When to use it
Add a product for anything you charge for that isn’t a membership or pass. Products are what you ring up at the point of sale, bundle into packages, and offer as add-ons on signup order forms, and each one’s revenue account keeps retail, rentals, and equipment separate in your accounting. Stock tracking is optional. Typical uses:- A pro shop at a padel gym - grips, strings, and branded tees grouped in a Pro shop category, scanned by barcode at the desk, and booked to a retail revenue account.
- Drinks and towels at checkout - a sports drink and a towel rental on the POS and as add-ons on the signup order form, with the fridge count tracked as stock.
- Gear rental at a climbing gym - shoes and harnesses marked as rentals, lent out alongside a day pass in one order and tracked until they come back. See Equipment rentals.
The list page
You manage products under Sales > Products in the admin (/billing/products). The Products tab has its own sub-tabs, each shown only when you have access to it:
Products are shown in a data grid with columns for Name, Price, Visibility, and Status (Active or Inactive), plus a row menu to edit or delete. Click any row to open the product’s detail page.
The page header has three actions:
- Add Product - opens the product dialog.
- Categories - opens the category manager (see Categories and brands).
- Brands - opens the brand manager.
Creating or editing a product
Click Add Product (or edit an existing row) to open the product dialog. The dialog asks for:- Product Name - required.
- Club - which club the product belongs to. For single-club organizations the lone club is selected automatically; multi-club organizations pick one, or leave it unset to make the product available across clubs.
- Category - the product category, used to group products on the POS. Type to search existing categories, or type a new name to create one inline.
- Brand - an optional brand. Type to search, or type a new name to create one inline.
- Barcode - an optional code (up to 64 characters) for scan-to-sell at the point of sale.
- Price - the sell price in your organization’s currency.
- Revenue Account - the accounting code the sale is booked against. Leave it as None (uses default) to fall back to your organization’s default account, or pick a specific account (shown as
code - name). - Visibility - Public (visible to anyone), Member only (visible after sign-in), or Private (admin-only, e.g. staff-only items).
- Active - inactive products are hidden from the POS and can’t be added to packages or order forms, but existing sales are preserved.
- Description - free text shown on the product’s detail page and public surfaces.
- Features - a tag list of short selling points.
- Images - up to five images; the first is used as the primary image.
- Color - a display color for the product.
- Sale or rental - shown when rentals are on. Set Fulfilment to Rented out to lend the product instead of selling it. See Equipment rentals.
The product detail page
Click a product row to open its detail page. It shows a Product Details card (price, description, features, revenue account, and status/visibility chips) and an Images gallery you can drag to reorder. Use the header buttons to Edit or Delete the product. If inventory management is on, the page also shows a Stock section and a Recipe action (see Inventory and stock).Categories and brands
Both categories and brands are managed from the Products page header:- Categories group products on the point of sale and are sortable; drag to set the order the groups appear in. Renaming is inline. Deleting a category clears it from any products that used it (the products remain).
- Brands are an optional label. Deleting a brand clears it from its products.
Where products are sold
Point of sale
Products are the first tab on the point of sale. They’re grouped into sections by category, so your POS layout mirrors the category order you set. Uncategorized products fall into their own group. If a product has a barcode, staff can scan it to add it to the cart.Packages
Products can be bundled with plans into a fixed-price package. When a package sells, its fixed price is split proportionally across the component plans and products, so each product still records revenue against its own revenue account.Signup order forms
On a form, you can attach products as add-on products - optional items a member can add to their order during signup. Attaching packages turns the signup form into an order form; add-on products then appear alongside as optional extras.Inventory and stock
Stock tracking is optional and off by default. Turn it on under Settings > Sales > Inventory Management (which enables ingredient tracking, a stock ledger, and recipe-based consumption). Once enabled, each product’s detail page gains a Stock section and a Recipe action.- Direct stock - Simple retail goods (a can of drink, a grip) are tracked directly: their on-hand count decrements on each sale.
