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Catalog: Products, Rooms, and Collections

The catalog is where you manage reusable items for your events and forms. Create them once, use them everywhere.

Open the catalog​

Go to Catalog in the sidebar. You'll find three sections: Products, Rooms, and Collections.

Products​

Products are items you can offer in your forms -- for example, catering packages, equipment rentals, or services.

Browse, search, and filter products​

Open the Products tab. The list uses status filters at the top:

  • All -- every product.
  • Active -- products that can still be added to forms.
  • Archived -- products kept for existing forms only.

Use the search box to find a product by name, and sort or export the list. Each row shows the product's status and group. Click a row to open it for editing, or use the row action menu for Edit, Delete, and Show usage.

Create or edit a product​

Click Create product, or open an existing one from the list.

  • Name -- required.
  • Group -- required. Choose the product group this item belongs to (see Product groups).
  • Unit, Description, External ID, Image -- optional.
  • Price type -- choose whether the price you enter is Net or Gross.
  • Tax rate -- required. Pick one of your active tax rates (see Commerce).
  • Price -- enter the price, or schedule price changes (see Schedule price changes).

Click Save. Once saved, the product is available in your form builder.

Product type​

Each product has a Product type:

  • Standard -- a normal product the customer selects and sets a quantity for.
  • Automatic -- not chosen by the customer; the price is calculated automatically based on the order total.
  • Automatic % -- added automatically as a percentage of the order total.

For automatic products you can turn on Show in Product List to display them as a read-only line in the customer's product overview.

Quantity, visibility, and lock options​

For standard products you can also set:

  • Quantity Mode -- Manual Input or Yes/No Selection.
  • Quantity Source -- Fixed Quantity or From Form Field, with Minimum Order Quantity and Maximum Order Quantity.
  • Initially Visible -- when off, the product starts hidden and only appears once a show-rule is met.
  • Hide Price Info and Hide description in overview by default -- control what the customer sees.
  • Lock Behavior -- decide when a selection becomes fixed (Lock, Final decision, or Editable until a relative deadline), and the Lock scope (Selection only or Selection + quantity).

Archive a product​

Open the product and turn on the Archived switch. Archived products stay in existing forms but cannot be newly added from the catalog.

Delete a product​

Use the row action menu and choose Delete. You'll see a Delete product? confirmation; the product is permanently removed and forms using it lose their catalog link.

If the product is still used in active forms, deletion is blocked with a Product is still in use message. Choose Show usage to see exactly which forms reference it, then remove it there before deleting.

Product groups​

Every product belongs to a group, so groups must exist before you can fully set up products.

  1. Open the Product Groups tab, or click Manage groups from the product form.
  2. Click Create group.
  3. Enter a Name (required) and an optional Description and External ID.
  4. Click Save.

Use the row actions to Edit or Delete a group. A group can only be deleted when no products are assigned to it -- otherwise deletion is blocked until you reassign or remove those products first.

Rooms​

Rooms represent physical spaces with details like capacity, equipment, and pricing.

Browse, search, and filter rooms​

Open the Rooms tab. Like products, rooms use All, Active, and Archived status filters and a search box. The table shows Name, Capacity, Area, Pricing mode, and Status. Click a row to edit, or use the row action menu for Edit, Delete, and Show usage.

Create or edit a room​

Click Create room, or open an existing room. The room form is organized into tabs.

Basic Info​

  • Name -- required.
  • Description, Main image, Gallery images, External ID -- optional.
  • Area (m²) -- optional floor area.
  • Minimum capacity and Maximum capacity -- optional capacity range.
  • Archived switch -- archived rooms stay in existing forms but cannot be newly added from the catalog.

Save the room first; the other tabs become available once it exists.

Seating Layouts​

Select which seating layouts apply to this room and set a Capacity per layout for each. If no layouts are listed yet, create them first (see Seating layouts).

Equipment​

Choose the equipment available in this room. If nothing is listed, create equipment items first (see Equipment). A Manage equipment link takes you to where you create them.

Pricing​

Pick a Pricing mode:

  • Simple -- one price for the room. Choose the Price type (Net or Gross), the required Tax rate, and a Price unit (Per hour, Per day, or Per event), then set the Price (you can also schedule changes -- see Schedule price changes).
  • Price blocks -- several prices that apply depending on time or duration (see Price blocks).

