Store - Products

The products tab on the Store page allows organizations to manage products in their store.

Purpose of Products

Products are used throughout All-Star Rec Manager to calculate costs. The following list gives some examples of pages in which they are used:

• Activities

• Events

• Forms

• Point-of-sale

• Resources

• Signups

• Online membership sales

• Online ticket sales

Customization

The Preferences page contains a tab dedicated to the store and point-of-sale.

• General Preferences provides some of basic preferences.

• Convenience Fees for Online Sales allow organizations to charge customers for the fees associated with online orders.

• Fulfillment Categories allow organizations to create "dining" options which lays the groundwork for allowing sales tax exemptions.

• Online Order Admin Emails allows emails to be sent to admins when an online order is placed.

• Online Order Confirmations allows organizations to include specific details in the confirmation emails when a customer makes an online purchase.

• Product Categories are customizable on the Preferences page under the Resource Rates section. Note: The categories of Membership and Ticket are required and cannot be modified.

• Sales Tax Categories are custom categories for sales tax that can be assigned to store locations and products.

• Sales Tax Exemptions allows organizations to not charge sales tax on specific fulfillment categories.

Product Fields

General Product Fields

• Product Category: The category assigned to the product.

  • Note: If you select Membership or Ticket, you will be unable to change the category for this product in the future.

• Store Location: The store location(s) where this product is available. You may select a specific location or All Locations.

  • Note: Memberships and Tickets are required to be connected to a specific location. However, memberships can still be setup to allow customers to receive benefits at multiple locations.

• Product Name: The name of the product

• Description: A description for a product. This field is displayed for online membership and ticket sales.

• Product Form: Additional form fields to include when purchasing the product. This field only applies to tickets and memberships.

• Account Code: The accounting code to attach to all orders of this product.

• Tax Category: The tax category associated with this product. When a customer makes a purchase, the taxes will automatically calculate based on the tax category.

• Active: Enable to show this product throughout the rest of All-Star Rec Manager.

Membership Fields (applies only to memberships)

• Membership Type: There are three types of memberships that can be created. Once you've selected a Membership Type for the product, you will be unable to change it.

  • Basic Membership: This type of membership is most common and should be used for any type of membership other than selling season tickets.

  • Simple Season Tickets: This type of membership should be used when you want to sell season tickets using the simple ticketing method. See the Ticket Fields section below for more information on simple tickets.

  • Advanced Season tickets: This type of membership should be used when you want to sell season tickets using the advanced ticketing method. When customers select a seat for the season, the seat will be reserved for all events in the season. See the Ticket Fields section below for more information on advanced tickets.

  • Note: If you choose one of the season ticket options, you will create each of the individual events in the Event Dates table below. Once the product is saved, each of these events will be setup as individual products in the Products table, and can be edited as such. If you remove one of these events either from the Event Dates table or the Products table, the event will be removed completely. All tickets associated with the event will NOT be automatically refunded. If you want to issue a refund, you will have to do that on your own.

• Max Participants: The maximum number of participants allowed to be added on a membership.

• Registration Fee: A one-time fee to charge to the customer when they purchase the membership.

• Duration: The dates the membership is valid.

  • Specific date: In this scenario, you set the start and end date for the membership. For example, this option may be used when creating a golf course membership that has a specific end date, regardless of when it is purchased.

  • Dynamic date: In this scenario, you set a length of time the membership is valid for and the actual dates will be determined based on the date of the purchase. For example, a recreation center may use this option to create a monthly membership pass.

• Age Restriction: Enable this toggle to set age restrictions on a membership.

• Auto Generate Member Barcode: Enable this toggle to allow All-Star Rec Manager to automatically create a barcode to include on the membership card that is sent to the customer when they purchase a membership. You may or may not want to use this depending on whether you plan to hand out preprinted barcodes that can be easily scanned.

• Allow Renewals: Enable this toggle to allow members to renew their memberships.

• Renewal Fee: A one-time fee to charge to the customer when they renew a membership.

Ticket Fields (applies only to tickets and season ticket membership types)

• Event Date: The date and time of the event.

