Publish products in the club catalogue

The dashboard lets you prepare kit, equipment and other club products. The main product details describe the item; variants separate options such as size or colour and have their own stock when you track quantities. You need an authenticated account with manager access to the club.

The former public catalogue has been retired: its links show a page not found and no longer let people view products. Tutors have Shop under Quick actions, with a catalogue when enabled, a basket, checkout and their own order history (see Shop at the club). The previous video has been removed from this guide because it showed the retired public access.

Before you start

Prepare the name, description, price, images and variants. Decide how to manage stock and check the applicable trading terms before publishing a product for families.

The Shop entry in the side menu appears for any manager with product permissions; tutor and staff shortcuts are also available according to their permissions. Whether families can see the catalogue and buy from it also depends on the club’s Enable shop setting.

Step by step

1. Open New product and enter the details

In the dashboard side menu, open Finance → Shop. On a phone, open the navigation menu first. This is available to people with catalogue manager permissions and does not require Stripe. You can also go directly to /club/<club-identifier>/store, keeping the identifier from your club’s address. Select New product and complete Name, Category, Base price (€) and, if needed, Description (optional).

Above the list, the All, Published, Drafts and Archived filters show how many products are in each status; select one to display only those products. In the list, search by name and filter using All categories (on a phone, Category). On phones, status filters scroll horizontally, New product is the + button to their right and each product appears in a row with its price, status and stock. If you have no products yet, the list offers Create product; if none match the search or filters, select Clear filters to see them all again.

On desktop, the editor shows Product—name, category, description and images—and Stock on the left, and a Price and taxes card on the right that stays visible as you scroll. On medium screens the sections stack in one column. On phones and screens up to 640 px wide, the editor fills the screen and is organised into Product, Price and Stock tabs. Changing tabs preserves what you entered; it does not save or submit changes. Create product or Save changes confirms the whole form, not only the visible section.

You can prepare images and variants in the same form before selecting Create product. Internal product and variant references are generated automatically; you do not need to know or enter a SKU.

Choose the product tax

Under Price and taxes—the Price tab on a phone—select the applicable treatment for the club’s tax country under Tax. No exemption is selected automatically. The club is responsible for choosing the right option; if you are unsure, ask whoever manages your tax affairs. Expand Tax help for explanations without leaving the form. Loading or selection errors appear even when that help section is collapsed.

The Price includes tax checkbox tells Clybo’ how to interpret the price you enter. Below it, Final price for tutor shows the amount they will pay per unit and its breakdown. When checked, the amount stays the same and the tax it includes is shown; when unchecked, tax is added to the entered price (for example, €25.00 + €5.25 tax at 21% = €30.25). An exempt tax shows Tax exempt. This is the same calculation the server uses for the tutor’s price; sizes and colours inherit the same treatment. This option does not add a payment fee or change previous orders.

You can save a draft without classifying it, but you must choose a valid tax before selecting Publish. For products already published without one, open Edit, choose the tax and save; values are not filled in or changed in bulk. Tax selection is currently available to clubs whose tax country is Spain. If the country is unsupported or the options cannot be loaded, Clybo’ does not invent an alternative classification.

Calculate a public price from cost

If needed, expand Adjust price for collection costs and enable Add Stripe cost to price. Enter the Cost price (€), a private reference for the manager, then check the calculated Public price before saving. Collapsing the assistant does not disable it: the Active indicator shows that it is still applied. The assistant directly adds 1.5% of the cost plus €0.25 per unit, rounded to the nearest cent; half a cent rounds up. For example, a cost of €100.00 suggests €101.75, and a cost of €25.00 suggests €25.63.

These amounts are final if Price includes tax remains checked. If you uncheck it, the assistant preview shows Price before tax, and Final price for tutor shows the result including tax. The same applies to variant previews.

This is a fixed increase to help you prepare the price, not a universal Stripe fee or a guarantee that you will recover the exact cost. The fixed component is applied per unit, not once per order. The public price is the same for cash and card; no extra fee is added at checkout. This calculation does not require Stripe to be connected; card payments are enabled in the shop’s Settings.

With a cost of €0.00, the assistant suggests €0.25. If you want the product to be free, do not enable this option and keep the public price at €0.00.

2. Select images

Under Images—inside Product on a phone—select Upload image and choose one or more images. You can add up to five per product, in PNG, JPG or WebP format and up to 5 MB each; the counter shows how many you selected. Check the thumbnails and use each one’s X (Delete image) to remove it before saving. The first image is marked Cover; it appears in the dashboard list and catalogue. Images are uploaded when you save the product, not when you select them. Do not publish images of identifiable people without the appropriate authorisation.

