Overview

Stock reservations let you set aside specific quantities of in-stock items for each team that has access to an SKU. This prevents one team from accidentally using up all the inventory before another team gets a chance to send their gifts.

To use this feature, you first assign teams to the SKU, then enable the reservation toggle to allocate quantities. You can manage this for a single item in the UI or use our bulk CSV tools for larger inventories.

This feature only applies to physical inventory owned by your organization and stored within a Reachdesk warehouse. It does not apply to Amazon Gifting or general Marketplace catalog items.

Before you start

To ensure a smooth setup, keep these requirements and behaviors in mind:

• User Roles: You must have an Admin or Campaign Manager role to manage stock reservations.

• SKU Status: An SKU must have had at least one prior Ship Notice (SN) processed at the warehouse to appear in the reservation tools.

• Campaign Type: Stock reservations primarily impact Manual Bundle Campaigns. Senders using these campaigns can only access the stock specifically reserved for their team.

• Capacity: The total quantity you reserve across all teams cannot exceed the total physical stock currently stored in that warehouse.

• Ordering Block: Once you turn ON stock reservations for an SKU, users cannot place orders until you have actually allocated stock to their teams.

How stock reservations work

Users with multiple teams

If a user belongs to more than one team, Reachdesk always pulls stock from that user’s default team.

Note: If the default team’s reserved pool reaches 0, the system will not automatically pull from the user's other teams, and you will get an 'Insufficient Stock' error. To access other stock, the user's default team must be updated to the one that holds the stock before you can approve the send.

Stock Shipments and Store Portal Orders

The system follows a specific hierarchy for different order types:

• Stock Shipments (Event Orders, Large Shipments, Warehouse Transfers): These pull from unreserved stock first. If unreserved stock hits 0, the system pulls from the user’s default team reserved pool.

• Store Portal Orders: These pull only from unreserved stock. If the unreserved count is 0, the item will show as "Out of Stock" in the store, even if teams have reserved units available.

How to check your available stock

1. Go to Inventory > Items and click on the SKU.

2. Look at the Allocation tab.

3. In the Stock reservation per team section at the bottom, look for your team.

Important: If the "Total In Stock" is 500 but your team's "Reserved" count is 0, the platform will prevent the send. You'll need to ask your Admin to move stock from the "Unreserved" pool to your team's pool.

Reserve stock for one SKU in the UI

Step 1: Assign teams to the SKU

1. Navigate to Warehousing > Inventory > Items.

2. Open the item you want to edit.

3. In the Overview tab, scroll to the Team Access section.

4. Select the teams that should be able to send this item. You must assign at least one team to proceed.

Step 2: Turn on stock reservations

1. Click into the Allocation tab.

2. In the Stock reservation per team section at the bottom, switch the toggle to ON.

3. A table will appear showing warehouses in the columns and your assigned teams in the rows.

Step 3: Enter reserved quantities

1. Enter the specific number of units you want to set aside for each team.

2. Check that the total across all rows doesn't exceed the warehouse total at the top of the column.

3. Click Save Item.

Reserve stock in bulk by CSV

Step 1: Update Team Access & Enable Reservations

1. Go to Warehousing > Inventory > Items.

2. Click the three vertical dots in the top right and select Bulk edit items.

3. Download the CSV export. (We recommend keeping an original copy as a backup).

4. Update Team Access: In the Team Access column, enter team names exactly as they appear in Reachdesk.

   • Tip: Use commas to separate multiple teams (e.g., Sales, Marketing). Names are case-sensitive and space-sensitive.

5. Enable Reservations: In the Reserved Stock by Teams (Optional) column, enter TRUE for the SKUs you want to manage.

6. Upload the CSV back into the modal. You’ll receive an email confirmation once the background process finishes.

Step 2: Allocate Quantities in Bulk

1. In the same Items menu, click the three vertical dots and select Bulk reserve stock.

2. Download the CSV. This file only includes SKUs that have teams assigned and are currently in stock.

3. Enter Quantities:

   • The CSV shows a row for the Total Stock Available and separate rows for each Team.

   • Do not edit the Total Stock Count row. This will cause the upload to fail.

   • Enter the reserved numbers in the individual Team rows.

4. Upload: Save as a CSV and upload it via the modal.

Frequently Asked Questions

What is the difference between Stock Reservations and Quarterly Send Limits? 

Stock reservations are physical. They "lock" a piece of inventory so only a specific team can use it. Quarterly Send Limits are a logical cap — they limit how many gifts a user can send, but they do not guarantee that the physical stock won't be used by someone else first.

Why did my CSV upload fail? 

The most common reasons are:

• Team Name Mismatch: "Sales Team" is not the same as "sales team" or "Sales Team ". Ensure spelling and casing are exact.

• SKU Column Edited: If you change the ID in the SKU column, the system won't know which item you're trying to update.

• Math Errors: The total units assigned to teams in the CSV exceed what we actually have in the warehouse.

Why do I see 'insufficient stock' when the warehouse has 100+ units?

This happens when Stock Reservations are turned on but no units are allocated to your specific team. Reachdesk treats unreserved stock as "invisible" to manual bundle campaigns. To fix this, an Admin needs to go to the Allocation tab of that SKU and move units into your team's row.