Products and services
Products and services are what you sell. They are added to opportunities as line items, and a service can also be booked online.
- A product is a physical or stock item, with a SKU, a price, a cost and stock levels.
- A service is work you deliver, with a code and a billable rate.
Open in Clockwork CRMEnter your Clockwork CRM address at the top of the page to open this in your Clockwork CRM.
The catalogue
Products & Services → List Products & Services, or Catalogue in the app's top bar, lists everything you sell.
The filters above the list:
| Filter | What it does |
|---|---|
| Type | Shows All, Products or Services |
| Category | Shows one category. Child categories are indented under their parent |
| Search for a product or service | Finds items by name as you type |
The list's columns:
| Column | What it shows |
|---|---|
| Image | The first image in the item's media, or an image made from its initials |
| Name | The name, and the first 100 characters of the description |
| Category | The item's category, or a dash |
| Price / Rate | A product's price, or a service's billable rate |
| SKU / Code | A product's SKU and code, followed by the SKU and code of each variation. A service's code |
| Last Modified | When the item was last changed, and by whom |
| Actions | The actions menu |
Double-click a row, or choose Edit from its actions menu, to open the item in a panel at the side of the list. The actions menu also holds:
- Copy, which makes a copy of the item named "name Copy". A product's copy includes its variations, measurements, stock figures, tags, properties, media and highlights. A service's copy includes its tags, properties, staff, resources and media.
- Delete, which removes the item after you confirm.
Adding a product
- Go to Products & Services → Add Product, or Add Product in the top bar.
- Fill in the General Details tab. Name is the only required field.
- Add any variations, tags, media and highlights on the other tabs.
- Select Save.
When the product is saved, the catalogue opens with the new product in the side panel.
General Details
| Field | What it does |
|---|---|
| Name | Required. Up to 50 characters |
| Category | The category the product belongs to, or None. The category decides which property groups and measurement groups the product has. See Categories |
| Find manufacturer... | The company that makes the product, chosen from your companies |
| Short Description | A one or two line summary, shown where the full description is too long. Written in the rich text editor |
| Description | The full description, written in the rich text editor |
Under Product Details:
| Field | What it does |
|---|---|
| SKU | Your stock keeping unit for the product |
| Code | Your code for the product |
| Price | What you sell the product for |
| Cost | What the product costs you |
| Stock | How many you hold |
| Reorder Point | The stock level at which to reorder |
| Search HS codes... | The product's Harmonised System commodity code, chosen from the list of HS codes |
The stock you enter when you add a product is recorded in its stock history as Manual Add, with the reason "Initial stock". If you change Stock later and save, the change is recorded as a Stock Take with the reason "Updated via product save".
Variations
Variations are versions of the product, such as sizes or colours. Add Variation adds one. A new variation starts with the product's SKU, code, price, cost, reorder point and HS code, which you can then change.
Each variation is a panel showing its name, or its SKU if it has no name, with its price and stock. Open the panel to edit it:
| Field | What it does |
|---|---|
| Name | The variation's name, such as "Large" |
| SKU and Code | The variation's own identifiers |
| Price and Cost | The variation's own price and cost |
| Stock and Reorder Point | The variation's own stock level and reorder level |
| Search HS codes... | The variation's HS code |
| Measurements | The variation's measurements. A variation uses the product's measurement values, shown as Inherited, until you enter its own |
Remove takes the variation off the product. It is deleted when you save.
Properties
The Properties tab appears when the product's category, or a category above it, has default property groups. It shows the properties in those groups, grouped under the group names. Changing the category changes which properties are shown. See Properties.
Tags
Tags holds labels for the product. Products use their own set of tags, separate from contact tags.
Media
Select Media opens the file browser to choose images, manuals or videos to attach. Drag the files to put them in order: the first image is the one shown in the catalogue. The cross on a file removes it.
Media added to a product or service is made publicly available.
Highlights
Highlights are the product's key selling points. Add Highlight adds a line. Pressing Enter in a highlight adds a new line and moves to it. The cross removes a highlight.
Measurements
The Measurements tab appears when the product's category, or a category above it, has default measurement groups. Each group is listed with its measurements, and you enter a value for each one in the measurement's display unit. See Measurements.
Editing a product
Opening a product from the catalogue shows it in a side panel with the same tabs as the Add Product form, plus Stock. Save keeps your changes and the panel stays open. The cross at the top closes it.
