Create and manage products, prices and stock

Everything a customer can buy is a product: the kayak itself, the helmet rented with it, a cleaning fee, a guided tour, a membership. They all live on the Products page and share one form; which cards and fields you get depends on the product type.

Products belong to a location. A product made for one location is not offered at another, so to sell the same thing in two places you copy it (see Copy a product to another location below).

Find your products

Open Products in the menu. The list shows the products of the location picked in the Location picker at the top of the left menu, and the heading above it names that location.

Turn on All locations to see the products of every location on the account in one list. The switch is greyed out when the account has only one location.
The Product type: chips (All, Rental Product, Event, Rental Accessory, Insurance, Membership) filter the list; each chip shows how many products it holds.
Search products searches name, article number, location, type, stock and price.
The columns are Product image (image url), Art. No, Product name, Location, Product type, Inventory, Price from and Actions. With the Event chip selected, an Upcoming sessions column is added (see the events guide).
A warning or info mark next to a product name means something needs a look (see Product warnings below).

Click a row, or the cogwheel (View and edit details), to open the product. Ctrl-click (Cmd-click on a Mac) or middle-click a row to open it in a new tab. The search, the chips, the sorting and the page are kept in the page address, so the browser's Back button from a product brings the list back as you left it.

Add a new product

Pick the location in the Location picker at the top of the left menu.
On Products, press Add new product.
The very first product on an account asks you to Choose your currency first ("Please choose the currency you are going to use for your products.").
Pick the type in Choose a product type and press Continue (see the next section).
Fill in the form and press Save in the bar at the top.

You can also start from a location: its Locks tab has an Add new product button that opens the form for that location.

If Add new product is greyed out, hover it to see why:

"Select a location in the navigation bar before creating a product": nothing is picked in the Location picker, or the picked location no longer exists.
"You need to create a location before you can create a product", with the link Click to create your first location, which opens the Add location dialog (see the locations guide).

Choose a product type

Choose a product type opens before the form: "The type decides which settings the product gets and cannot be changed once the product is created." Click a type on the left to read what it is on the right.

Type	What it is for
Rental Product	"Something customers rent for a period of time, like a kayak, a bike or a sauna." Has its own number of units, prices per hour or per day, optional high and low season prices, and can be linked to a lock.
Rental Accessory	"An extra customers can add when they book a rental, like a helmet, a dry bag or a child seat." Priced per started day, shown on the add-ons step. See the add-ons and accessories guide.
Insurance	"A fee added to the booking rather than a physical item, like damage cover." No image and no stock; can be made non-removable, which is how you add a mandatory charge. See the add-ons and accessories guide.
Event	"A scheduled activity with fixed start times and a limited number of spots, like a guided tour or a course." Customers pay per person for a session you generate. See the events guide.
Membership	"A membership customers buy to get a discount on rentals for a number of months." See the memberships guide.

Membership shows a padlock until memberships are switched on for the account: the explanation then says "Enable memberships on the Memberships page first" with a Go to Memberships button, and Continue stays disabled for that type.

Saving a membership product can fail with "This account's membership settings don't allow this product. Check the settings on the Memberships page and try again." It means memberships have been switched off (for a new membership product) or Where should memberships apply? isn't set on the Memberships page. Fix the setting there and save again. Membership products that already exist can still be edited while memberships are off. The memberships guide covers the settings.

Change the type before the first save

After Continue, the form shows Product type: with the type you picked and a Change type button. Change type reopens the picker (anything you typed is lost; you are asked first if you have unsaved changes).

Once the product has been saved, Change type is gone and the type is fixed for good. If you picked wrong, create a new product with the right type and delete the old one.

Fill in the product details

The form has two columns and one Save button at the top that saves everything. The button changes colour while you have unsaved changes, and leaving the page with unsaved changes asks you first.

Product Image

The Product Image card is a file upload, not a link: drag an image onto the dashed area or click it (Select Image). JPEG, PNG, GIF, WebP, BMP or SVG, up to 10 MB. With an image in place the buttons are Change Image and Remove. "Please select a site first to enable image upload" means the form has no location yet: pick one in the Location picker and open the form again.

Insurance products have no image card. For rental products and accessories an image is optional; events need one (see the events guide).

