How to Manage Inventory and Templates

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

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 WineView)
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.

Adding an Item Manually

Click the "+" button in the top right corner of the page
Choose "Add Manual Item" from the menu
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
Upload an image — drag and drop or click to upload. The image is automatically cropped to a 600×600 square.
Track Quantity — toggle this on if you want WineView 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 ∞).
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.
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.
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.
Alcohol Content — optionally specify the ABV percentage. Used for compliance purposes when shipping through wine-specific providers like Vinoshipper.
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)

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.

Click the "+" button in the top right corner
Choose "Import from Toast"
Browse your Toast menu and select the items you want to bring into WineView
Confirm your selections

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

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 WineView 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.

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 an active template 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.

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 WineView 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.

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.

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 and active
Needs Setup (warning badge)	The template exists but one or more locations haven't been configured yet
Inactive	The template is not currently active — it won't be used for new orders

Creating a Template

Find the tier you want to create a template for in the table
Click "+ Add Template" next to either the Enrollment or Fulfillment column for that tier
The template sidebar opens on the right with the tier already pre-selected
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")
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
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

Click "Create"

The new template appears in the table for that tier.

Editing a Template

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

Activating and Deactivating a Template

Inside the template edit sidebar, you'll find an Active/Inactive toggle near the bottom.

Switching to Active makes this the live template for its tier and type. Only one template can be active per tier per type at a time — when you activate a new one, the previously active template is automatically deactivated.
Switching to Inactive takes the template out of active use. It stays on record but won't be used for new orders.

Deleting a Template

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

Important: Deleting a template removes it for all locations. If you just want to stop using a template temporarily, deactivate it instead.

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 activating the template
Don't delete old templates — deactivated templates 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.