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Gear tiers

A gear tier is one rental option customers can pick — a price, a description, and how many you own. Every walk-on booking selects exactly one tier, so you need at least one before anyone can book.

Who can do this: Owners and Managers. Where: Sidebar → Catalog & Pricing → Inventory

Adding a gear tier#

  1. Go to Inventory and click "Add Gear Tier".
  2. Fill in the two cards described below.
  3. Click "Create Gear Tier".

"Basic Info"#

Field What it does
"Name" What customers see on the booking page. Be specific: "Standard .68cal", "Low-Impact .50cal", "Own Gear — Field Fee".
"Price per Player ($)" What one player pays for this tier.
"Deposit per Player ($) (optional)" "Leave blank to charge the full price at checkout. Enter 0 to collect nothing today. Party packages use their own deposit instead." This one has real subtlety — see Gear deposits.
"Description" A short line under the name on the booking card. Say what's included: "Marker, mask, hopper, and 200 rounds."
"Gear Photo (optional)" Shown on the tier's card. Landscape works best.

"Inventory & Settings"#

Field What it does
"Total Markers" "Use 999 for unlimited inventory" — how many of this tier you physically own. PBHQ subtracts booked players from this in real time and stops selling when you're out.
"Sort Order" Lower numbers appear first on your booking page. Put your best-selling tier at the top.
"Minimum Age (optional)" "Leave blank for no age requirement" — enforced on the waiver, not at checkout.
"Active" Turn a tier off without deleting it. Inactive tiers disappear from the booking page but keep their history.
"Activity" "This gear only shows in the selected activity's walk-on and party flows."

How "Total Markers" actually works#

This is your real-time availability engine. When a customer looks at a time slot, PBHQ counts every player already booked into overlapping sessions — including your buffer minutes — and subtracts them from your total. If 40 of your 50 markers are out at 2pm, only 10 slots show as available.

That means:

  • Count physical items, not sets. If you own 50 markers but only 40 masks, your real number is 40.
  • Two bookings can't oversell the same gear, even if two customers check out at the same second.
  • Bookings in "Pending" status still hold gear. An abandoned checkout keeps its markers reserved until someone cancels it. See Taking payment.
  • 999 means unlimited. Use it for anything not physically limited — a field fee, an entry charge, "own gear".

The "Activity" setting#

A gear tier belongs to exactly one activity. That tier only appears in that activity's booking flow.

So if you run paintball and airsoft, you need paintball tiers and airsoft tiers. Tagging one tier as paintball doesn't make it available to airsoft customers.

If you try to save a tier against an activity your field doesn't offer, you'll see "That activity isn't available for this field."

Minimum age#

"Minimum Age (optional)" is checked when the player signs their waiver, using the date of birth they enter. If they're too young they see: "You must be at least {N} years old for this gear tier."

It is not checked at checkout — a parent can book a tier for a child who then can't sign for it. Set the age on the tier, and also say it plainly in the tier's "Description" so nobody buys the wrong thing.

Modeling common setups#

Rental package — the normal case. Real "Total Markers" count, price covering entry plus rental, optional "Minimum Age", optional per-player deposit.

Players who bring their own gear — create a tier named something like "Own Gear — Field Fee", set "Total Markers" to 999, and price it at your air/field fee. Nothing physical is being lent, so there's nothing to limit.

Low-impact / kids' gear — its own tier with its own stock count and its own "Minimum Age", priced separately. Keep it a distinct tier rather than an add-on so PBHQ tracks the smaller inventory correctly.

Spectators — a $0 tier with 999 stock, if you want spectators on the roster so they sign a waiver. Note that a $0 booking skips payment entirely.

Editing and deleting#

Edit anything on a tier at any time. Price changes apply to new bookings only; existing bookings keep the price they were quoted.

Deleting is refused once a tier has bookings:

Cannot delete "{name}" — it has existing bookings. Deactivate it instead.

Untick "Active" instead. The tier vanishes from your booking page and keeps its history intact. See Deleting vs. deactivating.