Product Details

Product type: the type you chose, with Change type until the first save.
Art. No (required): the article number. A new product gets the lowest number not already used by your products and events, so you can usually leave it. Two products on the same account cannot share a number: saving then fails with "Art number is duplicated for the account".
Short name (required): 1 to 5 characters, "This is shown in Booking Management". Make it readable at a glance, such as KAY or SUP.
Sort Order in booking view (lowest number has the highest priority) (required): a number from 1 to 500 that sets the order in the booking flow. Leave gaps (10, 20, 30) so you can slot products in later.
Related Accessories (rental products only): the accessories offered with this product. See the add-ons and accessories guide.

Product Names & Descriptions

This card holds what customers read: Product name and Description, one version per language. The language buttons above the fields are the languages the location's booking flow shows, main language first. The card says "English product name is required": English is the only language you must fill in to save.

The booking flow falls back to the English text for a language you leave empty, so a missing translation shows English rather than a blank card. Still, fill in every language you offer.

Translate in the bar at the top translates the name and description. It is a split button: the left part shows the direction, for example EN → All. Click it to choose From (the language to translate from; by default the location's main language, but any language the location shows can be picked) and To (All languages or one language), then press Translate. It overwrites what is already written in the target languages. If you translate from another language into your main language, it warns first: "Replaces the … text, your main language." With nothing written in the From language you get "No … text to translate".

Before translating, Rentalbuddy checks whether a text looks like it was typed in the wrong language field. If so, Some texts seem to be in another language asks which texts to move to the right language first (the customer flow guide explains that dialog). Translating only fills in the form: read the result, then press Save.

Inventory: Number of units

Number of units (required) is "How many units do you have available to rent (e.g. 1-4)." What it controls depends on the location:

At a staffed location, it is the stock: availability is this number minus what is already booked for the same time. At 0 the product is taken off sale: customers don't see it in the booking window at all, and the field says "Hidden from customers: the quantity is 0. Raise the quantity to put it back on sale". Bookings already made keep it. A product that is simply booked out is different: it stays listed and shows as unavailable for those times.
At a self-service location with locks, the number of units customers can book is the number of active locks carrying the product, not this field. The field is the ceiling for how many locks can carry the product: you cannot lower it below the number of locks that already have the product (saving then fails with "The amount of this product related to lockers is now N and could not be less"). To offer fewer, take the product off a lock or switch a lock off on the location's Locks tab first.

There is no on/off switch on a product. To stop selling one for a while (in for repair, end of season) at a staffed location, set Number of units to 0 and save; raise it again to put it back on sale. At a self-service location, take it off its locks. Accessories are not hidden at 0: they show as fully booked (see the add-ons and accessories guide).

Insurance and Membership have no Number of units. On an Event the same card is called Spots per session and works differently (see the events guide).

Tax on a product

The Pricing card has Taxes: pick one or more of your account's tax rates, each listed with its name, percentage and inclusive or exclusive. The field is not required, so a product can be saved without a tax, but then no tax is charged on it. For a product that genuinely has no tax, pick your 0% rate so it is taxed on purpose.

Add tax next to the selector creates a new rate without leaving the product (shown to people who may change account settings); the new rate is selected for you and marked New. When the account is connected to Stripe, only taxes that exist in Stripe are offered. How tax rates, inclusive and exclusive prices and Stripe fit together is covered in the taxes and VAT guide.

When the account has no taxes yet, a notice above Taxes offers the first step (to the same people). Without Stripe it says "No taxes yet. Start with the default taxes (0, 6, 12, 25%), or use “Add tax” for your own rates." Answer Do your prices include tax? (Yes, tax is included or No, tax is added at checkout) and press Generate default taxes: the rates are added to the account, but none is selected, so pick the one that fits the product. With Stripe connected it says "Add a tax here, or create it in the Stripe Dashboard and sync." with Sync from Stripe.

Products are not flagged for their tax: a product with no tax, or whose tax was deleted, shows no warning. Check Taxes on your products yourself, for example after deleting a tax rate. Older products may still show a Select VAT percentage field; pick a tax under Taxes and save, and it goes away.

Set prices on a rental product

A rental product's Pricing card starts with Price setup:

Option	What it does
Price per hour	"Set a fixed price per hour (e.g., 200 kr/hour)". One field, Price per hour. The customer pays that rate times the booked length, with no day discount.
Structured Pricing	"Set different prices for different time lengths". Two rows of fields: Hour prices and Day prices.

A new rental product starts on Price per hour. If you switch to Structured Pricing, the price you typed is filled into every hour and day field as a starting point. Existing products keep the setup they were saved with. Choose Price per hour only if you really charge by the hour with no volume discount. Anyone renting for a day or more wants Structured Pricing.

