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 you build a trip, you add products from inventory, and the two stay linked so availability is always synchronized. Inventory is the single source of truth for what you offer.

How it works

You create a product by choosing its type, giving it a name and SKU, and then configuring its details: pricing, availability, supplier, and type-specific attributes. New products default to Active status, but you can set them to Draft if you want to finish configuration before making them available.

When you add an inventory product to a trip, the trip product links back to the inventory product. Availability is tracked centrally — when a customer books a trip product, the reserved count updates on the inventory product automatically.

Key concepts

Product types

You can create 12 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.

Inclusive date convention

The system uses inclusive dates for pricing — both the start and end date count as days the customer uses. For per-day rates, the number of days equals the end date minus the start date plus one. For per-night rates, the number of nights equals the end date minus the start date. Same-day products priced per-night still bill for one unit minimum.

Days/nights badge

Product date ranges show a compact days/nights badge (e.g., "8d/7n") beside the date range. Days count both the start and end date inclusively. Nights count the date difference. Days and Nights columns are also available in sales overview and supplier report exports.

Variants

Variants let you offer different versions of the same product. 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)
• Type-specific attributes
• Participant combinations
• Pricing (see below)
• Tags

Variant pricing can be calculated in three ways:

When you use Transform methods, Itsy 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 cleared at the product 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:

See Occupancy for detailed information about managing availability using date ranges and time slots.

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 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.

Quantity selection

You can enable quantity selection on a product so that customers choose how many units to book — for example, golf rounds, spa treatments, or equipment rentals. When enabled, the customer selects a quantity during booking rather than always booking a single unit. The product-level minimum and maximum bounds you configure here are the default. If the trip uses duration options, the min and max move to each duration in the trip product's duration settings, letting you vary the allowed range by trip length. See the Trips page for product-level configuration when duration options are not enabled.

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 — ACRISS code, vehicle category, vehicle type (body style), transmission type, fuel type, pickup and drop-off locations, mileage policy, fuel policy.

Ticket — Venue, ticket type, restrictions.

Insurance — Coverage type (Basic, Comprehensive, Premium, Annual), 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.

Tags and SKU

Every product has a SKU (Stock Keeping Unit) field — a short code you assign for internal identification and reference. SKUs appear in product lists and can be used to quickly look up a product. When filtering the inventory list, you can search by SKU in addition to product name.

Products also support tags — freeform text values you attach for categorization, filtering, and grouping. Tags are flexible: use them for anything from seasonal markers ("Summer 2026") to sourcing notes ("Partner - Nordic Travel") to workflow markers ("Needs Review"). Variants have their own SKU field and their own tags, independent of the product's.

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 pre-fill booking line values during order entry. See Discount & Markup Templates for details.

Product questions

You can attach custom questions to any inventory product. These questions are presented to travelers during the booking process and let you collect product-specific information beyond the standard data fields.

Question types

Each question has a field type that determines how travelers answer it:

Question scope

Every question has a scope that controls who answers it:

• Per Participant — each participant on the booking answers individually (e.g., dietary preferences, passport number)
• Per Booking — the question is answered once for the entire booking (e.g., special requests, preferred pickup time)

Adding questions

You can add questions to a product in two ways:

1. From a template — select a question from your workspace's question template library. The label, field type, and options are copied from the template. You can still customize the scope and whether the question is required.
2. Custom — create a new question directly on the product by entering a label, choosing a field type, setting the scope, and marking it as required or optional.

Editing and removing questions

Click any question row to open an edit dialog where you can update its label, help text, field type, scope, and required status. To remove a question, click the trash icon on the row. Removing a question from an inventory product does not affect questions already copied to trip products or existing answers.

When you add this inventory product to a trip, its questions are copied to the trip product automatically.

Common tasks

Creating a new product

1. Navigate to your Inventory.
2. Click Add.
3. Choose the product type.
4. Enter the product name and SKU.
5. Choose the initial status (defaults to Active).
6. Click Save.

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 enable quantity selection if customers should choose how many units to book.
8. Optionally add segment restrictions.
9. When ready, change the status to Active.

Adding variants

1. Open a product.
2. Navigate to the Variants tab.
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, optional end time, and capacity.
3. When the product has variants, set per-variant capacity for each slot.
4. Manage individual slot availability as needed.

See Occupancy for the full guide to the occupancy calendar and bulk editor.

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 using chip filters above the list. Add chips for Name (text search), Type (one or more product types), and Status (one or more statuses). By default the list shows Active products only. Click the + button to add more filter chips and the x on a chip to remove it.
• Save your current combination of filters as a view for quick access later. Views can be shared with your team, set as your personal default, or kept private.

Creating discount/markup templates

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

Booking from inventory

When adding a booking to an order, you can select a product directly from your inventory catalog. Itsy calculates the price dynamically based on the inventory product's rates, the selected variant, date range, and participant counts. If the inventory product has variants, you select the variant during booking and the price adjusts accordingly.

How it connects

• Trips — You add inventory products to trips. When added, the trip product links back to the inventory product so availability is synchronized: bookings made on the trip automatically update the reserved count on the inventory product. Any questions defined on the inventory product are copied to the trip product at the time of linking. When a time slot product has an end time, the end time copies onto the trip product automatically so the trip product shows both start and end times. You can unlink a trip product from inventory at any time if you want to manage it independently.
• Orders — Inventory products can be added directly to orders as bookings, with automatic price calculation from the product's configured rates.
• 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.
• Occupancy — Manage product availability with date ranges or time slots, track capacity, and control booking restrictions.
• Amadeus Integration — Import airline tickets from Amadeus and link them to customer orders. A workspace-level default Amadeus supplier setting controls which supplier is assigned to bookings created from Amadeus tickets.