On the Media tab of the panel, files already on the product are listed under Existing Files and newly chosen ones under New Files. Removing an existing file deletes it straight away, after you confirm.
Stock
The Stock tab of a product's panel has a row for Product Stock and a row for each saved variation. Each row shows the stock, the reserved stock and the available stock. Open a row to see:
| Figure | What it is |
|---|---|
| Actual | How many you hold |
| Reserved | How many are set aside for orders |
| Available | Actual minus reserved |
| Reorder Point | The level at which to reorder |
Reserved stock is set through the Clockwork CRM API, which can reserve, release and fulfil stock. See API keys and webhooks.
Adjusting stock
- Open the product or variation under Stock.
- Under Add Adjustment, choose the Type.
- Enter the Quantity, or for a stock take, the number Counted.
- Optionally enter a Reason (optional).
- Select Apply.
Adjustments take effect straight away. You do not need to save the product.
| Type | What it does |
|---|---|
| Manual Add | Adds the quantity to the stock |
| Manual Remove | Takes the quantity off the stock |
| Stock Take | Sets the stock to the number counted. The field shows the current stock next to it. If you leave the reason empty, it is recorded as "Stock take: counted x, was y" |
| Return | Adds the quantity to the stock |
| Damaged | Takes the quantity off the stock |
Stock history
History lists the adjustments for the product or variation, with their Date, Type, Qty and Reason. Additions show as positive numbers and removals as negative. The history also shows Sale Reservation and Sale Release entries. Load more shows the next 20 entries.
Adding a service
- Go to Products & Services → Add Service, or Add Service in the top bar.
- Fill in the General Details tab. Name and Code are required.
- Fill in Online Booking if the service can be booked through a booking link.
- Select Save.
General Details
| Field | What it does |
|---|---|
| Name | Required. Up to 50 characters |
| Code | Required. Up to 50 characters |
| Category | The category the service belongs to, or None. The category decides which property groups the service has |
| Tax Rate | The tax rate for the service, or None |
| Service colour | The colour shown next to the service in booking lists. Clear colour beside it removes the colour |
| Short Description | A one or two line summary, shown where the full description is too long |
| Description | The full description |
| Billable Rate | What you charge. The rate can be time based, such as per hour or per day, or unit based |
| Tags | Labels for the service. Services use their own set of tags |
When the service is added to an opportunity, you give it a quantity, which is counted against the billable rate.
Online Booking
Online Booking sets how the service is booked. These settings apply whenever a booking link offers the service. See Booking links.
| Field | What it does |
|---|---|
| Duration (minutes) | How long the service takes. At least one minute. A new service starts at 60 |
| Padding before (minutes) | Time blocked out before the appointment, for set-up or travel |
| Padding after (minutes) | Time blocked out after the appointment, for clean-up or notes |
| Starts after (minutes) | Under Processing Window: how far into the service the gap starts |
| Lasts for (minutes) | Under Processing Window: how long the gap lasts |
| Find staff... | The users who can deliver the service |
| Find resources... | The resources the service needs. A booking takes any one available resource from the list |
| Find a form... | Under Intake Form: a form for the customer to fill in after booking |
The processing window is a gap part way through the service when the staff member is free for other bookings while the service carries on without them, such as a treatment developing. Leave both fields blank if the service has no such gap.
Add every interchangeable resource, such as two treatment rooms, so a booking can use whichever is free. Leave resources empty when only the person is needed, such as for an online meeting. Resources are set up in Tags and resources.
When a service has an intake form, the customer is emailed a link to the form after booking. Each email uses one email send credit.
Properties and Media
The Properties tab appears when the service's category, or a category above it, has default property groups. Media works as it does for products.
Opening a service from the catalogue shows it in a side panel with the tabs General Details, Online Booking, Properties, Tags and Media. Save keeps your changes.
Permissions
What you can do in Products & Services depends on your team's permissions. See Teams and permissions.
| Permission | What it allows |
|---|---|
| Add Product or Service | Adding, editing, copying and deleting products and services, adjusting stock, and managing categories and measurements |
| List & Search for Products and Services | Opening the catalogue and Detail Search |
Related
- Categories, measurements and tax, how products are organised and taxed
- Opportunities, adding products and services to a deal
- Booking links, offering services for online booking
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