculated in three ways:

When you use Transform methods, Itsy automatically recalculates the variant rates whenever you update the product's base rates. Rates are always kept at zero or above.

Variants can be reordered using drag-and-drop to control the order customers see them.

When you add the first variant to a product, any participant combinations set on the product are automatically moved to the variant level, since variants take over customer-facing configuration.

Confirmation Types

When a customer books a product, the confirmation method determines what happens next:

Availability Control

Products can use one of three availability control types:

Date Range Availability

For date range products, you manage availability on a per-date basis. Each date entry tracks:

Time Slot Availability

For time slot products, each time slot tracks:

Capacity Counting

When tracking occupancy, you choose how bookings count against capacity:

When using per-participant counting, at least one participant type must be selected to count toward capacity.

Overbooking

You can optionally allow overbooking on a product by enabling it and setting an overbooking percentage. This lets you accept more bookings than the stated capacity, accounting for expected cancellations.

Product Attributes

Each product type has specific attributes you can configure:

Accommodation — Star rating, room type code, meal plan (Room Only, Bed & Breakfast, Half Board, Full Board, All Inclusive), check-in time, check-out time, address, amenities.

Activity — Duration (minutes), meeting point, inclusions, exclusions, difficulty level (Easy, Moderate, Challenging), language, minimum age, maximum participants.

Flight — Departure/arrival airport codes and names, carrier code, flight number, cabin class (First, Business, Premium Economy, Economy), operating carrier, aircraft type, baggage allowance, flight duration, CO2 emissions.

Transportation — Transfer type, vehicle type, pickup location, drop-off location, passenger capacity, duration, luggage allowance.

Rental Car — Vehicle category, transmission type, fuel type, number of seats, luggage capacity, pickup and drop-off locations.

Ticket — Venue, ticket type, restrictions.

Insurance — Coverage type, geographic coverage, policy number, insurer name, medical coverage amount, trip cancellation amount, baggage coverage amount.

Variants can have their own attribute values that override the product's defaults.

Participant Combinations

You can restrict which group compositions are valid for a product or variant. For example, you might restrict a room to "2 adults" or "2 adults + 1 child". When a product has variants, participant combinations are managed at the variant level.

Data Collection

Each product can specify which fields to collect from clients and participants during booking. This overrides the workspace-level defaults, letting you gather specific information needed for that product (e.g., passport details for flights, dietary preferences for food tours).

Discount & Markup Templates

Templates let you create reusable discount or markup rules that can be applied to products. Each template defines:

The Occupancy Calendar

For products with Date Range or Time Slot availability, the occupancy calendar gives you a visual overview of availability. It displays a month-by-month grid showing capacity, reservations, and blocked spots for each date or time slot.

Each calendar cell displays two key numbers:

• CA — Total capacity for that date or slot
• AV — Available spots (capacity minus reserved minus blocked)

A progress bar at the top of each cell provides a quick visual of how full the date is.

When a product has variants, the calendar shows separate rows for each variant, each with its own availability data. A summary at the bottom aggregates totals across the product and all its variants.

Status Indicators

Each date cell is color-coded based on its availability status:

Click any date cell to view full details including all restrictions (min/max stay, arrival/departure closures) and notes.

Bulk Occupancy Updates

Instead of editing availability one date at a time, you can apply changes in bulk using the occupancy editor. You define:

1. Date range — The start and end dates to update
2. Pattern — Which dates within that range to affect:
   • All — Every date in the range
   • Weekdays — Monday through Friday only
   • Weekends — Saturday and Sunday only
   • Custom — Choose specific days of the week
3. Changes — What to update on matching dates:
   • Capacity and Blocked spots — can be set to a new value, incremented, or decremented
   • Min Stay and Max Stay (date range products only) — can be set to a new value, incremented, or decremented
   • Close to Arrival and Close to Departure toggles (date range products only) — can only be set on or off
   • Stop Sale toggle — can only be set on or off
   • Note text — can only be set or overwritten
4. Options — How to handle edge cases:
   • Create missing records — Add occupancy entries for dates that don't have one yet (on by default)
   • Only update existing — Skip dates without an existing occupancy record
   • Skip dates with bookings — Don't modify dates that already have reservations
   • Skip if capacity exceeded — Don't apply changes that would cause reserved + blocked to exceed capacity (overbooking protection)

When a product has variants, the bulk editor lets you select which variants to update. Changes are applied to each selected variant independently, and the editor reports success or failure per variant.

This lets you quickly set up availability for an entire season — for example, setting 20 rooms capacity on weekdays and 25 on weekends for the next three months.

Common Tasks

Creating a New Product

1. Navigate to your Inventory
2. Click Add
3. Choose the product type and subtype
4. Enter the product name and SKU
5. Click Save

The product is created in Draft status. You are taken to the product detail page to configure pricing, availability, and attributes.

Configuring a Product

From the product detail page:

1. Set the supplier and VAT category
2. Choose the rate calculation method and enter rates
3. Set the confirmation type (Instant, Manual, or External)
4. Choose the availability control type (None, Date Range, or Time Slot)
5. Configure capacity counting if applicable
6. Fill in type-specific attributes (e.g., room type for accommodation, meeting point for activities)
7. Optionally add tags and segment restrictions
8. When ready, change the status to Active

Adding Variants

1. Open a product
2. Navigate to the Variants section
3. Click Add to create a variant
4. Enter the variant name and choose the rate calculation method (Base, Transform by Percentage, or Transform by Number)
5. Configure the variant's pricing, attributes, and status

Managing Availability

For Date Range products:

1. Open the product's occupancy calendar
2. Use the bulk editor to set capacity across a date range
3. Click individual dates to adjust capacity, blocked spots, or stop sale flags

For Time Slot products:

1. Open the product's occupancy calendar
2. Add time slots with their start time and capacity
3. Manage individual slot availability as needed

Organizing Products

• Use tags to categorize products for easier filtering and searching
• Use segments to control which customer groups can see and book specific products
• Filter the product list by name, SKU, supplier, product type, status, or tags

Creating Discount/Markup Templates

1. Navigate to the Templates section in Inventory
2. Click Add
3. Choose Discount or Markup
4. Set whether it's dynamic (percentage) or fixed (amount)
5. Enter the percentage or fixed amount
6. Select which product types it applies to
7. Click Save

How It Connects

• Trips — You add inventory products to trips. When added, trip products link back to the inventory product for synchronized availability tracking.
• Suppliers — Each product is associated with a supplier for fulfillment and reconciliation.
• Segments — Products can be restricted to specific customer segments.
• Discount & Markup Templates — Create reusable pricing adjustments to apply during order entry.
• Amadeus Integration — Import airline tickets from Amadeus and link them to customer orders.