How to Manage Inventory and Templates

This guide walks you through the Inventory and Templates pages in your MemberZone dashboard - how to find things, what every button does, and how to complete common tasks.

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Inventory

What You See When You Open the Inventory Page

Navigate to Dashboard → Inventory (found under the Location section in the sidebar). The Inventory page shows all the products at your currently selected location in a table. Each row represents one item and displays:

• Image - A thumbnail photo of the product
• Item Name - The name of the wine or product
• Price - The price per unit
• Total Stock - The total number of units you have on hand at this location
• Reserved - Units held for pending orders that haven't been fulfilled yet (managed automatically - you don't need to touch this)
• Available - How many units are actually available for new orders (Total minus Reserved). If quantity tracking is turned off for an item, you'll see an infinity symbol (∞) here instead of a number.
• Source - Shows where the item came from: Toast (synced from your POS), Square (synced from Square POS), or Manual (created by you in MemberZone)
• Delete - A red trash icon to remove the item

Above the table, there's a filter bar with:

• A search field where you can search by item name, SKU, or description
• Source filter pills - click All, Toast, Square, or Manual to narrow the table to items from that source

On mobile devices, the table switches to a card layout where each item is shown as its own card with the same information.

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Adding an Item Manually

1. Click the "+" button in the top right corner of the page
2. Choose "Add Manual Item" from the menu
3. Fill in the item details:
   • Name (required) - The name of the wine or product
   • Price (required) - The price per unit in dollars
   • SKU - Optional, for your internal tracking
   • Description - Optional, for tasting notes, vintage, varietal, or anything you want your team and customers to see
4. Upload an image - drag and drop or click to upload. The image is automatically cropped to a 600×600 square.
5. Track Quantity - toggle this on if you want MemberZone to track stock levels for this item. When toggled on, enter the starting quantity. When toggled off, the item is treated as always in stock (shown as ∞).
6. Available in Store - toggle this on to make the item visible in your ecommerce storefront so customers can purchase it as a one-off order. Off by default. Leave it off if the item should only be available for club fulfillment.
7. Enabled for Shipping - toggle this on if the item can be included in shipping orders. Items with this turned off can only be fulfilled via pickup.
8. Weight (lb) - enter the item weight in pounds. Required for any item enabled for shipping, since carriers need it to calculate rates and generate labels.
9. Alcohol Content - optionally specify the ABV percentage. Used for compliance purposes when shipping through wine-specific providers like Vinoshipper.
10. Click "Create"

The item appears in your inventory table immediately.

Extended Catalog Fields

When editing an item, you can also fill in additional catalog metadata:

• Volume (mL) - Bottle volume in milliliters (e.g., 750)
• Container Type - The type of container (e.g., bottle, can, box)
• Is Alcohol - Whether the item contains alcohol
• Alcohol Percentage - The ABV percentage
• Production Year - The vintage or production year
• Variety - The grape variety or blend (e.g., Cabernet Sauvignon, Chardonnay)
• Product Type - The product category (e.g., wine, spirits, merchandise)
• Origin - Where the product was produced (e.g., Napa Valley, Willamette Valley)

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Importing Items from Toast

If you've connected your Toast POS, you can import items directly from your Toast menu instead of entering them by hand.

1. Click the "+" button in the top right corner
2. Choose "Import from Toast"
3. Browse your Toast menu and select the items you want to bring into MemberZone
4. Confirm your selections

Once imported, these items sync automatically going forward - when prices or stock change in Toast, those changes are reflected in MemberZone.

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Editing an Item

Click any item row in the table to open the detail sidebar on the right side of the screen.

For Manual items: You can edit every field directly - name, price, SKU, description, image, stock quantity, and availability toggles. Make your changes and save.

For Toast/Square items: Most fields are view-only because they're managed by your POS. Price and stock come from the POS and can't be changed here. You can still toggle "Available for Store" to control whether the item appears in your ecommerce storefront.

For POS items that have been removed from your POS menu: When MemberZone detects that a synced item no longer exists in your POS menu, that item becomes fully editable - just like a manual item. Since the POS is no longer the source of truth, you have full control over all fields. A timestamp shows when the removal was detected.

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Deleting an Item

There are two ways to delete an item:

• Click the red trash icon on the item's row in the table
• Or open the item in the detail sidebar and click the Delete button

When you can't delete: If the item is referenced in a template assigned to a tier or is part of a pending order that hasn't been fulfilled, the trash icon will be grayed out. Hover over it to see an explanation of what's still using the item. You'll need to remove the item from those templates or fulfill/cancel the pending orders before you can delete it.

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Understanding Stock Numbers

The three stock columns work together to give you a clear picture of availability:

Column	What It Shows
Total	The total physical stock you have at this location
Reserved	Units held for confirmed orders or pending fulfillments - managed automatically by MemberZone as orders come in and get completed
Available	Total minus Reserved - this is what you can actually sell or allocate. Shows an ∞ symbol if quantity tracking is turned off for that item

You don't need to adjust Reserved manually. The system increments it when orders are confirmed and releases it when orders are fulfilled or cancelled.

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Syncing from Toast

If you have Toast items in your inventory, you'll see a "Sync" button in the top right area of the page (next to the "+" button). Click it to re-fetch the latest data from your POS - updated prices, stock levels, and any new or removed menu items.

This button only appears if your location has Toast items.

