Creating & configuring products

The inventory is the central product database in Univents. Every product that appears on a booking page, is included in a quote, or ends up on a function sheet must be created here first.

Opening the inventory and understanding the tabs

You can reach the inventory in the left-hand navigation under Inventory. The page shows a tab bar at the top with seven sections:

• Catalog — list of all products with search, type, and category filters
• Kitchen — kitchen monitor for active production tasks
• Production list — aggregated production overview by event or category
• Calendar — calendar view of all booked products
• Categories — manage product and booking page categories
• Production categories — structure the kitchen monitor
• Questions — reusable customer questions for booking pages

In day-to-day work you will spend most of your time in the Catalog tab.

Creating a new product

Click Add product in the top right. A dialog opens for selecting the product type. Choose one of the five types:

After selecting the type, Univents immediately creates a draft and opens the product editor. You can fill in all sections right away without having to save the product first.

Basic data

The first section in the left-hand sidebar of the editor is called Basic data. Enter the core information here:

1. Optionally upload a Main image (click or drag to upload).
2. Enter the Name — visible to customers on booking pages and financial documents.
3. Fill in the Internal name — only visible internally; controls sort order in lists.
4. Select a Category from the dropdown, or create a new one directly by clicking the plus button.
5. Write a Description — appears on booking pages, quotes, and invoices.
6. Set the Billing model: Per unit, Per guest, Per hour, Per kilometre, or Per guest/hour. The model determines how quantities are calculated automatically on quotes.
7. Optional: Color (for the calendar) and Alternative unit (DE) / Alternative unit (EN) for a custom quantity label such as "glasses" or "portions".

You can maintain multilingual names and descriptions using the Languages toggle at the top of this section.

Price & stock

Click Price & stock in the sidebar.

Under Price enter:

• Price (€) — net selling price
• Cost (€) — net purchase price (for contribution margin calculation)
• Tax — tax rate as a percentage, e.g. 19 for standard VAT or 7 for food items

The Gross price is calculated automatically and displayed as read-only.

Under Stock enter the current stock level. Enable Unlimited stock if you do not want to track inventory. The Hide when sold out checkbox hides the product on booking pages as soon as the stock reaches zero.

Availability

The Availability section defines when a product can be booked:

• Min. guests / Max. guests — guest limits for automatic filtering
• Available weekdays — click the days; leaving them empty means all days are available
• Time window (from/to time) and season (from/to date) — restrict bookability to certain times of day or seasons of the year

Availability is strictly enforced on booking pages. On quotes and invoices it appears as a note only.

Pricing conditions

Under Pricing conditions you can add dynamic pricing rules — for example, public holiday surcharges or volume discounts. Click Add pricing rule and select the Rule type:

• Time of day, guest count, quantity, distance, weekday, season, duration, public holidays, or form answer

For each rule you set a Surcharge type (percentage or fixed in EUR) and the Value. All fixed amounts are summed first, then the percentage surcharge is applied to the subtotal.

Rules assigned to the product's category appear in the Rules inherited from category block as read-only.

Booking

Under Booking you will find two sub-sections:

Custom questions — link questions to this product. They appear on the booking page as soon as a customer selects the product (e.g. "Should the cocktails be non-alcoholic?"). You can create new questions directly here or add them from the central question pool in the Questions tab.

Bookable time slots — enable time slots if the product should be booked at specific times (e.g. a photo booth from 2:00 pm–4:00 pm, independent of the event duration). Select a mode (manual times or fixed intervals) and a Capacity per slot.

Back office

The Back office section groups settings that customers never see. It is divided into three areas:

Accounting — enter the Contra account and Cost centre. Clicking Show advanced fields reveals the additional Credit account and Revenue account fields — useful for DATEV exports.

Automation — under Staff schedule templates select a template so that shifts are created automatically when a booking is confirmed. Enable Send order email automatically to trigger an internal notification whenever a new booking comes in. Use Who should be notified about a new booking? to add users or contacts.

Miscellaneous — assign Tags for filtering and enter Internal notes that appear on production lists and function sheets.

Tips

• Draft vs. published: A newly created product starts as a draft. It only becomes visible on booking pages after you click Publish. Saved changes to products that are already active take effect immediately.
• Use the internal name for sorting: Prefixes such as 00, 01, 02 at the start of the internal name control the order in lists and quotes.
• Calculate bundle price automatically: Enable Calculate the bundle price from the bundle products in the Price & stock section so that the selling price is summed from the individual components.
• Multilingual products: Use the Languages toggle in the Basic data section to maintain names and descriptions in English (or other languages) — useful for international clients.
• Create categories directly in the product: If a suitable category is missing, click the plus icon in the category field. The category dialog opens without you having to leave the product editor.