Adding & Managing Products

Your product catalog is the foundation of the POS system. Every item you sell — from protein bars to guest passes — needs to be set up as a product in GymPoint. This guide covers creating, editing, and organizing your products.

Creating a Product

1. Navigate to Products.
2. Click + New Product in the top-right corner.
3. Fill in the product details:

Name and Description

• Product Name — Enter a clear, recognizable name (e.g., "Protein Shake - Chocolate," "GymPoint T-Shirt - Large," "Day Pass").
• Description (optional) — A brief description for internal reference. This does not appear on receipts unless you enable it in receipt settings.

Pricing

• Price — Enter the retail price (e.g., 5.00 for a $5 item). Use the standard dollar format.
• Cost (optional) — Enter your wholesale or cost price. This is used for profit margin calculations in reports but is never shown to customers.

Category

• Select a category from the dropdown (e.g., Beverages, Supplements, Apparel). Categories determine how products are grouped on the register screen.
• If you need a new category, you can create one under Settings > Sales (see the POS Setup article).

SKU and Barcode

• SKU (optional) — Enter a stock keeping unit code for internal tracking.
• Barcode (optional) — Enter or scan a barcode. If your register setup includes a barcode scanner, scanning the barcode during checkout will add the product to the cart automatically.

4. Click Save to create the product.

Product Images

Adding images makes the register screen easier for staff to navigate, especially during busy periods.

1. Open the product in Products.
2. Click the Image area (or the camera icon).
3. Upload an image from your computer. Recommended size is 300x300 pixels or larger. Square images work best.
4. Click Save.

Product images appear as thumbnails on the register screen and in the product catalog.

Tax Settings Per Product

GymPoint supports flexible tax configuration at the product level:

1. Open the product and scroll to the Tax section.
2. Choose one of the following:
   • Use default tax rate — Applies the tax rate configured under Settings > Billing > Tax to this product. This is the most common setting.
   • Custom tax rate — Enter a specific tax rate for this product (e.g., 0% for non-taxable items like services, or a different rate for food items).
   • Tax exempt — No tax is applied to this product.
3. Click Save.

Setting Up Default Tax Rates

If you have not configured your default tax rate yet:

1. Go to Settings > Billing > Tax.
2. Enter your tax rate as a percentage (e.g., 8.25).
3. Enter a tax label (e.g., "Sales Tax" or "State Tax").
4. Click Save. This rate is applied to all products set to "Use default tax rate."

If your location has multiple tax rates (e.g., state + local), you can add multiple tax entries that will be combined.

Inventory Quantity Tracking

Track how much stock you have on hand for physical products:

1. Open the product and scroll to the Inventory section.
2. Toggle Track Inventory to on.
3. Enter the current stock quantity (e.g., 50 units).
4. Optionally, set a low-stock threshold (e.g., 10). GymPoint will alert you when stock drops below this number.
5. Click Save.

When inventory tracking is enabled:

• Each sale automatically decreases the stock count.
• The product shows a stock indicator on the register screen.
• If stock reaches zero, the product can optionally be hidden from the register or marked as "Out of Stock" (configurable under Settings > Sales).

For items that are not physical products (e.g., day passes, services), leave inventory tracking off.

Editing and Archiving Products

Editing

1. Go to Products and click on the product.
2. Update any fields and click Save. Changes take effect immediately on the register.

Price changes apply to future transactions only. Past receipts and reports retain the original price.

Archiving

To remove a product from the register without deleting its history:

1. Open the product and click the three-dot menu.
2. Select Archive. The product will no longer appear on the register screen.
3. Historical sales data for this product is preserved in reports.
4. To restore an archived product, go to Products, toggle the Show Archived filter, find the product, and click Restore.

Bulk Product Import

If you have a large catalog to set up, use the bulk import feature:

1. Go to Products.
2. Download the CSV template.
3. Fill in your product data (name, price, category, SKU, tax setting, stock quantity).
4. Upload the completed CSV file.
5. Review the preview and click Import.

This is especially useful when migrating from another POS system.