Price blocks​

Price blocks let a room cost different amounts depending on when or how long it is booked. In Price blocks mode, click Add price block. Each block has a Name (required), a Price, and a Type:

  • Time range -- applies within set clock hours. Enter a Start time and End time (for example, an evening rate).
  • Duration -- applies based on how long the room is booked. Enter Min. hours and Max. hours.
  • Combined blocks -- one price that applies when a booking spans across all the selected time blocks. Select two or more existing Time range blocks to combine. You need at least two time-range blocks before you can create a combined block.

Each block also has a Priority. When more than one block could apply, the higher priority wins.

Equipment​

Equipment items (for example, a projector, microphone, or whiteboard) are created once and then assigned to rooms.

  1. Open the Equipment area in the catalog.
  2. Click Create equipment.
  3. Enter a Name (required) and an optional Description.
  4. Click Save.

Use the row actions to Edit or Delete an item. Deleting an item is permanent and removes it from all rooms, so the Delete equipment? confirmation warns you before it is removed everywhere.

Seating layouts​

Seating layouts are reusable arrangements (for example, theater, classroom, or U-shape) that you assign to rooms.

  1. Open the Layouts area in the catalog.
  2. Click Create layout.
  3. Enter a Name (required), an optional External ID, and an optional Layout image.
  4. Click Save.

Use the row actions to Edit or Delete a layout. Deleting a layout is permanent and removes it from all rooms, so the Delete layout? confirmation warns you first. Assign layouts to a room on the room's Seating Layouts tab, where you set a capacity for each.

Delete a room​

Use the row action menu and choose Delete. The Delete room? confirmation removes the room permanently, including its price blocks and layouts, and forms using it lose their catalog link.

If the room is still used in active forms, deletion is blocked with a Room is still in use message. Choose Show usage to see which forms reference it, then remove it there before deleting.

Schedule price changes​

Both products and rooms support scheduled prices, so a new price can take effect on a future date.

  • The price editor shows the Current price and, if one is planned, the Next change.
  • To enter a price directly, use the Price field. If no active price exists yet, a new version starting today is created.
  • To plan ahead, open the price versions and click Add version, then set the Amount and a Valid from date.

The price that applies on any given day is the latest version whose Valid from date is on or before that day.

Collections​

Collections (also called lists) let you group products or rooms into reusable lists. Instead of adding individual items one by one in every form, you create a collection once and reference it across multiple forms. For example, group all catering products into a "Catering" collection and assign that collection to any form that needs catering options.

Creating a collection​

  1. Open the Collections tab in the catalog.
  2. Click Create list.
  3. Choose a type: Product list or Room list. The type determines whether the collection holds products or rooms. It cannot be changed after creation.
  4. Enter a name and an optional description.
  5. Click Create.

Managing items in a collection​

Open a collection by clicking its row in the table, or use the row action menu and select Manage items.

  • Click Add from catalog to open the catalog browser. Select one or more items and import them into the collection.
  • Each item shows its name, status, group (for products), and current price.
  • To remove an item, click the delete icon on its row. If the item is referenced by rules in active forms (e.g., calculation or conditional rules), removal is blocked and you are shown which forms need to be updated first.
  • Changes to the item list are only saved when you click Save.

Reordering items with drag and drop​

Items in a collection have a defined order. Drag rows up or down to change the sort order. The new order is applied once you save.

Collection status​

Each collection has one of two statuses:

  • Active -- the collection is available to be added to forms from the catalog.
  • Archived -- the collection remains in any forms that already use it, but it cannot be newly added from the catalog.

To archive or reactivate a collection, open its edit dialog from the row action menu and toggle the Archived switch.

Versioning​

Collections are versioned. Every time you save changes to a collection's items, the version number increases. If another user edits the same collection at the same time, you receive a version conflict notice and need to reload before saving again.

Show usage​

To see where a collection is used, open the row action menu and select Show usage. This displays a list of all forms that reference the collection, including which fields use it and whether the reference is direct or via a catalog list source.

Show usage works the same way for products and rooms: open the row action menu on any product or room and select Show usage to see which forms reference it. It's also offered from the dialog that appears when you try to delete an item that is still in use.

Using collections in the form builder​

In the form builder, product and room fields offer two source modes:

  • Manual -- you select individual products or rooms directly.
  • Catalog list -- you select a collection. All items in the collection are automatically included in the form field. When you update the collection in the catalog, every form referencing it picks up the changes.

Deleting a collection​

Open the row action menu and select Delete. Forms that currently use the collection keep their existing data until they are saved again.

From catalog to event​

Products and rooms you create in the catalog can be added to forms in the form builder. When a customer submits a form or you manually add items to an event, they appear in the event's Sales tab with their pricing.

The flow: Catalog (create products/rooms) → Forms (add them to forms) → Event Sales (they appear with pricing when linked to an event).