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Templates

What You See When You Open the Templates Page

Navigate to Dashboard → Templates (found under the Location section in the sidebar). The Templates page is organized by tier. Each row in the table shows:

• Club Name - which listing the tier belongs to
• Tier Name - the specific tier (e.g., "Gold 6-Bottle", "Silver 3-Bottle")
• Inventory Mode - whether the tier uses Exact Set or Customer Choice
• Enrollment Templates column - templates used for the initial purchase when a new member joins
• Fulfillment Templates column - templates used for ongoing cycle shipments or release shipments

Each template in the table shows its name along with a status badge:

Badge	What It Means
No badge	The template is ready - fully configured
Needs Setup (warning badge)	The template exists but one or more locations haven't been configured yet
In Use	This template is set as the tier's enrollment template
Default	This template is set as the tier's default fulfillment template

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Creating a Template

1. Find the tier you want to create a template for in the table
2. Click "+ Add Template" next to either the Enrollment or Fulfillment column for that tier
3. The template sidebar opens on the right with the tier already pre-selected
4. Enter a template name, or click the magic wand icon to auto-generate a name based on the tier and current date (e.g., "Gold Fulfillment - March 2026")
5. For enrollment templates only, you'll see additional options:
   • Selection mode - choose "Inherit from Tier" to use the tier's default mode, "You Pick" for an exact curated set, or "Member Choice" to let the member choose their own bottles
   • Minimum items required - how many bottles the member must select during enrollment (defaults to the tier's bottle count)
   • Lock pre-selected quantities - when enabled, any bottles you pre-select with set quantities can't be changed by the member; they can only fill the remaining slots from the available options
6. Configure items from your location's inventory. What you see here depends on the inventory mode:

If the mode is Exact Set:

• Select items from your inventory and set the quantity for each one
• The total quantity across all items should match the tier's bottle count

If the mode is Customer Choice:

• Check which items from your inventory should be available for members to choose from
• Set pre-selected quantities for any items you want to appear as defaults
• A bottle counter at the top shows your progress (e.g., "4/6") so you can see how many bottles are pre-selected versus the tier's total

1. Click "Create"

The new template appears in the table for that tier.

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Editing a Template

1. Click the template name in the table
2. The sidebar opens, pre-populated with the template's current settings
3. Make your changes - update the name, adjust item selections, change quantities
4. Click "Save"

Changes to a template do not affect past releases or cycles that already used it. Only future uses of the template will pick up the changes.

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Choosing the Tier's Enrollment / Default Fulfillment Template

At the bottom of the template edit sidebar, you'll find footer actions that let you designate the template for the tier:

• Use as enrollment template - marks this template as the one used when new members sign up for the tier. An In Use pill appears next to the template in the table. Only one enrollment template can be in use per tier at a time - setting a new one replaces the previous.
• Use as default template - marks this template as the tier's default fulfillment template, which its subscription cycles use (releases don't: you pick each release's templates when you create it). A Default pill appears next to the template in the table. Only one default fulfillment template can be set per tier at a time - setting a new one replaces the previous.

These actions are available only when the template's type matches the slot (e.g., you can't set a fulfillment template as the enrollment template).

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Clearing a Tier Assignment

To remove a template from its tier assignment:

1. Open the template by clicking its name in the table
2. In the sidebar, click the Clear button next to the tier assignment label (either "In Use" for enrollment or "Default" for fulfillment)
3. A confirmation dialog appears asking you to confirm the removal
4. Click Confirm to clear the assignment

Once cleared, the template still exists but is no longer assigned to the tier. The "In Use" or "Default" pill disappears from the table.

requiresInitialPurchase guard: If the tier has the Requires Initial Purchase setting enabled, you cannot clear its enrollment template. The Clear button for the enrollment slot will be disabled. To clear it, you must first either:

• Assign a different enrollment template to the tier (which automatically replaces the current one), or
• Disable the initial purchase requirement on the tier's settings

This safeguard prevents members from enrolling on a tier that expects an initial wine selection without a template to fulfill it.

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View-Only Behavior (View Templates Permission)

Users who have the View Templates permission but not Manage Templates can browse templates in read-only mode:

• They can click a template name to open the sidebar
• They can navigate to step 2 (inventory items) to see which products are included
• All inputs are disabled - they cannot change names, quantities, or item selections
• The Save button is hidden
• The Delete (trash) icon is hidden
• The pencil icon on the template row becomes an eye icon, indicating view-only access

This allows team members to review template contents and inventory selections without risk of accidental changes.

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Deleting a Template

1. Open the template by clicking its name in the table
2. In the sidebar, click the trash icon
3. Confirm the deletion

Important: Deleting a template removes it for all locations. If this template is currently in use as the tier's enrollment or default fulfillment template, you'll see a warning in the delete dialog. Choose a different template for the tier first to avoid disrupting customers or releases.

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Tips for Working with Templates

• Create templates early - set them up well before a fulfillment cycle so you have time to review and members have time to make selections (for Customer Choice tiers)
• Check each location - if you have multiple locations, make sure each one's configuration is complete and marked as ready before assigning the template to a tier
• Don't delete old templates - they serve as a record of what was offered in previous cycles, which is helpful for reference
• Use the magic wand - the auto-generated name includes the date, making it easy to tell templates apart when you have several for the same tier
• Templates are reusable - the same template can be used across multiple releases or cycles. You do not need to create a new one each time unless you want different wines available.