Accessories and insurance have a much smaller price card (see the add-ons and accessories guide), and events are priced per person (see the events guide).

Hour prices and day prices

Structured Pricing shows Hour prices labelled 1h to 24h and Day prices labelled 1 Day to 14 Days, with a "Currency: …" note.

1h to 24h and 1 Day to 7 Days are required. Every one must be above zero.
8 Days to 14 Days are optional. An empty one shows, in grey, the price that length is actually charged (the last day step continued). Fill them in only where you want a different price. Typing in a later day fills the empty days before it with the price they were already charged; emptying a day again also drops every day after it.
1 Day is greyed out: it always equals your 24h price, so you set it in the hour row.

You do not have to type every number. The fields fill each other in:

Type the 1h price, then 2h: every later hour continues with the same step. 100 and 200 give 300, 400, 500 and so on.
Change an hour further along and every later hour recalculates from the new step.
Type an hour price lower than the hour before it and the price stops climbing: that hour, every later hour and all day prices are set to that value. This is how you get "anything over five hours costs 500"; afterwards, raise the day prices again if a day or several days should cost more.
Changing an hour price (from 2h on) recalculates every day price, as multiples of the 24h price. Set the hour row first, then adjust the day row.
In the day row, typing a price continues the same step for the later days, and a lower price flattens every later day to it.

Save refuses a table with a gap: "Please set prices to your product", and the season tab with the problem turns red.

Decimals and very low prices

Prices are saved with as many decimals as your account currency has: two for most currencies, whole amounts for currencies without decimals such as Icelandic krónur (ISK) or Japanese yen (JPY), where 10.5 is saved as 11. Prices worked out from your table (part hours, weekday or date multipliers) are rounded the same way, so the customer pays exactly what the booking window shows.

If you type a price above 0 but below Stripe's smallest online payment for your currency (for example 3 SEK, 3 NOK, 2.50 DKK or 0.50 EUR), the price card shows "Bookings that total less than … cannot be paid online." It is only a note and the product still saves, but a booking whose total stays below that amount can't be paid at checkout: the customer sees "This amount is too small to pay online. The smallest amount that can be paid online is …" and can't continue to payment. This usually means a test price such as 1 kr. The note doesn't appear when Disable Stripe Payments is on.

What the customer pays between the tiers

The table is not a set of buckets that round up. The price is worked out for the exact length:

Whole hours use the hour price: 3 hours costs 3h.
Part hours are interpolated: 3½ hours is the 3h price plus half the step to 4h; 30 minutes is half the 1h price. That is why a customer can pay an amount you never typed in.
Exactly 24 hours costs 1 Day.
Days plus hours is the day price plus the hour price (1 day 3 hours is 1 Day plus 3h), but never more than the next full day: if the sum is above 2 Days, the customer pays 2 Days.
Longer than your last filled day continues the last step: the difference between your last two day prices is added for each extra day, and any extra hours count as one more whole day.

At a location with fixed time slots a session is priced by the session length sold, not by the clock times: a 2-hour session costs the 2h price. With Fixed daily times, a 3-day rental costs 3 Days, even when Include blocking time in day rentals makes the return a little earlier. The weekday, holiday and season rules below still apply.

For a ceiling ("a week or longer always costs the same"), type the same price in 8 Days as in 7 Days: every later day gets that price too, and rentals longer than 14 days continue at it.

Weekday prices, holiday prices and seasons

Different prices by day of week gives one multiplier per weekday: "Multiply price based on the day the booking starts. 1,0 = normal, 0,8 = −20%, 1,5 = +50%". The whole booking uses the multiplier of its start day: a Friday to Monday rental is priced at Friday's. The days are listed in your account's week order (Sunday first for a US account, for example); only the order changes, not which day a multiplier belongs to.
Under it, Add specific dates adds a Start date, End date and Multiplier for a holiday or festival week. "Overrides the weekday multiplier when the booking starts on a matching day." A rule stops applying once its end date has passed.
Same price for high and low season is ticked by default. Untick it and you get High Season and Low Season tabs, each with its own full price table. Which one a booking pays is decided by the time period on the location's Open dates tab that the booking falls in, not by the product (see the opening hours guide). While the box is ticked, the low season copies the high season and cannot be edited.

