Inventory setup and usage guide

Start with the two Inventory tabs

Open Inventory from Dashboard. Inventory is free for every account.

• Stock: set the quantity available for each individual variant. Enter 0 for out of stock, or leave its count blank for Unlimited.
• Shared counts: create a supply that several variants use together, then add those variants to it. You set these counts up yourself; products do not create them automatically.

A variant is a sellable choice, such as Small, Blue or Pack of 5. Create products and variants on your form in Builder; Inventory manages their stock. Products need at least one variant before you can track stock. Follow Add a variant in Builder if a product has none.

Quick start: individual stock

1. Stay on Stock and choose your form.
2. Find the product and variant, then enter its available quantity in the Own count field. A variant without a stock limit has an empty field labeled Unlimited.
3. Leave the field or choose Save. Wait for Saved beside the variant.
4. For later changes, enter the new quantity, type +10 or -3, or use Adjust.

0 means sold out. Blank means no stock limit. Use whole numbers; an addition or subtraction needs an existing finite count and cannot make stock negative.

A variant already using shared stock shows its available quantity and shared count name instead of an editable individual count. Manage that supply in Shared counts. To give the variant separate stock, remove it from the shared count first.

If several variants use the same physical supply, create a shared count, then add products.

Form owners manage shared counts, connections, Dashboard stock selections and bulk stock tools. Collaborators with product-editing permission can find the shared form in Stock and change its individual counts and alerts. Ask the owner to make shared-stock or bulk changes.

For an existing setup, jump to bulk individual counts, bulk shared counts, or save feedback.

Find the stock you need

1. Choose a form. Stock includes your owned forms and forms where you can edit products, including closed forms and products hidden from buyers.
2. Search for a product or variant.
3. Use All, Low stock, Out of stock, Shared, Unlimited or Inventory issues to narrow the list.

Save or adjust stock

Set an exact quantity

1. In Stock, enter a nonnegative whole number in an individual variant's count field. In Shared counts, edit the supply's Shared units field. Enter 0 when no stock is available.
2. Leave the field, choose Save, or press Enter to save.
3. Check the feedback beside the variant or shared count.

Invalid text stays visible so you can correct it. Escape cancels an unsent inline entry when no save is running. A blank individual count means Unlimited; a shared count must have an explicit quantity.

Add or remove stock

1. Choose Adjust beside an individual variant with a finite count, or beside a shared-count card.
2. Select Add stock or Remove stock and enter a positive whole-number quantity.
3. Choose a reason, add a note if needed, and check the before-and-after preview.
4. Confirm the adjustment.

Removing stock cannot make the count negative. Adjust changes only that count. For a variant with Unlimited stock, enter a starting quantity first if you want to adjust it.

Understand save feedback

Saving… means the request is in progress. Saved confirms it completed.

If the count changed while you were editing, compare the current count with your entry before saving again. If another tab has newer unfinished stock work, review that proposal first; it stays protected instead of being overwritten.

If saving cannot be confirmed, the request may already have saved. Choose Check status beside that product or count. This checks the original request without sending the change again. Resolve the unknown result before making another change to that row.

If the message says the earlier change can no longer be confirmed, do not submit it again. Contact Support to investigate.

Unfinished entries appear for review when you return. The current stock and your proposed value stay separate. If your browser cannot retain work, follow its warning before leaving. For more recovery guidance, see Save, restore, and recover form changes.

Set a low-stock alert

1. For an individual count, choose Low-stock alert beside the variant in Stock. For a shared supply, use Low-stock alert on its card in Shared counts.
2. Enter the count at which you want a warning. The warning applies at that number or lower.
3. Choose Save and check the feedback.

Blank disables the alert; 0 is valid. A shared alert is measured in the supply's shared units, rather than in packs or other variant sizes. Changing an alert does not change the stock quantity.

Set up and manage shared counts

Shared counts are supplies you create manually. No counts are created automatically from products. Shared counts shows compact cards, and its pickers and bulk tools use that same configured list.

