Admin Product | Availability Type

Modified on Thu, 27 Jul 2023 at 02:45 PM

Overview

This guide is intended to help you on applying different availability type to control your inventory in rezio Admin.

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Add Product
Unlimited
Set availability by session
Set availability by session, and allocate them by identity/item
Set availability by sales option
Set availability by sales option, and allocate them by identity/item
Seats used vs. Maximum number that can be allocated (Actual Availability)
Total Allocation for Identity/Item vs. Total Availability of the Product

Product > Add Product

Add Product

Click Add Product on the menu, or click + Add in the Product List to begin product setup.

After you finish filling in the basic information of the product, click Create.

There are 5 types of Availability Type for a product:

Unlimited
Set availability by session
Set availability by session, and allocate them by identity/item
Set availability by sales option
Set availability by sales option, and allocate them by identity/item

The following will explain the settings of each Availability Type that will help you in creating a Sales Calendar.

Note: Once a product has finished setting the calendar, the availability type cannot be changed.

Unlimited

When you set the Availability Type to Unlimited, it means that you do not have a limited inventory and all the sessions and options of your product can be purchased unlimitedly, no inventory control is needed. This setting is usually used for events that do not limit the number of participants, or products with flexible admission time.

When the Availability Type is Unlimited, there is no need to set the Session’s and Identity’s/Item’s inventory settings.

Set availability by session

Set availability by session is the most commonly used Availability Type. By setting them by session, it means that you need to control the inventory amount of each session in a product, but no need to control the inventory for each identity/item.

Example: If you're an outdoor activities tour operator, and you're holding mountaineering events every Saturday. According to your past experience, 10 people can register for each event.

Sales Option Select the Availability Type as Set availability by session, go to the Add Session tab, and enter 10 as your Session Availability.
Click Save or Next. You can reconfirm the availability number in the preview screen.
After the session is created, if necessary, you can go to the Sales Calendar to modify the availability of individual sessions.

Set availability by session, and allocate them by identity/item

As mentioned above, Set availability by session can control the availability of individual sessions but not for individual identity/item. If you want to control the availability of each identity/item in more detail, you can select Set availability by session, and allocate them by identity/item.

Example: Using the previous example, one day, you find that parent-child mountain climbing has become a trend recently. So you decide to start selling activities that allow children to participate. But for safety reasons, you do not want more than 3 children to participate in the same session.

Sales Option Select the Availability Type as Set availability by session, and allocate them by identity/item. After setting the price, go to the Add Session tab. The Identity/item that needs to be set follows the pricing rule it was bound to.
In this example, there are still only 10 people that can register for this trip. Of those 10 people, we don’t want more than 3 children. We can set them as below:

Set Availability for This Session: Set maximum to be 10
Allocate Availability by Identity/Item:
- Adult: There is no upper limit for adults, so click the Equal to availability.
- Child: We don’t want to have more than 3 children in one session, so click Set maximum to be 3

Once set up, when a customer purchases the product from MySite, the number of products available for purchase will be limited based on current availability.

When the remaining availability is equal to 10 and the customer doesn't buy any Child ticket, they can buy up to 10 Adult tickets.
If the customer wants to buy a Child ticket, they can only buy 3 Child tickets.

If the Child ticket has been sold to other customers, the Child ticket can no longer be purchased.

If you want to modify the availability of individual sessions or Identity/item, you can go to the Sales Calendar to modify them.

Set availability by sales option

In some situations, you may need to control the total availability that can be sold in all sessions of the entire sales option, but not limit the availability that can be sold in individual sessions. In this case, you can use Set availability by sales option.

Example: After running mountaineering activities for a while, in order to thank the customers who have supported you for a long time, you decide to give special discounts to 20 lucky customers. There is no restriction on the date of the trip and only the fastest 20 customers can get the discount (first come first serve).

Sales Option Select the Availability Type as Set availability by sales option, and set the Total availability for this sales option to 20.
When a customer purchases this product from MySite, since all sessions share the same inventory, the "Remaining Availability" will display the same number no matter which session is selected. When one of the sessions sells 3 tickets, the remaining number of all sessions will be updated to 17. The customer can no longer buy the product when all 20 tickets are sold out.
If you need to modify the availability of the sales option, go to the Sales Option tab and change Total Availability for this sales option directly.