Bookable weekdays and session lengths

Two more cards can appear on the left for rental products:

Bookable weekdays: "Choose which weekdays customers can start a booking on. Leave all unselected to allow every day." Switch on Limit which weekdays this product can be booked and pick the days; the card then reads "Customers can only start a booking on: …". It only limits the start day; a booking may still run over other days. In the booking flow the product shows, for example, "Not available on Mondays". The days follow your account's week order here too.
Fixed session lengths: only at a location that uses fixed time slots ("Location “…” uses fixed time slots."). Add lengths under Fixed session lengths (hours) and Fixed session lengths (days) (1 to 14 days) with the + button. An hour length that does not fit the location's booking interval is refused ("Session lengths must be a multiple of the booking interval (…)."). Saving without any length gives "Add at least one session length (hours or days) so customers can book this product." If the lengths no longer fit (for example after the interval was changed) you can still save, but the card warns "None of these lengths fit the location's time slots, so customers can't book this product."

If the location uses Same session lengths for all products, the card says "This location uses the same session lengths for all rental products." and points to the location's Booking experience tab, where the lengths are set (and where Edit session lengths edits every product's lengths in one dialog). That tab is covered in the customer flow and booking experience guide.

After saving: assign the product to a lock

When you save a new product, a notice under the top bar confirms it with Product created!.

At a self-service location it adds "Assign this product to a lock at … to make it bookable." and an Assign to a lock button. The button opens the location's Locks tab with the new product at the top of the product lists, marked New. Pick it on a lock and press Save there (see the locks guide).
An older product that no lock carries shows "Not bookable yet: no lock at … has this product." with the same button, every time you open it, until a lock has it.
At a staffed location there are no locks to assign: the notice says "This product belongs to …." with Go to location.

Product warnings: "can't be booked"

Rental products that customers can't book as you intended are flagged, in three places:

On the product list, a mark next to the name. Hover it to see what is wrong. An amber mark means customers can't book the product (or some lengths of it); a grey info mark only tells you something, nothing is broken.
Above the product list, a notice while any product has an amber mark: "… can't be booked" for one product, or "{{count}} products can't be booked" for several, with "Open it to see what needs fixing." (or "Open each one to see what needs fixing."). Show only these products. narrows the list to them; Show all products. brings the rest back.
On the home page (once the setup checklist is done), one line: "… can't be booked." with Open product, or "… products can't be booked." with Review products, which opens the product list filtered to those products across all locations. Close it with the X; it comes back in a new session or when another product gets a problem. Events are not counted there.

The reasons you can see in the tooltip:

Tooltip	What it means and what to do
"Customers can't book this product: none of its session lengths fit the location's time slots. Set them on the product, or for all products at once under Booking experience"	Only at fixed time slot locations. Customers do not see the product at all. Add a length that fits.
"Customers can't book this product: it has no price. Set its prices on the product"	The price table (or Price per hour) is empty, usually on an older product. Fill in the prices and save.
"Customers can't book this product for some lengths: a day price is missing among the first seven days. Fill them in on the product"	One of 1 Day to 7 Days is empty, so a booking of that length has no price. Fill in the day row and save.
"Hidden from customers: the quantity is 0. Raise the quantity to put it back on sale"	Grey info mark, not counted as a problem: a product at a staffed location with Number of units 0 is off sale on purpose (see Inventory).

Separate high and low season prices are checked per season, but the low season only when the location has a low season period on its Open dates tab. Taxes are not checked (see Tax on a product).

Copy a product to another location

Copying is how you run the same catalogue at several locations.

On the product list press the copy icon (Copy) on the row, or open the product and press Copy in the top bar.
In Copy Product, choose the Location. Only locations on the same account are offered.
Check the Product name. Copying to the same location adds "Copy" to the English name so you can tell the two apart.
Set Inventory for the new location (not asked for insurance).
Press Save.

"Product has been copied successfully!" then offers View product or View products from ….

The copy keeps the prices, taxes, image, texts in every language, weekday and session settings. It gets a new article number and no EAN. Related Accessories are not carried over to another location ("Related accessories are not carried over. Link them again at the new location."), because accessories belong to their own location: copy the accessories too and link them again. A copy isn't in any of the location's Product groups (the headings on the Booking experience tab) and shows under Other until you add it to one, if you use groups.

Events cannot be copied; the copy action is not offered for them.

Move or copy a product with a lock

When you move an Igloo lock to another location, its move dialog lets you leave the product behind, copy it to the new location, or move the product with the lock; see the locks guide. A product that moves with its lock is taken out of the old location's Product groups, and neither a moved nor a copied product is in a group at the new location yet.

Delete a product

On Products, press the bin icon (Delete) on the row.
Confirm with Delete product in "Are you sure to delete this product?".

