Manage your inventory using these tools
If you manage your property's inventory directly within the IBE, it's important to ensure future availability is maintained. The system allows inventory to be set up to 18 months in advance, helping you stay bookable well into the future. If your booking engine inventory is managed by a PMS or Channel Manager, you don’t need to follow these steps. Your inventory will update automatically.
Note: Some PMS/Channel Manager integrations may have limitations and only send up to 12 months of inventory in advance to the IBE.
Inventory Mass Setup
Go to Inventory Management and click Inventory Mass Setup.
This will bring up the Inventory Setup & Inventory Mass Changes screen, where you’ll have two options for setting up your inventory:
Standard Setup
Quick Setup
Standard setup
This option is great for setting inventory for a specific range of dates up to 18 months ahead.
⚠️ Warning: Be extremely careful when using this tool. If used incorrectly, you could unintentionally wipe inventory or pricing that has already been set. This process is not reversible, so double-check your entries before saving changes.
Set a Timeframe: Choose your start and end dates using the date picker. You can also set it to the max date available by clicking on the maximum date populated.
Set Rate Bands:
You can set the same rate band for all rooms each day of the week.
Or, you can set different rates for each room type.
Allocate Room Inventory: You can set inventory for the entire week or adjust it for each individual day.
Save Your Changes: Once you’re happy with everything, click Save Changes. A confirmation message will pop up to make sure everything looks good!
Quick Setup
This tool is perfect for quickly adding or adjusting inventory on a specific room type over long periods. Here’s how:
Access Quick Setup: Click Quick Setup next to the room type you want to configure.
This will open the Room Inventory screen.
Add Inventory: Enter the number of rooms to make available on any dates for which inventory is not currently configured and click add inventory.
Existing inventory will not be affected.
Room Allocations: Enter the required room allocation for each day of the week. Allocation will be offset by number of rooms sold to calculate availability.
You can set one allocation for all week days by using the top text box, or alternatively set different allocations per week day.
Click update allocation.
Save Changes: After making your updates, always click Save Changes.
Room allocations: Selecting dates
By default, the Room Allocations Tool applies to all dates within the next 559 days. But if you need to make changes to specific dates, you can easily do so using the calendar on the right. It will show you the current allocation along with the rate band colour, if applicable.
Select/Deselect Dates:
Simply click on a calendar box for any date you want to select.The date will turn grey when highlighted.
Feel free to select as many dates as you need.
Select/Deselect Weekdays:
If you want to quickly select or deselect specific weekdays within a month, just click on the day of the week at the top. You can also click on the month name to select or deselect the entire month.Track Your Selections:
At the top of the calendar, you'll see a counter showing how many dates are selected.There’s also a reset dates option if you need to clear your selection.
Apply Changes:
Once you've chosen your dates, go to the Room Allocations Tool and apply the changes you need.Update Allocation:
After you're happy with the updates, click Update Allocation and Save Changes.
Align Rate Bands
If you use Rate Bands and you have just added a new room type or want to keep things consistent across rooms, you might find it helpful to align the rate bands from one room with another. Here's how:
In the control panel, scroll down to the Align Rate Bands section.
Choose the room type you want to copy rate bands from and click Align.
This will apply that room’s rate band setup to the room you’re currently editing — but don’t worry, it only affects the rate bands for days with existing inventory. Your inventory levels won’t be affected.
Once you're happy with the alignment, click Save Changes to apply.
Manage Daily Room Inventory
⚠️ Important: For externally managed rates, pricing will need to be updated on you Channel Manager or PMS.
Rate pricing for a specific date
From the left-hand menu, click on Inventory Management and Daily Room Inventory. This brings you to the Manage Daily Inventory screen, where the next 31 days of data are shown by default.
Select the month
You can either select a month from the list on the left or use the dropdown menu, which gives you access to the next 19 calendar months.
Scroll down and select the date you wish to edit.
This will bring you to the Inventory Micro Management screen where you can update your pricing as needed.
You can select a different date from this screen by selecting the date on the calendar or using the dropdown menu to select a different month.
You can select different rates from this screen from the rates dropdown menu on the bottom left.
⚠️ Important: You cannot edit pricing in this screen for externally managed rates. Externally managed rates will appear as shown below:
Warning symbol in Inventory Micro Management
Sometimes, on the Inventory Micro Management screen, you might notice a yellow triangle icon next to a room type as seen in the above image. This is a warning symbol. Just hover over it to see more details—it could mean the room has zero inventory for that date, or there might be another restriction in place.
Inventory Snapshot
The Inventory Snapshot gives you a clear picture of your inventory status for the next 12 months—with easy-to-read calendar and column charts.
You’ll see total room nights booked by day of stay, demand levels, and red-outlined dates to flag any closed days. High-demand/low-inventory days are marked with an exclamation point, so you can spot them fast.
Rooms that generate over 60% of your revenue are starred, and we highlight the top 5 by default to keep things running smoothly. Click Show All Rooms at the bottom of the page to see the full list of room types.
For super users only
Toggle on the enable debug view for a detailed view to see extra charts breaking down sold vs. allocated inventory for top rooms.