Set availability by sales option, and allocate them by identity/item

Similar to the Set availability by session, you can set the total availability by sales option and allocate them to each identity/item.

Example: The previous special promotion achieved more than the expected result, and you decide to extend the promotion to the parent-child mountaineering trip as well. Due to cost limitations, you decide that there should be no more than 4 children in the 20 discounted tickets.

Go to the Sales Option tab and set the Total Availability for this sales option to 20.
After setting the price, go to the Add Session tab. Identity/Item that is listed here follows the pricing rules you bind the product to.
In this example, there are 20 special tickets. Of those 20, we don’t want more than 4 children. Here we can set the Adult to Equal to availability as there is no limitation on the adult, and Child to 4.

If you need to modify the availability of the sales option, go to the Sales Option tab and change Total Availability for this sales option directly. If you want to modify the availability of individual sessions or Identity/item, you can go to the Sales Calendar to modify them.

Seats used vs. Maximum number that can be allocated (Actual Availability)

When you select Set availability by session, and allocate them by identity/item or Set availability by sales option, and allocate them by identity/item as your availability type, there is a Seats used allocation for each Identity/Item.

This number comes from the pricing rules bound to this product. If the pricing rules use the By Person rule, Occupation per person can be set for each identity. But if the pricing rules use the By Item rule, there is no such setting.

This Occupation per person setting will affect the actual amount of availability/inventory that will be deducted when the customers buy the product. In other words, the Availability/number of inventory divided by the Seats used will be the Actual availability for the particular identity/item

Example: Current availability/inventory equals to 10

If Adult use 2 seats (Occupation per person = 2), then the Actual availability for this identity is 10 ➗2 = 5 Adult tickets.

If Group of Two use 2 seats (Occupation per person = 2), then the Actual availability for this identity is 10 ➗(2x2 people) = 2 Group of Two tickets.

If Infant use 0 seat (Occupation per person = 0), then the Actual availability for this identity is Unlimited.

It is important to note that when you want to set the Set maximum to be for each identity/item, the allocated availability must be the multiple of the Seats used in order to correctly calculate the Actual availability.

Example: Using the previous example, after several parent-child mountaineering trips, you found out that you have to spend more energy on the safety of children. For every additional child participating, you want to reduce the number of adults participating.

In the Add Pricing tab, choose the pricing rule for this product. Set the Child’s Occupation per person to 2.
In the Sales Option with the availability type of package option, select Set availability by session, and allocate them by identity/item. Go to Add Pricing and select the pricing rules. Then, go to the Add Session tab, in the Child Identity/item, the Seats used: 2. This means that for every Child ticket sold, 2 places will be deducted from the total availability.

In this example, because the maximum number of children that can register in each session is 3 (due to safety reasons), multiplied by the 2 Seats used per ticket, thus the maximum number of the Child identity/item to be set to 6 (Child identity has the Set maximum to be 6).

In addition, if the total availability for a session is 10, and the Adult is set to Equal to availability, it means that if all the Child tickets are sold out, the session can only accommodate up to 4 more Adult tickets. In total, if it is all sold out, there will be 4 adults + 3 children in that particular session.

Once set up, when a customer purchases the product from MySite, the availability will limit the number of identity/item available for purchase.

If current availability equals to 10, the 3 Child tickets can be sold. At the same time, only 4 Adult tickets can be sold.

If 2 Adult tickets and 2 Child tickets are sold, the remaining availability will become 4. If a customer chooses 3 Adult tickets, no Child tickets can be purchased, because 1 Child occupies 2 availability.

Total Allocation for Identity/Item vs. Total Availability of the Product

As mentioned above, using the allocate them by identity/item as the product’s availability type can help control the availability of each identity/item in more detail. However, if the total number of allocations is greater than the total availability of the session or the sales option, the system will use the Availability for This Session or Sale Option as the maximum and will not oversell.

If the Availability for This Session is set to 10, and each Identity/Item is Set maximum to be 10, although the total number of allocation for both identity equals to 20, the actual availability for this session is still 10, as it is still the maximum that can be sold to customers.
When a customer is booking your product, 10 Adult tickets can be bought. If the customer wants to buy Child tickets, the total still cannot be more than 10.