3. Configure stock and variants

Under Stock, choose between Track stock and Unlimited stock. Stock is tracked by default. If the product has no size or colour options, enter its Initial stock in the field next to Track stock.

If you do not need to track quantities, select Unlimited stock. Quantity fields disappear and the product is shown as Unlimited in its details and the list. When stock is tracked, the list shows Out of stock when none remain. Do not enter a high number to simulate availability: this mode does not track the product’s or its variants’ stock.

If the product has options, enable This product has sizes or colours. Complete one row per combination with Size or Colour and, if it differs from the base price, a specific price; an empty Price shows “Base price” and inherits that amount. On desktop, rows share column headings; on a phone, each variant appears as a card with its fields. Sizes, colours and prices are also available with unlimited stock. If stock is limited, enter each variant’s Initial stock too. Use Add variant to add rows and the delete button to remove any you do not need. Leave the price blank to use the base price. Stock quantities must be non-negative whole numbers, and the same size-and-colour combination cannot be repeated. Variants are saved in row order, which is the order shown in the product details and to families in the shop’s options selector (for example, from the smallest to the largest size). To change the order, drag the handle (⋮⋮) at the left of each row—or, on a phone, in each variant’s header—to its new position. With a keyboard, tab to the handle and press ↑ or ↓ to move it one place.

If Add Stripe cost to price is enabled, it applies to the whole product: enter each variant’s own price as Variant cost (€). The same increase is applied to its cost; you can check the resulting public price on a separate line below that variant’s fields. If you do not enter a separate cost, the variant inherits the base public price.

4. Save the product

Select Create product. The product and its variants are saved together as a draft; the selected images are uploaded afterwards.

If an image cannot be uploaded, the form tells you that the product has already been saved. Select Retry images to retry pending uploads without creating another product. You can also choose Finish later; the product, variants and images already saved are retained. Select the pending images again under Edit when you are ready.

If a connection problem means the creation cannot be confirmed, retry from the same form. If the product was already created, it is recovered without creating a duplicate.

5. Review and update the product details

Select a product in the list to open its details, shown on the right on desktop and full-screen on a phone. They show its status, main image—select a thumbnail to view another—category, base price and description. At the top, you can select Edit, Publish or Unpublish, depending on its status; Archive and Delete product are at the bottom. Close the details with X or Esc. You cannot change images, variants or stock directly from this view. If the product has no options, you will see only its Stock or Unlimited status, with no variants section. If it has variants, each combination appears with Size and Colour labels, price and stock, without SKU or internal references.

Edit the product and its variants together

Select Edit to open the same form as for creating a product, with its details, images and stock filled in. A simple product keeps This product has sizes or colours unchecked and shows a single Stock field if stock is limited. A product with variants shows the box checked and its existing rows. You can change sizes, colours, prices and stock or select Add variant; new variants are placed after existing ones, and you can reorder any of them by dragging its handle. The new order takes effect when you select Save changes. If someone added or removed a variant while you were editing, saving is blocked to prevent losing it: reopen the product and reorder it again. Changes are not saved when leaving a field or switching tabs; select Save changes to confirm them together with the product. Selecting Cancel before saving discards changes, including images selected or removed.

Enabling the size or colour option for a simple product lets you complete its options. Disabling it for a product with variants prepares it to become a simple product: check the new stock quantity, as existing quantities are not added together automatically. This conversion is blocked if a variant has orders or reservations. Removing a row prepares it for deletion only when you save.

Each existing variant keeps its identity and automatically assigned reference. You cannot delete variants with reservations or associated orders. If stock, reservations or variants change while you are editing, saving is blocked: reopen the product and check its current details before applying changes.

Without the assistant, each row edits its public price, with or without tax according to the Price includes tax checkbox. With the assistant enabled, all rows—including existing ones—show and edit their cost, with the resulting public price below. Leave the amount blank for the variant to inherit the product’s base price. If a variant had a fixed price but no known cost, you will see Fixed price of…; it keeps that price until you enter its cost.

Under Edit product → Stock, you can select Unlimited stock or Track stock. Changing the mode does not delete previously recorded quantities or change historical orders. If you switch back to Track stock, review and adjust the actual quantities in this form before publishing again. You cannot change modes while reservations, pending orders or unresolved return or refund operations exist.

You can also use Add Stripe cost to price under Edit product; it applies to the product and all its variants. When enabled, the current product price and each variant’s own price become their costs; review the suggested public prices before saving. When disabled, the saved public prices of the product and its variants are retained—they are not reduced to cost—and the calculation stops applying to all of them. Enabling and disabling it while completing the form does not add the increase multiple times. Changing the cost or base price does not recalculate variants with their own cost; review those separately. Price changes do not affect previous orders.

