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Gym Product Catalog & Inventory

Sell products and keep track of your stock.

Manage your product catalog — create products with categories, variants, pricing, and inventory tracking.

Overview​

The Products system includes:

  1. Product Catalog - Items available for sale
  2. Categories - Organize products into groups
  3. Product Options - Variants with different prices/inventory
  4. Inventory Tracking - Monitor stock levels

Product Categories​

Organize products into categories for easier management.

Product categories list

Creating Categories​

Location: Products → Categories → Add product category

  1. Click Add product category
  2. Enter Category Name (e.g., "Supplements", "Apparel", "Drinks")
  3. Save

Managing Categories​

  • Edit — Change category name
  • Delete — Remove category (products in this category will become uncategorized)

Products​

Creating Products​

Location: Products → Add product

Click Add product to create a new item:

Basic Information​

  • Name — Product name (e.g., "Protein Powder")
  • Description — Product details (e.g., "Whey protein, 2lb container")
  • Category — Product category (e.g., "Supplements")
  • Images — One or more product photos; the first is the cover (Upload JPG/PNG)

Add a gym product with name, price, category, and variant options

Status​

  • Active — Available for sale
  • Draft — Hidden, not for sale

Inventory Tracking​

  • Track Inventory — Monitor stock levels

When enabled:

  • Stock counts are maintained per option
  • Stock decreases automatically with each sale

Product Options (Variants)​

Products can have multiple variants with different prices and inventory.

Adding Options​

  1. In the product form, go to Options
  2. Click Add option
  3. Enter:
    • Name: Variant name (e.g., "Small", "Large")
    • Price: Variant price
    • Inventory: Stock count (if tracking enabled)
    • Display Order: Order in which variants appear
  4. Add more options as needed

Example: T-Shirt with sizes

OptionPriceInventory
Small$2510
Medium$2515
Large$2512
XL$288

Example: Protein Powder flavors

OptionPriceInventory
Chocolate$4520
Vanilla$4515
Strawberry$4510

Managing Options​

  • Edit — Change name, price, inventory
  • Delete — Remove variant
tip

At least one option is required for each product. For products without variants, create a single "Default" option.

Inventory Management​

Tracking Stock​

When inventory tracking is enabled:

  1. Set initial stock counts for each option
  2. Stock decreases with each sale
  3. View current levels in product list

Inventory Indicators​

  • In Stock — Inventory > 0
  • Out of Stock — Inventory = 0

Updating Inventory​

To adjust stock:

  1. Open the product
  2. Click on the option
  3. Update Inventory count
  4. Save

Common reasons to update:

  • Received shipment
  • Damaged goods
  • Inventory count correction
  • Returns

Product Images​

Each product can have multiple images, managed as a gallery in the product form:

  • Add images — Upload one or more photos to the gallery
  • Cover image — The first image is the cover — the photo shown in the product list and on invoices
  • Reorder — Drag images to change their order; move a photo to the front to make it the cover
  • Remove — Delete an image you no longer want

Image changes are saved when you save the product.

Managing Products​

Viewing Products​

Location: Products

The product list shows:

Product list with image, name, category, status, and options

  • Image — Product photo
  • Name — Product name
  • Category — Product category
  • Status — Active/Draft
  • Total sales — Units sold, counting only paid invoices that were not refunded
  • Stock — Inventory on hand across all variants (a dash when inventory is not tracked)
  • Options — Number of variants
  • Actions — Manage, Edit, or Delete

Filtering Products​

Filter by:

  • Status (All/Active/Draft)
  • Search by name

Editing Products​

Click a product to manage:

Product detail page with info, variants, and images

Editable fields:

  • Basic information
  • Images
  • Options and pricing
  • Inventory levels
  • Status

Product Overview & Sales​

Opening a product gives you two tabs.

Overview — how the product is doing, and how it is set up:

  • Sales count chart — units sold per period
  • Revenue chart — money taken per period
  • Product details — category, status, inventory tracking, and a Variants list showing each variant's price and stock, with an Out of stock badge when it runs low

Sales — the individual purchases:

  • Order date — When the sale was made
  • Invoice — Link to the invoice the sale belongs to
  • Status — The invoice's status (Paid, Refunded, Open, and so on)
  • Name and Option — The product and variant sold
  • Quantity, Price, and Total
note

The Status column tells you whether the money was actually kept. A purchase on a refunded or unpaid invoice still appears in the list for your records, but it is excluded from the Total sales and revenue figures — so the list can be longer than the sales count, and that is correct.

Archiving Products​

To remove a product from sale:

  1. Open the product
  2. Change status to Draft
  3. Save

The product:

  • Hidden from product list
  • Remains in catalog for records
  • Can be reactivated later

Deleting Products​

Products can be deleted from the product detail page via the Delete button.

Pricing​

Setting Prices​

Prices are set per option:

  1. Open product
  2. Edit the option
  3. Set Price
  4. Save

Currency​

Prices use your business currency (configured in Settings).

Taxes​

Product taxes are applied based on:

  • Tax rates configured in Settings
  • Tax-inclusive or exclusive pricing setting

See Tax Configuration for tax setup.

Best Practices​

Product Setup​

  • Use clear, descriptive names
  • Add quality product images
  • Write helpful descriptions
  • Organize into categories

Inventory Management​

  • Set realistic initial counts
  • Regular inventory audits
  • Track low-stock items
  • Reorder before stockouts

Category Organization​

  • Use logical groupings
  • Keep category names short
  • Don't over-categorize
  • Review and consolidate periodically

Troubleshooting​

Product Not Showing​

Check:

  • Status is "Active"
  • At least one option exists
  • Option has price set
  • Not filtered out

Inventory Not Updating​

Verify:

  • "Track Inventory" is enabled
  • Inventory count is set on options
  • Transaction completed successfully

Can't Delete Product​

If the delete fails, try:

  • Change status to Draft instead
  • Check for related data

Price Showing Incorrectly​

Check:

  • Option price is correct
  • Tax settings (inclusive/exclusive)
  • Currency settings
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