- Recipe-based - A product that’s assembled from ingredients (for example a mixed drink) can have a Recipe of ingredients; selling it consumes the ingredients instead.
- Availability - The Stock section shows total on-hand for the currently selected club (or the sum across clubs when “All clubs” is active), with a warning chip when it hits zero.
- Movements ledger - Every change is recorded as a movement (sale, adjustment, waste, receipt) with a quantity, type, and a link back to the order that caused it.
- Not tracked - A product with no recipe and no direct stock shows “This product is not tracked”, meaning it sells without touching inventory.
Worked examples
Pro shop for a racket club
You sell grips, overgrips, strings, and branded tees at the front desk.- Create a Category called Pro shop and add each item as a product in it, with a Brand (Wilson, Head, Babolat) where relevant.
- Set a Barcode on each so the desk can scan them at the POS.
- Route them to a Retail sales Revenue Account so retail revenue is separated from membership revenue in reporting.
- If you enable inventory, track direct stock on strings and grips and receive stock when a delivery arrives.
Drinks and towels as add-ons
You want members to grab a sports drink or rent a towel at checkout.- Create products Sports drink and Towel in a Cafe & add-ons category, set Member only visibility if they’re for members.
- They appear on the POS Products tab, and you can attach them as add-on products on your signup order form so new members can add them during signup.
- For the sports drink, enable direct stock so the fridge count stays accurate; for a mixed smoothie, define a Recipe so selling it draws down the ingredients.
Gear rental at a climbing gym
You rent shoes and harnesses to drop-in climbers.- Turn on rentals, then create products Climbing shoes and Harness at the rental price and set Fulfilment to Rented out.
- Lend them from the POS Rentals tab alongside a day pass in a single order. They stay on the rentals list until they are returned.
- Rental products cannot go in a package, so sell the day pass and the gear as separate lines rather than as a Beginner day package. See Equipment rentals.
Trial bundle for a martial arts gym
- Create a Uniform (gi) product and route it to an Equipment revenue account.
- Build a package that pairs a starter membership plan with the gi at a welcome price; the package split records the membership and the gi separately.
Tips & best practices
- Use categories deliberately. They drive the POS layout, so name and order them the way you want staff to find things.
- Pick the right revenue account per product. This is what keeps retail, rentals, and equipment revenue separated in your accounting and analytics. Leave it as default only when you genuinely want the fallback.
- Set barcodes for anything sold by scan. It speeds up the POS and reduces mis-rings.
- Prefer Inactive over Delete. Deactivating hides a product from the POS, packages, and order forms while preserving its sales history.
- Only enable inventory when you’ll maintain it. Stock tracking is most useful for fast-moving retail and consumables; leave slow or one-off items untracked.
Troubleshooting
Issue: A product doesn’t appear on the point of sale. Solution: Confirm the product is Active and its Visibility isn’t set to Private for a context where it shouldn’t be hidden. Also check the club scope - a product tied to another club won’t show for the currently selected club. Issue: The product shows under the wrong group on the POS, or in an “uncategorized” group. Solution: Set or change the product’s Category. Products with no category fall into the ungrouped section. Reorder categories from the Categories manager to control group order. Issue: I can’t add a product to a package or an order form. Solution: Only Active products can be bundled into packages or attached as add-on products. Reactivate the product first. Issue: The Stock section says “This product is not tracked”. Solution: The product has neither direct stock nor a recipe. Receive stock to start direct tracking, or define a Recipe of ingredients if the product is assembled. If you don’t see a Stock section at all, inventory management isn’t enabled under Settings > Sales > Inventory Management. Issue: Revenue for a product is landing in the wrong account. Solution: Edit the product and set its Revenue Account explicitly instead of None (uses default). Existing sales aren’t re-booked; the change applies to future sales.Related
- Packages - bundle products and plans into a single fixed-price offer.
- Plans - membership and pass templates (the other half of your catalog).
- Equipment rentals - lend products out and track their return.
- Transactions - how product sales are recorded and split.
- Forms - attach products as add-ons to turn a form into an order form.