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The Merch Catalog is where you manage every product you sell — t-shirts, hoodies, vinyl, posters, accessories, and anything else. Each item in the catalog is available across your tour’s POS and (optionally) your online Fanpass store.

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Adding merch items

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From the dashboard sidebar, click Merch Catalog under the Store section.
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Click “Add Item”
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Fill out the product details:
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FieldDescriptionNameProduct name (e.g., “Tour 2026 Tee”)CategoryProduct type — apparel, accessories, music, poster, etc.SizesAvailable sizes (S, M, L, XL, etc.) or “One Size”SKUStock keeping unit identifierUPCUniversal product code (barcode), if applicableCostYour cost per unit (for profit reporting)PriceThe retail price fans pay
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Upload photos
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Add one or more product photos. The first photo becomes the primary image shown on the POS and online store.
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Set availability
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Configure where this item can be sold:
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  • Live — Available for sale on the POS
  • Hidden — Not visible to staff on the POS (useful for pre-launch items)
  • Available Online — Appears in the Fanpass online store
  • Preorder — Accept orders before items are in stock
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    Save
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    Save the item and it’s immediately part of your catalog.

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    Managing your catalog

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    Editing items

    Click any item in the catalog to update its details, pricing, photos, or availability settings. Changes take effect immediately across POS and online.

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    Categories

    Organize your merch into categories for easier navigation:
    • Apparel — T-shirts, hoodies, jackets, hats
    • Accessories — Pins, patches, bags, jewelry
    • Music — Vinyl, CDs, cassettes
    • Posters & Prints — Posters, art prints, lithographs
    • Other — Custom categories for unique items
    Well-organized categories help your POS staff find items quickly during busy shows. They also make the online store easier to browse.

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    Pricing

    Each merch item has a base price, but you can also set size-specific pricing if certain sizes cost more (e.g., 2XL and above). The cost field tracks your unit cost, enabling Fanhaven to calculate profit margins in reports.

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    Reorder alerts

    Set a reorder threshold for each item. When inventory drops below this level, Fanhaven will alert you so you can restock before you run out.

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    Online store

    Items marked as Available Online appear in your Fanpass merch store. Fans can:
    • Browse your catalog with photos and descriptions
    • Select sizes and add items to cart
    • Check out with card payment
    • Choose pickup at a show or shipping (if enabled)
    The online store pulls directly from your merch catalog. There’s no separate inventory to manage — it’s all one system.

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    Best practices

    • Use high-quality photos — They’re the first thing fans see, whether on the POS screen or online
    • Keep names clear and consistent — “Black Tour Tee” is better than “BLK-T-001”
    • Set costs accurately — This enables reliable profit reporting
    • Review visibility regularly — Hide items that are sold out or not yet released