Set Up Equipment & Inventory

This article reviews how to add, edit, and delete equipment in the inventory management module in Xola. Inventory management is geared to creating conditional dependent relationships between listings not towards managing retail. 

Understanding the Foundations of Equipment 

Before reviewing how to get inventory set up in Xola, there are two foundational concepts that are important to define at the equipment level. 

  • Capacity: The capacity is how many people, seats, or units are in each piece of equipment. For example, if you have a boat, this would refer to how many seats. Let us say the capacity is 20 seats.
  • Count: The count refers to how many units of equipment you have. In our boat example, the capacity is 20 seats but if we only have 1 boat the count is 1. 


Possible Configurations of Inventory 

In cases where your listings may share certain types of equipment, you can impose scarcity in Xola. When setting up your equipment, there are essentially two main options outlined below that rely on getting capacity and count correct. You can share equipment between listings and each listing can only have one piece of equipment.  

  • Mutual Exclusivity: The first option you can set up in Xola is mutual exclusivity between listings. If we stick to our boat example above, we have 20 seats available (capcity) but only 1 boat (count). Let us also imagine that this boat is shared between Listing A and Listing B. Because, we have only 1 boat, as soon as Listing A is booked for any timeslot, Listing B becomes unavailable regardless of how many seats on the boat are left over. This is because the relationship structure is mutually exclusive. 
  • Shared Total "Seats": The second option you can set up in Xola is the concept of sharing seats or units across listings. So, now let's change our example from a boat to kayak tours. I only have a certain number of kayaks (let's say 30 single kayaks) and customers can go out on any of my tours so long as no more than 30 kayaks are out at a time. In this case, we are going to create a pool of common equipment and share the equipment across listings. This time my capacity will be 1 because each kayak fits one person and my count will be 30 since I own 30 total kayaks. Now if I share this equipment between Listing A and Listing B as I did before, it will share kayaks across the two so that if two people book kayaks in Listing B, there will only be 28 kayaks left to be booked across both Listing A and Listing B. 

Adding Equipment

In order to add equipment:

  1. Click on the ‘Inventory’ tab on your dashboard.
  2. Click the “Add +” button under the ‘Equipment’ section of your screen.
  3. When the dialog box appears:
    1. Enter a name for your equipment (i.e. minivan, kayak, bus)
    2. Enter the guest capacity for this item
    3. Enter the count for this item i.e. how many of this item do you have.
  4. Click ‘Save’ to save your inventory in the system.

Your new equipment should show up under the ‘Equipment’ section of your ‘Inventory’ tab.

Editing Equipment  
To edit equipment:
  1. Click on the ‘Inventory’ tab on your dashboard.
  2. Click on the piece of equipment that you’d like to edit in the ‘Equipment’ menu at the right of the page.
  3. When the dialog box appears, make your edits.
  4. Click ‘Save’ to save the edits to your equipment.
Removing Equipment 
To remove equipment from the inventory list:
  1. Hold down on the piece of inventory from the right-hand sidebar.
  2. Drag equipment down into the red 'Delete' area at the bottom of the screen.

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