Create a shared count

1. Open Shared counts and choose Create shared count.
2. Enter a clear Count name for the supply.
3. Enter Starting shared units, including 0 if it is currently empty.
4. Set Warn at or below if you want an alert; blank disables it. Open More options to add an optional SKU.
5. Choose Save.

Choose a name such as “Cookie supply” that describes the shared stock, rather than one particular pack size.

Add products to the count

1. Choose Add products on the shared count you want to use. Its name appears in the dialog title; that destination stays fixed.
2. Filter by form or search products, then select the existing variants from your owned forms. Product names, variants and availability stay beside their checkboxes, including on phones.
3. Set Units used per sale. It starts at 1; enter 5 if each sale uses five shared units.
4. Open the Review section below the selection and check each proposed change.
5. Choose Add selected product or Add selected products, depending on the number selected.

Connecting does not add or remove shared units. The variant starts using the shared supply; its previous individual quantity is no longer used. Only increase the shared count if you have additional physical stock that is not already included in it.

When every selected product is confirmed as added or already connected, the dialog shows a success message and clears the selection. It stays open so you can choose another group for the same shared count.

If any product still needs attention, its result stays in the dialog for review; the selection is not reset, and the reviewed units per sale stay fixed while those results are resolved.

Completed products are not changed again. After reviewing a failed row, Add remaining products retries only eligible remaining rows. For an unverified result, use Check status beside that product inside the dialog; it checks the original request without adding the product again. Unknown rows must be resolved before another change.

Cancel before submission changes nothing. The red × closes the dialog immediately, even while a save is in progress. An already-started save continues; closing does not cancel it or discard its retained result. Review the affected variants on Stock, and use Check status if a result is unconfirmed. Saved connections remain.

Understand units used per sale

Enter a whole number from 1 to 9999 when adding products. Use 1 when a sale uses one shared unit, or 5 when a sale uses five.

For example, a count of 100 cookies can supply a single-cookie variant using 1 per sale and a five-cookie pack using 5 per sale. The pack can sell 20 before the supply runs out. Both draw from the same 100 cookies, so do not add their displayed availability together.

The value applies to every variant selected in that Add products action. If different variants use different amounts, add them in separate groups. To correct an existing amount, open Add products on the same shared count, select that variant, enter its new units per sale and review the change before saving.

Remove a variant from a shared count

1. Expand View products on the count. Connected products and variants are grouped by form, with their units per sale and available quantity.
2. Choose Remove beside the variant.
3. Review Starting own count, which starts at 0. Enter the stock available only to this variant.
4. Choose Remove product and check for Removed.

The product stays on its form and the shared quantity stays unchanged. Enter only stock available separately to this variant; copying the shared availability into its individual count would count the same physical supply twice. Leave the starting count at 0 if it has no separate stock.

If removal cannot be confirmed, use Check status without sending another removal.

Rename, inspect history or delete a count

Use More to rename the count; renaming keeps its connections. History opens the Audit Trail for that count. Search it or choose Load more for older movements. To view history across counts, expand More tools and choose Audit Trail.

To delete an unused count, choose More → Delete unused count, review the warning, then choose Confirm deletion. An in-use count cannot be deleted; use View products to inspect and remove its connections first. Deleting an unused count preserves movement history. Closing the Audit Trail does not discard unfinished stock work.

Change several individual counts

Only the form owner can use this bulk tool.

1. On Stock, choose Select variants and select the variants to change.
2. Use Select all … matching variants for the current search and filter, or select individually.
3. Choose Review bulk changes.
4. In Individual count, enter an exact whole-number count, +10 to add ten to each count, or -3 to subtract three. Leave it blank to make each eligible variant Unlimited.
5. Review every variant's preview and the warning that the change applies to all selected individual counts, then choose Apply changes.

Shared-stock variants are skipped. Manage their shared quantities or remove their connections in Shared counts. An addition or subtraction needs a finite count and cannot make stock negative; skipped variants remain unchanged.

Successful rows are not repeated. Review a failed row's refreshed details before applying remaining changes. An unknown row requires Check status rather than a new save. To use a different amount after submission, close the dialog and start again.

