Admin update: New permissions for viewing/editing inventory, gift certificates, and reports

We've added new user account permissions for reports access and inventory/gift certificate management to offer further access flexibility!

Update Staff access to read-only or edit access for reports and inventory, manage who can modify availability, and more.

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New Report Permissions

Previously, View Reports gave complete access to the suite of booking and revenue related reports. Now, control which reports are accessible, per Staff, in the new Reports & Booking Data permission section.

Gift Certificate Management

Previously, managing notifications, items, and gift certificates were bundled into a single permission. Now, gift certificate management has a unique set of permissions to aid in both managing and issuing. New permissions include:

  • Manage Gift Certificates: Allows Staff to manage already issued gift certificates on /inventory/giftcerts/
  • Manage Gift Certificate Items: If enabled, Staff can modify all settings related to all Gift Certificates items, including name, descriptions, amounts, etc.
  • Issue Gift Certificates: Manages whether staff and take make a booking, providing a customer with a Gift Certificate.

Inventory Management

Previously, granting inventory permissions meant giving access to manage notifications, rules, and discounts all in one. Now, you can provide just the right amount of access for Staff to manage each area of inventory separately:

  • There is now a set of View Only permissions, which provide read-only access to verify details, but not have access to change and override configuration settings.
  • Notifications, discounts, items, and rules are now all separate permissions for granular control over edit access.
  • A new Change Daily Inventory Availability has been added, which grants Staff the ability to modify ad-hoc per-day/time adjustments on the Inventory Calendar.

All item and category-specific permissions will also respect the new read-only vs. edit permissions.

Admins can manage these permissions per-user account on the User Accounts page, accessible via Manage.


We've honored existing permission settings

No changes have been made to existing user permissions for any Staff account. Admins will still to manually make modifications with the improved permission options to remove access, accordingly.

This decision was made to ensure no Staff loses access or changes without explicit opt-in changes.

Filter the Daily Manifest by Bookings 'Ending' and 'In Progress'

As a central hub for booking management, the Daily Manifest is now more flexible with a new Bookings filter. With this new filter, easily find bookings that are Ending, Starting, or are In progress for the day.

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Use the Ending filter to find who will be checking out, the In progress filter to review which guests are actively 'in house' or undergoing activities, or Starting as you prep for the day ahead!

By default, the Daily Manifest will continue to display bookings Starting today. Use the Remember Filter Settings via your profile if you commonly use a different view for managing bookings day-to-day!

Bulk inventory adjustments for the new Inventory Calendar

Quickly change inventory availability across multiple days with the new bulk inventory adjustment feature on the new Inventory Calendar! A new edit icon (indicated by a pencil) will appear next to each inventory item. Clicking this will enable the new bulk adjustment feature.

Per item, increase or decrease available across multiple dates and times, or edit multiple days at once.

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Editing select dates and times

After entering bulk edit mode, click all the applicable days and times that you'd like to change availability on. Once selected, click Edit to make bulk changes.

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Review your selected days and times, adjust the available inventory, add a note, and save! Changes will be instantly reflected on the calendar and a note left in the audit log.

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Editing multiple days at once

Looking to edit multiple days' availability without clicking each specific time or day? Once you've entered bulk editing, select Edit All Days instead of clicking on an individual cell.

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This will bring up a modal that displays all days within your filtered time frame. Select the entire date (shown below), or if you're using timeslots/flex time, expand each day to select specific times within each day.

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NOTES:

  • If you need to make adjustments across multiple items, you'll need to re-enter bulk adjustment mode per item to manage each item's changes individually.
  • This is only available on the new Inventory Calendar. To enable the new experience, use the opt-in banner at the top of the Inventory Calendar at /calendar/inventory/.

Improvements for the Inventory Calendar, Booking Index, Search, and More

Inventory Calendar

  • As you scroll the table is no longer fixed. This means that only the date and time header now remains sticky with double the view to see more inventory on the page.

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  • The display order of items is now determined first by the Category Weight and then the Item Weight setting for Items within a category.
  • When using Unlimited Inventory settings on items, the required activity log will no longer be erroneously shown on the first sidepanel tab.

Booking Index

  • Search has been added! Search bookings codes, guest names, custom form fields, and more to find specific booking and guest details.

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Global Search

  • You can now search for phone numbers that are formatted, such as with brackets, dots, and dashes: +1 (250)-555-555

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Daily Manifest

  • The Note field can now be re-added back to the page via Edit Columns.
  • The check-in/out column will no longer be cut-off from view by default.

Booking Calendar

  • Customer names are no longer cut-off when viewing bookings on Week view.

New Inventory Calendar Experience

Starting November 18th, 2020, and rolling out over the next week, we'll be enabling early access to a new Inventory Calendar experience!

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An on-page banner will be available from Calendar > Inventory to opt-in once early access has reached your account. Early access will be available to all accounts by November 25th.

Overview of what's new

  • A fresh modern look.

  • A more performant experience, meaning less waiting times when loading.

  • 6 weeks of inventory availability are loaded by default (instead of 2).

  • New filters for category, item, and search provide flexible views.

  • An improved, simpler color legend for inventory availability:

    • Blue: 50% or more availability
    • Yellow: Less than 50% availability
    • Red: Sold out!
  • A new booking count displays below availability to review the booking count per inventory item/time.

