Inventory: tracking what you own on bookings

Inventory is the list of what you own: banquet chairs, round tables, linen, glassware, cake stands, staging. Put it on a booking with a quantity, and 1pm tells you when overlapping bookings need more than you own. The count also prints on the BEO, so whoever sets the room knows what to pull.

Inventory is part of the Hospitality plan.

Where it is

Open Inventory in the sidebar, under Hospitality. Each booking also has an Inventory section on its page.

Adding your inventory

On the Inventory page, fill in Add an item:

Name. What it is, like "Banquet chairs" or "White tablecloths, 132 inch".
Category. Optional. Items are grouped by it on the list and in the booking picker. Start typing and 1pm offers the categories you've already used.
How many you own. The total you have, in good order.
Counted in. Optional. The word for one of them, like "chairs" or "pieces". It's shown next to every count, so "120 chairs" rather than "120".
Turnaround days. How many days the item stays unavailable after a booking ends. Linen out at the laundry for two days gets a 2. Leave it at 0 for anything that's ready to use again straight away.
Location. Optional. Where it's kept, like "Shed" or "Back room". Start typing and 1pm offers the places you've already used, so the same spot is always spelled the same way. The location shows next to the item on each booking and on the printouts, so whoever sets up knows where to fetch it.
Notes. Optional. Who to ask for the key, how it's packed, anything else the team should know. The box grows as you type.

Use Edit on a row to change any of these. Archive takes an item off the list and out of the booking picker. Bookings that already use it keep it on their Inventory and printouts.

Putting inventory on a booking

Open the booking and expand Inventory. Pick an item, enter how many the booking needs, add a note if it helps ("Set up in the foyer"), and choose Add to booking. The picker shows how many of each item are free at this booking's times, so you can see at a glance what you can still offer.

Adding an item that's already on the booking raises its quantity rather than adding a second line. Use Edit on a line to change the quantity or note, and Remove to take it off.

Inventory that comes from quotes and charges

An item you sell can say what it takes from your inventory. On the Items page, choose Edit on an item and use Uses inventory to add each inventory item and how many one of it uses. A "Round table setting" might use 1 round table, 10 banquet chairs and 1 white tablecloth.

When a client accepts a quote with that item on it, 1pm puts the inventory on the booking for you. Twelve round table settings reserve 12 tables, 120 chairs and 12 tablecloths. The same happens when you add the item, a package holding it, or a menu whose dishes came from your items straight to the booking's Charges. These lines say From the charges on the booking's Inventory.

Per head items reserve for every guest, including guests the price already covers. A package for 50 guests reserves for 50.
Items whose quantity is the booking's hours reserve one, not one per hour. Bar hire for 5 hours needs one bar.
Optional extras the client turned down and packages they didn't pick reserve nothing.
Lines you type by hand don't use inventory. Put that inventory on the booking yourself.

The inventory follows the charges. Change a line's quantity and its inventory changes with it; delete the line and its inventory comes off the booking. When the client changes their guest count on final numbers, the inventory follows that too: ten more guests on a seated dinner that uses 1 chair per guest reserves 10 more chairs. If you unaccept the quote, the inventory from its lines comes off the booking until it's accepted again. Lines you added yourself stay.

You can change an inventory line that came from the charges. Once you do, it's yours: later changes to the charges or to guest numbers leave it as you set it, and it shows Changed by hand. Removing one stops the charges putting it back. Deleting the charge itself takes its inventory lines with it, including ones you changed. Changing what an item uses on the Items page updates upcoming bookings straight away.

While you build a quote, Inventory this quote uses under the lines shows how much inventory it would take and how many are free on the lead's date, like "Banquet chairs: uses 120 chairs. 80 free on Sat 12 Dec." The client doesn't see it. Nothing is reserved until the quote is accepted, and accepting with too little inventory still goes through: 1pm says what's short in the acceptance on the lead and in your notification.

When you're short

A booking holds its inventory from its earliest access or start time to its latest vacate or end time, plus the item's turnaround days. A booking with no times set holds it for the whole day. Only Tentative, Confirmed and Completed bookings hold inventory, the same as Spaces. A lead never does, and cancelling a booking frees its inventory.

When overlapping bookings need more than you own, the line on the booking turns amber and says how many you're short, how many are free and which bookings are using the rest. The bookings list shows Short of inventory under the date of any booking that's short.

1pm counts the most in use at any one moment, not the total across the day. A lunch for 80 and a dinner for 80 in the same room only need 80 chairs between them, as long as the lunch has finished before the dinner starts.

A shortfall is a warning, not a block. The booking saves either way, because sometimes the answer is to hire more in.

Seeing what's free on each day

Select an item's name on the Inventory page to open it. You'll see every day in the next 60 days where a booking uses it, the most in use that day, how many are free, and the bookings involved. Days where you're short are highlighted.

Quoted on open leads shows sent quotes on leads that would use the item on that day if accepted. It's there so you can see what's coming. It isn't counted as in use, and it doesn't change how many are free.

On the BEO and crew links

Your BEO and run of show printouts include an Inventory block listing each item and quantity on the booking, grouped by category, with where each item is kept and your notes.

Crew and clients see the same list only if their contact has Full BEO turned on. For them it shows in the briefing on their live link and on the printout from it, and it updates as you change the booking. Everyone else on the link doesn't see it, including a client without the switch.

Every line shows, whatever the booking's status. A lead or a cancelled booking that doesn't hold its inventory still lists it.

Limits

You can keep up to 1,000 items in your inventory and add up to 200 inventory lines to one booking yourself. Lines that come from the charges don't count toward that. One item you sell can use up to 20 inventory items, and up to 10,000 of each.