Add HQ products to managed venues

HQ products and stock make it easy for multi-venue businesses to share items across selected venues. To make sure products work as expected, they must be added correctly — with all required inclusions and local settings in place.

This guide shows you how to pull down HQ products into Venue Manager, complete local setup and start selling.

Key terms

• Managed venues — venues linked to an HQ venue. Some settings may be controlled by HQ.

• Venue permissions — rules set at HQ that control what fields managed venues can and can’t edit.

• HQ products and stock — items created in HQ and made available to venues (individually, by group or to all venues).

• HQ-managed products — centralized products created in HQ. Venues must pull them down into their product list before they can be sold.

How to work with HQ products

1. HQ creates the master product in its HQ account.
2. HQ provides access to managed venues in product setup using venue tags.
3. Managed venues pull down the products into their product or stock list before they can sell them.
4. Some product settings are always configured at the managed venues (eg resources, waivers, and booking reminder emails).  Operating hours must also be set up in the managed venue.
5. Venue permissions set at HQ control what managed venues can edit for products — greyed-out fields are locked by HQ; editable fields depend on what HQ allows.
6. For bundles (packages, party packages, memberships) — make sure any products they include (eg stock, passes, gift cards) are already pulled down first, otherwise inclusions or discounted membership variations won’t work.

Add managed products and stock

1. Switch to the managed venue from your HQ account.
2. In the managed venue, from Venue Manager, go to Products > All products.
3. Select Add managed product (top right).
4. From the drop-down, choose the HQ product or stock item.
   
   
5. The product is added with HQ product and variation details (eg name, image, session duration, ticket types).
   
   

   • Fields that are greyed out are not editable at the venue.

   • Editable fields depend on venue permissions set at HQ.
     
     

6. Complete required venue-specific setup (eg resources, waivers, operating hours).
7. Select Save to finish adding the HQ product to the managed venue.

Before you add packages, party packages and memberships

These product types include or reference other items. They’ll only work if those items are already in the managed venue.

1. HQ configures the full setup, including bundled items.
2. From managed venues, first pull down included items (eg stock, passes, gift cards) into their product or stock list.
3. Then pull down the package, party package or membership.

Once added, venues can:

• Select Sell to choose which variations to make available.
• With the right permissions, select Add variation to create a new variation with its own inclusions and pricing.

Add stock products and variations

From the AUG25 release, managed venues can add HQ stock items directly from the Products > Stock page in Venue Manager — no need to switch back to the full product list. This makes stock setup faster and reduces clicks.

1. In a managed venue, from Venue Manager, go to Products > Stock.
2. Select Add managed stock.
3. Choose the HQ stock items you want to add. Only stock items not yet added will be available to select.
4. Select Save to add them to the managed venue’s product list.
5. You can still use Add managed product from the All products page, but the new Add managed stock button is a faster option for stock setup.

Managed venues can also use the Duplicate link to create another variation of an HQ stock product.

For example, if a venue sells multiple soda flavours that are available in their local area, they can duplicate the stock product to add and edit the variation to suit their needs.

See how to switch between the venues you have access to.

FAQs

Why can’t I create an open product in a managed venue?
Your staff permissions may restrict this. Contact your HQ administrator.

Why are some fields greyed out?
HQ venue permissions control which product fields you can edit.

What if I need to change a field I can’t edit?
Contact your HQ administrator.

Why won’t the product save?
Some required fields must be set up locally, such as resources (rooms, area, equipment)

Why can’t I find the product I need when selecting Add managed product?
It may not have been made available to your managed venue by HQ. Contact your HQ administrator.