A product with upcoming bookings can't be deleted, whoever tries: "This product has upcoming bookings and cannot be deleted. Cancel them first, then try again." The dialog lists those bookings, soonest first (up to 20, then "and … more bookings"), each with a Booking link to open it. Bookings that have ended, been returned or been cancelled don't count. A rental product whose units an event has reserved shows "Reserved by … upcoming event session. Delete that session first." (see the events guide).

A rental product that is still on a lock cannot be deleted either: "This product is still linked to a lock. Remove it from the lock under the Locks tab of its location, then try again." Take it off every lock on the location's Locks tab, save, and delete again. Any other failure says "This product could not be deleted. If this keeps happening, contact support."

If you are retiring a product mid-season, take it off sale first (Number of units 0 at a staffed location, or off its locks at a self-service one) and delete it once the last booking is over. Deleting never cancels or refunds a booking.

Only people allowed to manage products see Add new product, Save and Copy, and only those allowed to delete see the bin; everyone else can open products read-only, with the fields greyed out (for example Booking staff and Account viewer).

If a product does not show up for customers

Check, in this order:

Is it on the right location? Products are per location.
At a self-service location: is it on at least one active lock? The next-step notice on the product tells you.
At a staffed location: is Number of units above 0? At 0 it is hidden from customers.
Does it have a warning mark on the product list (session lengths, no price, a missing day price)?
Does the location have an open time period covering those dates?
Does Bookable weekdays exclude the day being tried?

The full walk-through is in the guide on why customers cannot book anything.

Common questions

Why can't I change the product type? The type is fixed once the product has been saved. Change type only exists before the first save; otherwise create a new product with the right type and delete the old one.

It won't save and the price fields are red, but I filled in the prices. Every hour price 1h to 24h and every day price 1 to 7 days must be above zero, on both High Season and Low Season if you use separate seasons. Check the red tab; a single empty field is enough.

Why did the customer pay an amount I never set? Part hours are interpolated between your hour prices, days plus hours are added up (capped at the next full day), and weekday or date multipliers apply to the whole booking by its start day.

How do I set a fixed price above a certain number of hours? Type that price in the hour where it should start, lower than the hour before it; every later hour and day is set to the same price.

I can't lower the stock of my kayak. At a self-service location the number of units cannot go below the number of locks carrying the product. Take the product off a lock on the Locks tab first.

My new product doesn't show in the booking widget. At a self-service location a product is only bookable once an active lock carries it: use Assign to a lock on the product. At a staffed location check that Number of units isn't 0. Otherwise check the warnings on the product list.

How do I take a product off sale for a while? At a staffed location set Number of units to 0 and save: customers no longer see it, and existing bookings keep it. At a self-service location take it off its locks.

Can I save a product without VAT? Yes, Taxes can be left empty, but then no tax is charged on the product and nothing warns you. For a tax-free product pick your 0% rate, or add one with Add tax.

Can I raise the price on Christmas Eve or New Year's Eve? Yes. Open the rental product, use Add specific dates under the weekday multipliers, and add a Start date, End date and Multiplier (1.5 = +50%) for each date. Repeat on every product that should cost more.

Why can't I delete this product? It has upcoming bookings (the dialog lists them) or it is still on a lock. Cancel or move the bookings, or take it off its locks, then delete again.

What does a 2-hour session cost at a time-slot location? The 2h price from the product's table (with any weekday, holiday or season rule). Time-slot sessions are priced by their length; a day rental with Fixed daily times costs its day price (3 Days for three days) even if the return is a little earlier.

How do I use the same products at all my locations? Copy each product to the other locations with Copy, adjust the stock, and link the accessories again. All locations on the product list shows everything in one list.

Why does the weekday list on my product start on Sunday? The weekday rows follow your account's week start, which comes from the account's Country (otherwise the contact phone's country, otherwise Monday). Only the display order changes; prices and bookable days stay on the same weekdays.

Why are all the fields on a product greyed out? Your role can view products but not change them, for example Booking staff or Account viewer. Ask an account owner or account member to make the change.

Why does a new product start on Price per hour? Every new rental product starts on Price per hour, the simplest setup. Switch Price setup to Structured Pricing for hour and day prices; the price you typed is filled into every field as a starting point.

My new product says "No taxes yet" above Taxes. What do I do? Your account has no tax rates yet. Answer Do your prices include tax?, press Generate default taxes and pick the rate that fits in Taxes, or create your own with Add tax.