With shared product assets, you can share individual assets across multiple products, improving resource management and making reaching booking capacity and increasing booking volume easier.
You can read further to learn how to set up products to share assets, including reporting on shared product assets or finding answers to frequently asked questions.
Overview
Back to topYou can configure product inventory based on resources (assets) and determine how they are distributed and shared.
Assets are assigned to products by quantity or capacity.
Assigning assets by quantity
Quantity represents the base number of available assets, e.g., three buses in your fleet.
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Quantity assets are private to each booking—for example, a private bus rental booked by one group of guests. |
Assigning assets by capacity
Capacity represents the maximum amount the asset can contain, e.g., you have 20 seats on each bus.
When assigning assets by capacity in a product, you can also share the asset(s) booked by a product with another product(s) during the same period. This feature lets you personalize asset allocation according to your requirements and timeline.
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Capacity assets are shared across bookings—for example, a tour bus that seats 20 guests across multiple bookings. |
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Sharing an asset works best for activities within the same location at a specific time, such as bus tours with common stops. When sharing assets across products, you must review availability to prevent conflicts. It is impossible to share assets if they are in different locations at the same time. |
Using shared assets
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Use case example #1: Multiple tours, overlapping locations You can share a bus between multiple tours with overlapping locations. The bus travels from Location A → Location B → Location C. You can sell three products that share the bus:
Once guests have booked any of the three products and a 20-seat bus is reserved, any future bookings on the same day at matching times also reserve seats on the initially auto-assigned bus until the bus is full.
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Use case example #2: Multiple activities, same locations You can share a boat between multiple activities. You offer a Party Boat Experience for $50 per person and a Deluxe Party and Snorkelling Experience for $75. You can offer these as separate public experiences to guests. If a booking comes in for ten people for the Party Boat Experience and 25 for the Deluxe Party and Snorkelling Experience on the same day, they are both assigned to a single boat. As additional bookings come in for that day, the assigned boat should continue to be filled until it reaches its 50-person capacity.
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Use case example #3: Multiple events, shared spaces. Quantity: 1 room You can share a single space between multiple rentals by separating the space into multiple smaller spaces. You can offer these small spaces to guests as independent offerings. For example, you can separate a gym into four spaces and rent it to three different parties. |
Setting up products to share assets
Back to topFollow these steps to set up a product to share assets:
- Navigate to the Product Builder (Products > Products) to add a new product or edit an existing product.
- Select the Inventory tab in the product you want to work with.
- Choose Assets from the Inventory Type dropdown menu to make your inventory dynamic based on the number of resources available.
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Select + Create asset in the Assets section to create an asset category or choose a previously created asset category from the Select an Asset Category dropdown menu.
- Choose the existing asset you want to share from the Select Asset(s) dropdown menu. You can add more assets with the + Add assets button as needed. Choose which guest type to allocate to an asset from the Guest Allocation menu if using guest types.
- Choose Capacity from the asset dropdown menu. Capacity represents the total capacity of the asset selected in the previous step and activates the Shared Assets table in the next step.
- In the Shared Assets table, select the asset to share. Specify if the same start and/or end times are required and should match. The checkbox options are Shared Asset, Same Start Time, and Same End Time.
Any other product(s) you want to share assets with must also allow asset sharing.
Use Time Sharing Rules to determine if other products must have the same start and/or end times when sharing an asset.
For example, you may require two sightseeing tours using the same bus asset to have the same start times but not end times, as the lengths of the tours differ.
If you do not set start and end times, products may use the same assets at the same time. For instance, a yoga class from 1:00 to 2:00 p.m. and a fitness class from 1:30 to 2:30 p.m. in the same gym.
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Click Save to save your product selections.
Reporting on shared product assets
Back to topThere are several calendar views where you can keep track of shared product assets.
Using the Assets Calendar to view Shared Assets
Back to topThe Assets Calendar (Calendar > Assets Calendar) lets you see which products share assets.
Using the Inventory Calendar to view Shared Assets
Back to topThe Inventory Calendar (Calendar > Inventory Calendar) shows which products are sharing inventory on a per-date basis.
Using the Daily Manifest to view Shared Assets
Back to topThe Daily Manifest (Booking > Daily Manifest) allows you to assign assets, see which products share assets, and see what other inventory is available.
Frequently asked questions
Back to topWhere can I find this feature using the menu?
- Products > Products > Add Product/Add New Product/Edit Product > Inventory tab
What permissions do I need to use this feature?
- Admin permissions to manage inventory or restricted permissions to View products and assets and Manage products and assets.