Changing forms clears variant selection. If a filter hides selected variants, the page counts those hidden selections and offers Clear selection. Check that scope before applying a bulk change.

Change or delete several shared counts

1. Use a count card's Select checkbox, or Select shown for visible counts. Clear selection clears every choice.
2. Choose Stock Count to set quantities, Bulk Adjust to add or remove units, Low-stock alerts to change warnings, or Delete selected for unused counts.
3. Review the selected names, each quantity and the warning that every selected count will change.
4. Choose Confirm changes, or Confirm deletion for deletion. Cancel if the preview is not correct.

Counts with connected products can be updated, but cannot be deleted. Changing a shared quantity affects every connected variant across its forms; check this scope before confirming. A changed deletion preview is rejected rather than deleting the count.

Successful rows are not repeated. For an unknown save or deletion, close the tools dialog and use Check status beside the affected count, including after reload. Review a rejected deletion, then open a fresh deletion preview before trying again.

Export shared counts with CSV

Choose Export CSV to download the selected shared counts, or all counts when none is selected. The file includes each count's name, SKU, shared quantity and low-stock threshold. Exporting does not change stock.

Create shared counts with Create shared count, and connect existing variants with Add products. Create or import products in Builder; see Import, export, and bulk edit products for the separate product catalogue tools.

Watch products on Dashboard

1. On Stock, leave Select variants mode if it is open, then choose Show on dashboard beside a product you own.
2. Open Dashboard and find Stock Watch.
3. Follow a product or variant link to open its exact Inventory location.

You can watch up to 20 owned products, including their future variants. Stock Watch shows up to three prioritized variant lines per product and is read-only. It does not add shared availability into a total. If refresh fails, it says Could not refresh. Showing the last successful stock values. The last values remain visible.

Set stock in the Builder

1. Open Dashboard → Selling → My Forms → Edit form.
2. In BUILD, select the existing Products block, open its Products tab and expand a product.
3. In Variants & Pricing, edit the Stock and Low Alert fields for individual stock.
4. Choose the top-level Save changes. Autosave does not apply these stock changes.

For owners, shared variants show availability and Manage shared stock, which opens Inventory in another tab. An unavailable connection instead offers Fix stock settings. Collaborators see Ask the form owner to manage shared stock.

Content and stock save independently. “Form saved. 2 stock changes need review.” means the content saved but those stock rows need attention. “Stock changes saved. Your form changes have not saved yet.” means stock saved while content did not. Publishing unrelated content does not require every variant to have a working shared connection.

For unresolved stock, review Inventory and use Check status for an unknown result. See Save, restore, and recover form changes for the separate content-recovery workflow.

Understand stock changes

Orders and stock restoration

Checkout performs the final availability check and stock deduction together with creating the order. A pending buyer edit request does not hold stock; approval checks availability again.

When an order change releases stock, EZFormz uses that order's saved count and units, even if the variant later changes its connection. Review any stock warning before completing a change to an old order. EZFormz does not guess missing stock history.

Duplicate, restore or transfer a form

Duplicate: own counts are kept. Copied shared variants start at their own count of 0 with no shared connection.

Restore from a downloaded form backup: all recreated variants start at own count 0. Review Inventory before selling the recreated products.

Content Undo or Restore version: existing variants keep live stock and connections. Recreated variants start at 0. Review Inventory before selling recreated products.

Transfer: disconnect all shared variants before transferring the form.

Show buyers limited availability

1. In the Builder, select the existing Products block, then open Display → Buyer Low Stock Display.
2. Set the availability at which buyers should see X left. The default is 5, so the label appears when 1–5 are available. Zero stock displays Out of Stock.
3. Use 0 to hide this buyer label without changing seller alerts or stock.
4. Choose the top-level Save changes. The quantity label applies to finite stock; Unlimited variants do not show X left.

A broken stock connection is unavailable and cannot offer a restock signup. For normal sold-out variants, see Use low-stock and restock messages.