• Ticket Seating:

  • Simple: Simple seating allows you to setup individual seat variations without assigning specific seats to customers. This type of seating is most often used when your event only provides general seating.

  • Advanced: Advanced seating allows you to create a seating chart with a combination of specific seats and general seating options. Customers can select specific seats when purchasing tickets and season ticket memberships.

• Seating Chart (applicable to advanced seating):

  • Resource: The resource where the event will take place.

  • Seating Chart: The seating chart used for this event.

  • Note: Seating charts are setup on the Resources page.

• Edit Seating Chart (applicable to advanced seating): The seating chart you selected will stay intact for this event, but you have the option to block out certain seats that you don't want to sell.

  • Note: This button only appears after the product has been saved.

• Minimum and Maximum Quantities per Transaction: Minimum and maximum quantities of each variation that can be sold per transaction. This especially comes in handy when selling raffle tickets.

Online Info

• Sell Online: Enable this toggle to allow online sales of products.

  • Note: This only needs to be toggled on for tickets, memberships, or other products that you plan to sell in your online store. It should not need to be toggled on if you’re only using the product on a form or reservation.

• Open Date: The date and time when the product becomes available to purchase online (only available for tickets and memberships).

• Close Date: The date and time when the product is no longer available to purchase online (only available for tickets and memberships).

• Cover page: Enable to show information about this product on a cover page prior to requesting an access code (only available for tickets and memberships).

Variations

The Variations table allows you to add any number of variations to a product.

• Display: Enable to allow the variation to be purchased (except for online advanced ticket and memberships).

• Sell Online: Enable to allow the variation to be purchased online (only available if product is available to sell online).

• Name: The name of the variation.

• Track Inventory: Enable track the number of units available.

• Inventory: The number of units currently available. This column is only available if the Track Inventory toggle switch is set to ON.

  • Note: Sales of this product variation will automatically decrease the inventory by the number of units sold.

• Barcode: The barcode for the product. Add your own barcode or generate one. View/print the barcode (available for products other than tickets and memberships)

• Seating Category: The seating category assigned to the variation (only available for advanced tickets)

• Price: The price of the variation.

• Online Price: The price of the variation when purchasing online (only available if product is available to sell online).

• Event Price: The standard price for each event included in the season ticket (only available for season tickets).

• Online Event Price: The online price for each event included in the season ticket (only available for season tickets).

• Actions:

  • Schedule Actions: This action allows you to schedule a price change at a specific date and time. Click here to read more about how to schedule a price change.

  • Delete: This action allows you to delete the variation. Note that deleting a variation will make it unavailable on all reports for past purchases, so if you have already made sales of the variation, it's recommended to turn off the Display toggle for the variation rather than deleting it.

Member Benefits (applies only to memberships)

This table is used to provide customers certain benefits that come with their memberships. For example, a membership may entitle them to one free drink from the snack bar each month.

• Active: Toggle this switch on or off to activate or deactivate this benefit.

• Location: The location where the benefit can be redeemed. It can be a specific location or set to All Locations.

• Product Category: The category of the product you want given as a benefit.

• Variation: The variation of the product you want given as a benefit. It can be a specific variation or set to All Variations.

• Type:

  • Set Price: Allows you to set a specific price of the product.

  • Set Discount: Allows you to set a specific discount for the product such as $2.00 off.

  • Percent Discount: Allows you to set a percentage discount for the product such as 10% off.

• Amount: The amount associated with the Type column.

• Quantity: The number of units the member will receive at the discounted rate.

• Unit: The frequency the member can receive the benefit.

• Delete: Click this button to delete the benefit.

• Note: When adding a ticket as a benefit, the member will have to manually purchase the ticket. If you want the member to automatically receive tickets when they purchase the membership, you must setup the product as a season ticket membership type.

Renewal Options (applies only to basic memberships)

This table is used to set which renewal options are available to customers who purchased this membership.

• Membership: Set the membership they may purchase as a renewal of the current membership. This means you must have the next set of memberships set up in All-Star Rec Manager.

• Delete: Click this button to delete the renewal option.