Products & services

The catalogue brings together everything your organization sells: booking credits, subscriptions, equipment, food & drink, tournaments, lessons, training camps… It feeds the users' cart, the cash register and manual orders.

Understanding product types

Each product belongs to a category: subscription, booking credit, guest credit, equipment, food & drink, tournament, lesson, training camp or custom. Use the tabs above the list to filter the catalogue by category.

Creating a product

1. Go to Administration›Settings›Billing›Products & Services.
2. Click New.
3. Choose the product type, then enter the name, an optional description and a colour.
4. Click Save.

You can then publish the product in the online shop on your home page.

Setting the price and taxes

1. Enter the unit price including tax: the amount excluding tax is displayed automatically.
2. Check the tax rates: they are pre-filled with the organization's default rates, which you can adjust in Administration›Settings›Account Settings.
3. For tiered pricing, click Add a quantity-based rate and set a price for each quantity tier (for example, 10 units at a reduced price).
4. Enable Free Quantity if users can choose the quantity themselves when ordering, within the limit of available stock (if applicable).

Tracking stock

Depending on the product type (food & drink, equipment, ...), you can manage a product's available stock.

1. Enter the quantity in stock, or tick Unlimited Stock.
2. Stock updates automatically as sales are made. You can adjust it at any time.
3. Set the low stock threshold to receive an alert when stock falls below it: 0 disables the alert.
4. The alert is sent to the club's e-mail address. To send it to someone else, for example the person in charge of the snack bar, fill in Alert e-mail address.

Selling a subscription online

Putting a subscription on sale is not configured from the catalogue, but from the subscription's own record, in Administration›Users›Access Rights›Subscriptions, General tab, Payments & Billing section. Enabling this section automatically creates the corresponding product.

The product can then be edited from either side: from Administration›Settings›Billing›Products & Services or from the subscription record, both forms edit the same record.

Rolling duration or fixed cycles, proration, renewal and pre-sale are covered on a dedicated page.

Offering payment in instalments

1. In the product record, set the Payment in instalments option by selecting the maximum number of instalments.
2. The total is split into equal parts. The first instalment is paid immediately, and the services are delivered as soon as this first payment is made.

Sending an e-mail notification for each sale

Automatically notify the relevant people as soon as a specific product is sold: the person in charge of the snack bar for a drink, the coach for a training camp, or the supplier preparing an equipment order.

1. Open the product in Administration›Settings›Billing›Products & Services.
2. At the bottom of the record, enable Email Notifications.
3. In Recipient addresses (one per line, 4 maximum), enter up to 4 addresses, one per line.
4. Click Save.

The e-mail is sent only once per order, as soon as the payment is confirmed and the invoice is issued: online payment, sale at the cash register, or payment recorded by an administrator. For payment in instalments, it is sent at the first instalment.

It shows the product, the quantity, the line amount including tax (before any discount on the whole order), the invoice reference and the payment date, as well as the buyer's name, e-mail and phone number. It contains no attachment, no link to your administration area, and none of the other products in the order. When an order contains several tracked products, each one sends its own e-mail to its own recipients.

To stop these e-mails, disable Email Notifications and then save: the addresses are deleted. No e-mail is sent for a sale paid with a payment gateway in test mode.

To receive an e-mail for every payment, whatever the product sold, use the billing account notifications instead.

Managing product visibility

• Only active products can be purchased: disable Active product to temporarily remove a product from sale without deleting it.
• The Archive button at the top of the panel permanently removes the product from the catalogue. Its sales history is kept.
• Disabled products and products created on the fly from a manual order are hidden from the list by default: display them via Include disabled products and Include one-shot products in the list settings menu .