Retail product sales can represent 15-30% of a spa's total revenue, but only if you know what you have in stock and can get it in front of your clients. The Inventory page in SpaSphere gives you a complete view of every product your business carries -- from retail skincare and take-home products your clients purchase, to backbar supplies your providers use during treatments, to affiliated products you earn commission on. You can add products one at a time, import them in bulk from a CSV file, or browse pre-built brand catalogs to stock your shelves in minutes.

Why This Matters for Your Spa

Inventory shrinkage -- the gap between what you think you have and what you actually have -- costs the average retail operation 1.4% of total sales. For a spa doing $500,000 in annual revenue with a 20% retail mix, that is $1,400 per year walking out the door untracked. Beyond shrinkage, spas that do not track product margins often discover they are selling popular items at break-even or a loss once supplier costs are factored in. SpaSphere calculates margin percentage and dollar amount automatically for every product, giving you instant visibility into which items are worth promoting and which need a price adjustment. Maintaining accurate inventory also means you never have to tell a client "we are out of that" after a treatment -- the low stock alerts keep you ahead of reorders so best-sellers stay on the shelf.

Key Capabilities

Three product types -- Retail products for client purchase, backbar supplies for treatment use, and affiliated products for commission-based sales
Automatic margin calculation showing dollar and percentage margin on every product
Shop visibility control to show or hide retail products on your public website
Product images with 4:3 crop for consistent display across your dashboard and booking page
SKU and barcode fields for scanning and inventory management
Bulk CSV import for migrating products from another system
Brand catalog browser to import pre-loaded products from professional beauty brands

Viewing Your Inventory

Navigate to Inventory from the sidebar. The main table displays every product in your account with columns for image, name, type, shop visibility, brand, quantity, price, margin percentage, and status.

The Inventory table gives you an at-a-glance view of every product, its stock level, pricing, and margin.

Use the filter bar to narrow the list:

Search by product name, SKU, or brand
Category filter to show only products in a specific category
Brand filter to show products from a single brand
Stock Status filter to show All Stock, In Stock, Low Stock, or Out of Stock items

The item count badge at the top updates to reflect the number of products matching your current filters.

Adding a Product

Open the Add Product form

Click the Add Product button in the top-right corner of the Inventory page. A modal opens with two tabs: Product Details and Inventory.

Choose the product type

Select the product type from the Type dropdown:

Product -- A retail item available for direct sale to clients. Can be shown on your public website.
Affiliated -- A product sold through an affiliate link. You earn a commission when clients purchase through your unique URL. Affiliated products do not track inventory quantities.
Backbar -- Supplies used by your providers during treatments (gloves, cotton pads, treatment serums). Backbar items track cost and inventory but do not have a retail price.

The product type you select determines which fields are available and whether the item can appear on your website.

Fill in product details

Enter the required fields:

Name -- The product display name
Brand -- The manufacturer or brand name
Category -- A category label (e.g., "Skincare", "Hair Care", "Tools")

For Product type, also enter:

Price -- The retail price clients will pay
Cost -- Your wholesale or acquisition cost (SpaSphere calculates margin automatically)
SKU -- Stock keeping unit for internal tracking
Barcode -- Optional barcode number for scanning

For Affiliated type, enter the Product Affiliate URL instead of price, cost, and SKU.

For Backbar type, enter Cost and SKU (no retail price since these are not sold to clients).

Add a description and image

Write an optional Description for the product. This description appears in the product detail view.

Upload a Product Image -- SpaSphere provides a built-in crop tool with a 4:3 aspect ratio (recommended 800x600 pixels) for consistent display.

Configure visibility settings

Toggle Active Product on or off to control whether the product appears in your inventory at all. For products with the "Product" type, an additional Shop Visibility toggle controls whether the item is visible on your public website for clients to purchase.

Active Product and Shop Visibility toggle switches on the product form — Active status controls dashboard visibility, while Shop Visibility determines whether clients can see and buy the product on your website.

Set inventory quantities

Switch to the Inventory tab (disabled for affiliated products) and enter:

Quantity -- The number of units currently in stock
Reorder Point -- The stock level at which SpaSphere flags the product as "Low Stock" in the inventory table. Set this to your minimum comfortable stock level.

Save the product

Click Save Product. SpaSphere creates the product record, associates the inventory data with your location, uploads the image if one was provided, and calculates the margin automatically. The product immediately appears in your inventory table.

Set reorder points to prevent stockouts

A reorder point is the quantity threshold at which you should order more of a product. Set it based on how long your supplier takes to deliver and how quickly you sell through the item. For a product you sell five units of per week with a two-week supplier lead time, a reorder point of 10-12 units gives you a safety buffer. SpaSphere flags products at or below their reorder point with a "Low" badge in the inventory table, so you can catch stockout risks at a glance instead of discovering them when a client asks for a product you no longer have.

Editing and Deleting Products

Click any row in the inventory table to open a product detail drawer on the right side of the screen. The drawer shows inventory details, product details, and price details in organized cards.

From the drawer, you can:

Click Edit to reopen the product form with all fields pre-filled
Click Edit Quantity to quickly adjust stock levels without opening the full form
Click Delete to permanently remove the product

The product detail drawer gives you a quick summary with one-click access to edit, adjust quantity, or delete.

Product deletion is permanent

Deleting a product removes it and its inventory record from your system entirely. This action cannot be undone. If you want to temporarily stop selling a product without losing its data, toggle the Active Product switch off instead. This hides the product from your inventory display and website while preserving the record, pricing, and stock data for when you want to bring it back.

Understanding Product Types

Type	Retail Price	Cost Tracking	Inventory Quantity	Shop Visibility	Use Case
Product	Yes	Yes	Yes	Yes	Skincare, take-home items, tools clients buy
Affiliated	Via affiliate link	No	No	N/A	Commission-based partner products
Backbar	No	Yes	Yes	No	Treatment supplies used by providers

How to Add and Manage Product Inventory in SpaSphere