  • Clicking on any date/time will open a new sidepanel. Use the sidepanel to:

    • Control manual inventory adjustments
    • Quickly review, search, and check-in bookings already made for that time using the Booking tab.
    • Audit previous inventory adjustments in the Activity Log

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And much more! Review documentation in our Knowledge Base for a complete overview.


Opt in and provide feedback

Once you've enabled the new experience, a Share Feedback option will be available to send the Product Team feedback on what you love and would like to see improved.

We also shared a list of upcoming iterations we are already working on below!

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What's upcoming

We're already working to make the new experience even better! Here's a preview of what we're already working on:

  • Bulk inventory adjustments
  • Having inventory availability rows expanded upon page load
  • Adding search to the Booking tab in the sidepanel
  • Additional filters

The latest bug fixes and improvements

Improvements

  • The Booking Calendar now has a Show all bookings option. When enabled, all bookings will be loaded, no longer display X more to review all monthly and weekly bookings.

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  • The icons for a booking being checked in/out have been updated across the Daily Manifest, Dashboard, Daily List, and Booking Calendar. They now match the same icons and patterns used on the invoice.

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  • It's now easier to identify if a booking has checked in — the check-in/out icons are back!

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  • Notes on the Daily List now support hover-over to review the entire note without needing to view the invoice.

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Bug Fixes

  • For countries that observe Daylight Savings Time the Booking Widget will now properly display booking counts for days prior to Daylight Savings being observed.
  • The Sales Report will no longer error when sorting columns related to discounts and taxes.
  • For users using Internet Explorer 11 as their browser of choice the login page will no longer error.
  • The Daily Manifest's Today export has been fixed and will no longer export blank PDFs or CSVs.
  • Notes and emails on the Daily Manifest will no longer be cut off on PDF print view.
  • The Daily List continues to receive small fixes for mobile, making it easier to view more information without scrolling.
  • Notes can now be added independently of any other bulk actions when making bulk updates to bookings on the Booking Index and Daily List.
  • The Daily Booking Summary on the Daily List now shows the blue inventory consumed bar for timeslot inventory.

New profile settings to remember filters and views across the product

We've introduced a new Profile Page that now supports Remember Filter Settings options.

Overview of the new settings

  • Do not remember | This is currently how filters work. As soon as you navigate from a page every filter applied is 'forgotten' and reset.

  • Remember filters per session | Remember filters on supported pages until you are logged out due to an expired session, or manually log out.

  • Remember filters until cleared manually | Even upon logout, filters will be remembered until they are manually cleared. For example, you can clear filters on one page, but keep settings on another.

There is also a Clear Filters option to ‘reset’ all filters on all pages. Head to Profile to explore the new settings at the bottom of the profile page!

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Additional feature notes

These settings are per user account so everyone can choose the option that best fits how they want to interact with Checkfront.

Here are all the pages and locations these settings apply to:

  • Booking Calendar, including the Month/Week/Day view settings
  • All reports
  • The Booking Index
  • Daily Manifest
  • Daily List
  • The Inventory Management Page

Fixes for the Daily List, Booking Calendar, and Exports

Daily List

  • Note fields now appear on all export types, no longer showing as blank.
  • The date has been added to the header for easy reference of which date was exported.
  • The Discount Code column has been restored and can be re-enabled via Edit Columns.
  • When exporting, booking statuses will show the full status name instead of just the ID.

Booking Calendar

  • Locale support has been added to date headers. For example, if using Month/Day instead of Day/Month formatting, the week and day view header now properly formats dates relative to your locale settings.
  • All bookings will now be displayed on the calendar if locale settings are set to a Monday start-of-week. Countries that observe Daylight Savings Time will no longer experience incorrect end-times/bookings not displaying.

Exports

  • All exports will now export dates and times using account locale settings.
  • 🆕 When exporting, there's a new option to export date and times following ISO time. This is an optional setting that exports date and time to a standard, computer-friendly format specifically used for re-importing data into third-party systems, such as a Business Intelligence tool.

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Booking Calendar and Daily List Improvements

Based on early feedback, we have made further improvements to the Daily List and new Booking Calendar!

Booking Calendar

  • Booking statuses are now more defined. The background color displays more prominently, matching the booking status color.

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  • On the Day view, the calendar now properly displays the time ledger instead of defaulting only to a list view.

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Daily List

  • In the Daily Booking Summary section the bar graph that provided a quick visual of inventory consumed has been brought back!

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Thank you to everyone submitting feedback in-app!

We're continuing to work on priority fixes related to the Daily List export, mobile view improvements, and text-wrapping for longer notes.

As a reminder, you can continue to submit feedback at any time using Give Feedback in-app or by getting in touch with Support.

Daily List Bug Fixes

Exporting Selected Bookings

  • When selecting certain bookings and making bulk updates, you can now also bulk export only select bookings instead of having to export all.

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Time Display Updates

  • The Start Time for bookings will now show the Booking's actual Start Time instead of erroneously displaying the current date.

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  • The time headers when viewing the Daily List by Time now respect locale settings, no longer always displaying in 24 hour time.

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Form Field and General Display Improvements

  • Custom booking fields such as First Name and Last Name will no longer appear as blank rows in Edit columns.
  • If using City as a custom booking field, the selected city will now appear on the Daily List instead of showing as a blank cell.
  • Form fields using ' in the name will no longer display random characters in the header column.
  • Viewing the Daily List on mobile will now be full-screen, optimizing for screen space.
  • If using pre-tax Discounts, the total item price will now properly be shown on the Daily List instead of the incorrect full item price.