If a notice says the save could not be confirmed, select Close and check, then reopen the product to review the result. Do not repeat the edit without checking: a connection interruption does not mean the changes were not saved.

Under Edit → Images, you can add images with Upload image or remove existing ones. The limit of five includes both existing and new images. When you save, the product and variants are confirmed first, then the image changes. If this second stage fails, Retry images continues without repeating product or stock changes. Finish later keeps what was completed; return to Edit to review and finish anything pending.

6. Publish and check the details in the dashboard

When the details are complete and a valid tax is selected, choose Publish and check the name, price, images and variants in the dashboard details. Publishing makes the product visible to families when the shop is open. If you need to remove it temporarily, unpublish it; archive it when it should no longer return to the usual catalogue.

Tutors see published physical items under Shop → Catalogue, with images and prices in two columns on a phone. They can search by name or description and filter by Kit or Other, according to the saved category. Selecting a product opens a separate details page with a gallery, description, options and stock; the catalogue cards do not contain selectors. The first product image is used as its cover. Your images are not replaced with demonstration photos. Selecting an option and quantity on the details page does not reserve stock; stock is reserved when an order is confirmed.

Orders are collected in person. Card is offered only if the club has integrated Stripe, its account is enabled to take payments and the method is enabled in the shop. Card cannot be selected without Stripe.

7. Restore an archived product

Under Shop, select the Archived filter and open the product. Select Unarchive: it returns to Draft, keeping its images, variants, prices, stock and previous orders. If you keep the Archived filter, it disappears from that list; select Drafts or All to find it.

Unarchiving does not publish the product. You can edit it again and select Publish after checking the details. This also lets you restore products with historical orders; it does not change those orders or their reservations.

8. Delete a product you no longer need

Under Shop, open the details and select Delete product at the bottom, next to Archive. Check the name in the confirmation and accept only if you want to delete it permanently. Cancelling the confirmation changes nothing.

You can delete a draft, published or archived product if it has no associated orders or reservations. Its variants, private price data and association with discount codes are also removed; the codes are not deleted or applied to other products. The details close and the list and counters update. You cannot undo this in the app.

If a product has orders, including historical or cancelled ones, or reservations, the system blocks deletion. Use Archive to remove it without losing order, delivery or return information. Staff permission to manage orders does not allow them to delete products.

If a connection error prevents confirmation, close the details and refresh the list before trying again: the product may have been deleted even if you did not receive the response.

If something does not work

• The public link shows page not found: this is expected; that access has been retired.
• Shop does not appear in the menu: check that you are in the correct club dashboard and have manager access. Staff permission to manage orders does not by itself grant catalogue management.
• The form will not save variants: enter a size or colour for every row, check stock and prices, and remove duplicate combinations.
• I cannot publish or save because of the tax: select a valid option under Edit → Tax. The message explains the rejection and lets you correct the form; it is not confirmation that anything was saved, and no tax type is assigned automatically.
• Quantity fields are missing: the product has Unlimited stock. You can still configure sizes, colours and prices; select Track stock if you need to manage quantities.
• I cannot change the stock type: first resolve reservations, orders or pending product operations. If you intend to track stock for a published product, make sure it has at least one variant.
• A variant is missing from the dashboard: check that it was saved and belongs to the right product.
• An image will not finish uploading: check the format, size and connection before selecting Retry images. If the product is already saved, do not create another one to retry the upload.
• Creation cannot be confirmed: keep the form and retry from it to recover the same product without a duplicate.
• An edit save cannot be confirmed: select Close and check, then reopen the product before making more changes. The uncertain form does not offer an edit retry.
• Stock or variants have changed in the meantime: reopen the product to check current stock, reservations and variants; do not overwrite older quantities.
• I cannot delete a variant: check whether it has reservations or associated orders. Removing it from the form does not bypass this protection.
• I cannot delete a product: products with orders or reservations must be archived, not deleted. If the notice is about a connection error, refresh the list to check the result.
• The price or description changed: refresh the details and check them again in the dashboard.
• A zero cost suggests a price of €0.25: this is the assistant’s fixed per-unit component. Disable the option if you need a free product.
• A variant keeps its old price after I change the product: variants with their own price or cost are not recalculated when the cost or base price changes. If you see Fixed price of…, enter its cost to calculate its price using the assistant.

Next step

To prepare the basket from a product’s details, find the tutor’s order history, access the staff view and use the manager’s Orders tab, see Find the shop and view its orders. The basket checks current prices and stock; stock is reserved when an order is confirmed. Publishing a product does not record deliveries. Manual confirmation of income for existing orders is available under the conditions described in that guide.

Also see Create and publish your first form for other public club processes. If the product requires a separate administrative charge, see Manage payments and payment issues.