Managing product stock in Ticketsolve ensures you never oversell items, whether it’s drinks at the bar, merchandise, or exclusive event add-ons like pre-show dining.
With Inventory Management, you have two flexible ways to control stock:
- Global-level stock: Set stock limits at the Product/Account level for items sold across multiple events.
- Event-level stock: Attach stock limits to specific events and integrate with Event Hub*, ideal for pre-show meals or VIP experiences. *If you're not already using Event Hub - let us know if you’d like more details or to join the testing program.
In this guide, we’ll walk you through how to set up, track, and adjust stock for both Global and Event-level inventory, keeping your sales seamless and stress-free.
Global-Level Product Stock
Product Stock can be added and tracked at an Account / Product-level, which we'll refer to as Global-level stock. This type of stock management is ideal for items like bar drinks, snacks and merchandise, where you want to ensure you don't oversell the product across your Account, but the quantity available per event is not limited.
Once a Product has a stock limit set, the global stock available for that product will automatically decrease as items are sold through Ticketsolve, both when sold as regular/unattached products and as attached products via Event Hub. Stock can also be added and removed manually.
Add stock at a Global Level
1. Navigate to Manage > Products and click on your product.
2. Go across to the Stock tab.
3. Turn the Enable stock for this product toggle to on (blue). When enabled, the Current Stock indicator will light up green.
4. Click New Entry.
5. In the pop-up, you now have 3 fields to complete:
- Select Add quantity from the dropdown.
- Type in the total quantity of this item you have available e.g. '50'.
- Add a description for the entry if required.
6. Click Save to complete.
7. You'll now see the item's current stock level and your entry in the Inventory Log:
Managing your Global-Level stock
When required, you can add and remove stock manually, for example:
- Add stock when you receive a new delivery.
- Remove stock when items are sold or used outside of the Ticketsolve system.
To add/remove stock, follow the same steps as above:
1. Click New Entry.
2. In the pop-up, you now have 3 fields to complete:
- Select Add quantity or Remove quantity from the dropdown.
- Type in the total quantity of this item you either want to add or remove e.g. '3'.
- Add a description for the entry if required for an audit trail.
3. Click Save to complete.
4. The entry will be logged, and the current stock level will be adjusted accordingly.
Reporting on your Global-Level stock
There is a ready-made sales report called Stock Quantity by Product Report available in Manage > Sales Reports.
This report contains:
- global‑level stock at the time of running the report
- product name
- active status
- quantity available
- last‑updated date (the most recent stock adjustment, including manual inventory changes and sales transactions)
Please note that Event‑Level stock is not included in this report.
Event-Level Product Stock with Event Hub
You can track and manage product stock at an Event level by integrating Inventory Management with Event Hub, our new pre-order product. This is perfect for pre-show dining, VIP experiences, or any limited-availability add-ons where you need to set stock limits per event.
Once a Product has a stock limit set, the event stock available for that product will automatically decrease as items are sold through Event Hub. Stock can also be added and removed manually.
To use Event-level stock management, Inventory Management must be integrated with Event Hub.
**If Event Hub isn't part of your operations yet, we'd love to show you how it works - reach out if you would like a demo!**
Enable product stock at a Global-Level and set to 0
1. Navigate to Manage > Products and click on your product.
2. Go across to the Stock tab.
3. Turn the Enable stock for this product toggle to on (blue). When enabled, the Current Stock indicator will light up green.
4. The stock quantity will indicate 0 - this is correct. Do not add any Stock quantity here if you only want the product available to purchase along with Event tickets.
Setting the Global-level stock to 0 means that at Box Office, the product will display as sold out if a user tries to sell it as a regular/unlinked product.
5. Go to the Product details tab and add the tag 'skip_listing' if you don't want the product to be listed on the main Products tab on your Ticketsolve website. Adding this tag will mean the product is listed for sale via Event Hub only and not on your Ticketsolve website.
6. Click Update to save.
Add product stock at Event-Level
1. Navigate to Manage > Shows > Run and click on your event.
2. Go across to the Stock tab.
3. In the search box, find the product you want to add Event-level stock to and select it from the dropdown.
4. Click Add.
5. You'll see a sidebar modal appear - here, click New Entry.
6. In the pop-up, you now have 3 fields to complete:
- Select Add quantity from the dropdown.
- Type in the total quantity of this item you have available e.g. '17'.
- Add a description for the entry if required.
7. Click Save to complete.
8. You'll now see the item's current stock level for this event and your entry in the Inventory Log:
Add products to Event Hub
Finally, you must ensure that the product is also added as an available add-on in Event Hub by including it in the relevant Product Categories. You can add the items to Event Hub at the Account level or on a Show/Event level. Whichever way you add the products to Event Hub, the event-level stock limit you've set using the steps above will always be applied.
**If Event Hub isn't part of your operations yet, we'd love to show you how it works - reach out if you would like a demo!**
Important
You must also ensure that the product(s) are included as available add-ons for the event via Event Hub in order to make them available for sale with your event - if you don't, the products will not be attached to the event and customer's cant buy them.
Managing your Event-Level product stock
When required, you can manually add and remove stock for each Event.
To add/remove stock, follow the same steps as above:
1. Click New Entry.
2. In the pop-up, you now have 3 fields to complete:
- Select Add quantity or Remove quantity from the dropdown.
- Type in the total quantity of this item you either want to add or remove e.g. '3'.
- Add a description for the entry if required for an audit trail.
3. Click Save to complete.
4. The entry will be logged, and the current stock level will be adjusted accordingly.
Cloning events with stock
When listing a run of events within a show, you can clone events to save time. If an event has stock, this will also be cloned across to the new events.
Important
When cloned, the original event's stock will be copied to the new event(s).
For example, if the original event has 20 main courses set in stock, and 5 have already sold so 15 are available, the cloned event will have 20 main courses in its stock.
Amending orders with stock-controlled products
If you amend an order to remove Global-level or Event-level stock-controlled products, the inventory totals for those products will not change.
This means that if you wish to return product stock to an inventory as part of an amendment, you will need to do so manually by re-adding stock using the methods above.
An example of this may be:
- You are amending an order because a stock-controlled product was oversold
- You wish to remove the product from the order and return it to the stock inventory
To do so, follow these steps:
1. Complete the order amendment as normal
2. Navigate to the relevant Global-level or Event-level product inventory
3. Add the relevant quantity of stock back into the inventory
Ticketsolve Tip
If you are returning stock to an inventory following an order amendment, we recommend noting this, including the order number, in the entry description.
Global-Level vs Event-Level stock comparison
Below, we've summarised the key features and differences between global-level and event-level stock management.
| Stock Level | Global-Level Stock | Event-Level Stock |
|---|---|---|
| Description |
|
|
| Examples | Bar drinks, snacks, merchandise | Pre-show dining, VIP experiences, meet & greets |
| How to Set Up |
|
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| How Customers Purchase |
|
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| Where Stock is Deducted From | Stock taken from the Global-level for all sales (i.e. regular sales and Event Hub sales) | Stock taken from the Event-level for all sales (i.e. regular sales and Event Hub sales) |
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