Points & Inventory is where your team manages the shop catalog, on-hand stock, and client checkouts that use points (or vouchers). Open it from the main sidebar.

These two terms mean different things. Look for the short info tooltips next to each label in the app:

An inventory item can also carry a photo and extra barcode aliases (beyond its canonical SKU) so staff can recognize and scan it faster at checkout. See Inventory Tracking for how to add these. Renaming an item or changing its price only affects checkouts from that point forward; past claims keep the name and price that applied when the client received the item.

Use Inventory Items and Stock for all catalog and quantity work — shop goods, medical supplies, and other resources your center hands out.

A client’s overall points balance and activity feed live on their Points tab. That balance can include shop activity, BrightCourse points, and classes & benefits. See:

Before staff can award points for classes, material assistance, or other non-shop benefits, an administrator sets up the benefit types those points come from and the point value each one awards. Each benefit type can also be linked to a Program, which decides whether a benefit given from that type records a program on the client or none at all. This is configured in Material Support's admin settings, not on the Points tab of an individual client. Each benefit type has an Active checkbox; turning it off keeps its history and past points but stops that type from being offered on new benefits or classes. Material Support is a separate add-on within Points & Inventory, so if you don't see benefit types at all, ask an administrator to check whether it's turned on for your organization.

Staff can record a client's material aid directly on the Benefits grid under Care, without opening a visit or a class. From there you can add a new benefit for a client, edit an existing one, or inactivate one, picking the client, the benefit type, and how much was given. Every entry counts toward the client's points balance and shows up in their Points activity feed alongside class and shop activity. You can also add a benefit from inside a visit, on its Benefits section; see Visits Overview.

You can add donated stock directly from a donor’s in-kind gift in Giving. Open the in-kind gift, find Linked Boutique Stock from this gift, and select Receive into Boutique. Choose an existing catalog item or create a new one, enter the quantity received, and optionally add a lot number.

You will only see this action when Points & Inventory is enabled for your organization and your account has permission to add boutique stock. Full setup steps: Inventory Tracking.

Some items carry sensitivity that a checkout receipt shouldn’t broadcast — a text receipt can land on a phone screen other people see. On an inventory item’s settings, turn on Private (hide name on receipts) so that item’s name is left off any client-facing receipt while still counting in the item and point totals. New items default to not private.

A center can ship a specific stock lot to another center. The transferred quantity leaves the source center’s on-hand total as soon as it ships, but it does not become available at the destination until someone there physically receives it. In between, it shows only as an in-transit quantity on the transfer, so no center can accidentally promise a client goods that are still on a van.

Receiving supports partial shipments and can record exception quantities (damaged, lost, or missing) with a reason, so a shipment that never fully arrives can still be closed out. A transfer can only be cancelled before it ships. See Stock Transfers: Moving Inventory Between Centers for the full workflow.

The Balance card on the Points & Inventory workspace shows the client’s points wallet. The wallet is global across your organization, not tied to a single center. A client’s available points are the sum of:

The Balance card shows a source breakdown so staff can see where points came from.

When you build a checkout, the quote shows the total points required and the client’s current wallet balance. BrightCourse and Classes & Benefits points count toward what a client can spend in the boutique, the same as shop points.

Some catalog items also carry a redemption limit on top of points, such as one per client per year. A limit like this blocks a checkout on its own terms, regardless of how many points the client has or how much stock is on hand. Only a supervisor’s approval at the counter can create a one-time exception. See Claiming Items With Points for how a limit block and a supervisor override look in the checkout dialog.

If the total points required exceed the client’s available balance, the checkout is not blocked outright. The quote flags the shortfall as a warning, and staff must confirm the overdraw before the checkout can complete. Once confirmed, the checkout completes normally and the client’s wallet balance can go negative. Acknowledging an overdraw only waives a points shortfall; it never waives an item’s redemption limit.

A negative balance stays visible on the Points tab and in the wallet balance until the client earns enough points to cover it. Staff can still give points or process a new checkout for a client who is already over their balance; each new overdraw requires its own confirmation.

Voiding a checkout reverses its points and restores its stock together, as a single all-or-nothing action. If the system cannot restore the stock for any line on the checkout (for example, the stock lot involved was deleted or reassigned), the entire void is cancelled: the checkout stays completed, points are not refunded, and stock is left untouched. You will see an error rather than a success message. This keeps points and stock from drifting out of sync. If a void keeps failing, check that the stock lot on the checkout still exists before contacting support. Voiding a checkout also frees up any redemption limit the checkout had counted against.

Each item’s low-stock threshold is evaluated per center, not across your whole organization. If Center A runs out of diapers while Center B is well stocked, Center A still gets its own low-stock alert. An alert fires only when a center’s on-hand quantity crosses the threshold, so repeated checkouts that stay below the threshold do not create repeat alerts. Receiving stock or voiding a checkout that pushes a center back above the threshold clears it as restocked. A later drop back below the threshold raises the alert again. Stock adjustments and cycle counts tied to a specific lot are attributed to that lot’s own center automatically.

Register is a dedicated checkout screen, separate from the client Points tab dialog, with a searchable and filterable catalog, a cart with SKU quick-add for barcode scanners, and payment in one three-column layout. See Register: Fast Checkout with Catalog Search and SKU Quick-Add.

A center can pair iPads or phones for checkout-only boutique work, without signing those devices into full CoolFocus accounts. An administrator generates a short-lived pairing code from the center’s settings page, and staff scan or enter that code on the device to pair it. Paired devices are limited to catalog browsing, client lookup, and checkout at the one center they paired into. Any device can be renamed or revoked from the same settings page. See Boutique Devices: Pairing Phones for Checkout.

Running a shop counter with volunteers or part-time staff who should not have a full CoolFocus login? Set each of them up as a named Boutique Operator who signs in on the shop device with a short PIN instead. See Boutique Operators: PINs and Supervisor Approval for setup, PIN lockouts, and how supervisor approval works for overdraws and eligibility overrides.

Points & Inventory touches both client-facing views and shop operations. Every action below is gated by a permission on User Groups; a user without the required permission is blocked from that action.

Administrators set these on the group’s Permissions tab under Settings → Security → User Groups.