Overview
Tern’s inventory management system allows advisors to set availability limits for lodging activities and track that inventory across sub-trips. This guide walks through setting inventory limits, making selections, and handling traveler sign-ups.
Setting Up Inventory for a Group Trip
Create a Group Trip
Start by setting up a new group trip.
Add Room Options to a Lodging Activity
Setup Room Options for a lodging activity.
Define Inventory Limits
Add inventory limits for each room type. If you choose not to set inventory limits initially, Tern will still track reservations, allowing you to add limits later if needed.
Once your inventory is set, publish the trip to enforce the latest availability.
Note: inventory management will only be available on new lodging activities but reach out to the Tern support team if you have questions about this.
Traveler Sign-Up and Selection
After a sign up form is published
Travelers will be able to view available room options and real-time inventory.
Traveler Selection Experience
Available rooms are displayed for selection.
Fully booked rooms will be hidden.
If no rooms are available, travelers will see an "unavailable" message.
Tracking Traveler Selections
Once a traveler completes their sign-up, their selected rooms are reflected in the Total Inventory of the room option.
View Details will show the advisor which which travelers have reserved that room option.
Sub-trip selections are connected to the main room inventory for visibility.
A room selected with remaining inventory:
An overbooked room (because of an adjustment made by an advisor):
Note: if you remove a sub-trip from a group trip the inventory will still be connected to the group trip.
Advisor Selections
Create a Sub-trip
Advisors can manually create sub-trips and select rooms on behalf of travelers.
Make Room Selections as an Advisor
If inventory is set, selections will only be possible within available limits.
If inventory is not set, selections are tracked but not enforced.
If inventory is unavailable, selections cannot be made.
Review Inventory Updates
Advisors can navigate back to the main group trips lodging activity to verify room counts and ensure accuracy.
Inventory Adjustments
You can add and remove inventory after sub-trips have been created and the inventory will be tracked.
If a lodging option reaches zero availability, you can increase inventory for that room type.
If you lower the inventory below the number of existing selections, the room will be overbooked but you will see that clearly next to the room.
Inventory is released when:
A sub-trip is deleted
A sub-trip lodging item room options are reset
A sub-trip lodging activity with room selections is deleted
A sub-trip lodging activity with room selections is cancelled
