Go to Products > Inventory.
Members One inventory lets you use Members One as the stock authority for your club orders and your point of sale, separately from your online store. It is a self-contained count that never reads or changes the stock in your WooCommerce or Shopify store, so your website keeps selling from its own numbers while your club and POS draw from yours.
Inventory is unlimited unless you choose to track it. You can turn the feature on, never open the inventory screens, and every order will still process as normal. Counting only begins on the products you mark as Tracked, which makes it safe to switch on and adopt at your own pace.
Turning On Inventory
Inventory is off until you enable it. To turn it on, go to Settings > System Settings > Inventory.
Step 1: Enable the feature
- Switch on Enable Members One Inventory.
- When enabled, stock is checked and decremented as your scheduled orders are processed.
Step 2: Choose a POS inventory pool (optional)
- Set the POS Inventory Pool to the pool your point of sale should draw from for sales and tasting pours.
- If you leave this blank, your point of sale uses the Default pool.
Step 3: Save
- Click Save. The page reloads so the new Inventory and Inventory Pools items appear under Products in the sidebar.
Tracking Stock for a Product
Every product appears on the Inventory page, whether or not you count it. Each product starts as Unlimited, which means orders for it always process. You begin counting a product by marking it as Tracked.
Tracked vs Unlimited
- Flip the Tracked switch on a product to start enforcing its stock level. A tracked product that runs short will stop club orders that need it.
- Leave a product Unlimited and it is never blocked, no matter how much is ordered.
Automatic tracking on adjustment
- Adjusting a product's quantity automatically marks it as Tracked, so you do not need to flip the switch first. Simply adjust the quantity and counting begins.
Inventory Page Table
Below is a table of list page items and their functions.
| Search products | Search for a product by title or SKU. |
| Filter | Opens a panel to choose the Pool you are viewing and to filter by Tracked status (All, Tracked, or Not Tracked). |
| Product | The product name. Click it to open the product's details. |
| SKU | The product's Stock Keeping Unit. |
| Quantity | The units currently on hand in the selected pool. A Low Stock chip appears here when a tracked product drops to or below its pool's low stock threshold. |
| Tracked | A switch that turns counting on or off for the product in the selected pool. |
| Actions | The three-dot menu with Adjust (change the quantity) and History (view the movement log). |
Adjusting Stock
To change a product's quantity, open the row's three-dot menu and choose Adjust, or click the row. The Adjust Stock window has two modes.
Set to
- Sets the exact on-hand quantity. Use this when you have counted your stock, for example entering
120. Entering0marks the product as out of stock.
Adjust by (±)
- Applies a change to the current quantity. Enter a positive number to add stock, such as
+50for a new delivery, or a negative number to remove it, such as-5.
You can add an optional Reason to explain the change. Every adjustment is recorded in the product's history, which you can view any time from the row's History action.
Inventory Pools
An inventory pool is a shared set of stock that your products draw from. Because a pool is shared across products, you can keep one central count for your club and point of sale rather than tracking every product in isolation. Members One always keeps one Default pool, and your club orders draw from it.
To manage pools, go to Products > Inventory Pools.
Step 1: Create a pool
- Click Create Pool and give it a Name.
- Add an optional Description and a Display Order to control where it appears in lists.
Step 2: Set the pool's stock rules (optional)
- Low Stock Threshold: when a tracked product in this pool drops to or below this level, a Low Stock Alert can be sent. Leave it blank to switch alerts off.
- Allow Backorder: when switched on, this pool never blocks an order on stock. Quantities are allowed to fall below zero so the shortfall is recorded, but nothing is ever declined for being short.
- Default Pool: marks this as the default. There is always exactly one default pool, so making a pool the default moves the flag away from the previous one.
Step 3: Save
- Click Create. You can edit a pool at any time by clicking its row, or from the three-dot menu.
Please note: The Default pool cannot be deleted, because Members One always needs one pool to fall back to.
Low Stock Alerts
When a pool has a Low Stock Threshold, Members One watches your tracked products against it and lets your team know when stock runs down.
How the alert fires
- The alert is sent the moment a tracked product falls to or below the threshold, whether from a club order, a POS sale, or a manual adjustment. It re-arms after you restock, so you are told once per drop rather than repeatedly.
Who receives it
- Each user chooses whether to receive the alert. Under your profile Notifications, turn on Low Stock Alert for Email, In-App, or both. Users without it enabled will not be notified.
How Stock Is Counted Down
Members One reduces your inventory automatically as orders are fulfilled through the two channels it manages. Only tracked products are affected. Unlimited products pass straight through and are never reduced.
Club orders
- Stock is checked when a scheduled order is prepared. If a tracked product is short, the order is set to Declined with an out of stock reason, rather than shipping incomplete.
- When the order is processed, the products it contains are deducted from the Default pool.
- If you restock later, Members One picks the declined order back up automatically on its next stock recheck and processes it.
Point of sale
- Each sale and tasting pour is deducted from your chosen POS pool as it is rung up.
- Point of sale will not let you oversell a tracked product, because a POS sale is fulfilled on the spot. If a pool allows backorders, this check is relaxed and the sale is allowed through.
Your online store is untouched
- None of this reads or changes the stock in your WooCommerce or Shopify store. Your website continues to sell from its own stock figures, completely independent of your Members One count.