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Add Product Page Documentation

Menu Location: Products > Add Product

Access Level: Manager and above

Last Updated: 2026-03-01

Overview

The Add Product page is the interface for creating new products in your catalog. This page allows you to configure all product details including pricing, inventory, categorization, images, and availability settings.

Primary Functions:

  • Create new products for online store and subscriptions
  • Configure product pricing and inventory
  • Upload product images and descriptions
  • Set category and tag assignments
  • Configure availability and visibility settings
  • Set up product variants and options
  • Define shipping requirements

Page Layout

Header Section

  • Page Title: "Add New Product"
  • Save Buttons: Save as Draft or Publish Product
  • Preview Button: Preview how product appears to customers

Product Information Section

  • Basic product details (name, SKU, description)
  • Pricing fields
  • Inventory tracking
  • Product categorization

Media Section

  • Product image upload
  • Image gallery management
  • Video embed options

Availability & Settings Section

  • Publication status
  • Availability dates
  • Customer visibility settings
  • Subscription eligibility

Shipping & Physical Properties

  • Weight and dimensions
  • Shipping requirements
  • Temperature sensitivity

Basic Product Information

Product Name

Field: Product Name (required)

Guidelines:

  • Use clear, descriptive names
  • Include key attributes (size, variety, organic status)
  • Avoid ALL CAPS unless brand name
  • Keep under 100 characters for best display

Examples:

  • "Organic Fuji Apples - 2 lb bag"
  • "Free Range Chicken Breast - 1 lb"
  • "Artisan Sourdough Bread - Whole Loaf"

Product SKU

Field: SKU/Product Code

Purpose:

  • Unique identifier for inventory tracking
  • Used in reports and integrations
  • Helpful for warehouse management

Best Practices:

  • Use consistent SKU format across products
  • Include category code if applicable
  • Keep SKUs simple but meaningful
  • Cannot duplicate existing SKU

Example SKU Formats:

  • PROD-001, PROD-002 (simple sequential)
  • VEG-APPL-FJ-2LB (category-product-variant-size)
  • 12345 (numeric only)

Product Description

Short Description:

  • Displays in product listings
  • 1-2 sentences maximum
  • Highlight key selling points
  • Enticing but accurate

Long Description:

  • Full product details
  • Benefits and features
  • Usage suggestions
  • Storage instructions
  • Origin/sourcing information
  • Nutritional highlights (not claims)

Formatting Tips:

  • Use bullet points for readability
  • Include preparation suggestions
  • Mention certifications (organic, non-GMO)
  • Add storage/handling instructions

Pricing

Base Price

Field: Price (required)

What to Enter:

  • Regular selling price
  • Do not include $ symbol (enter numbers only)
  • Use two decimal places (e.g., 12.99)

Pricing Considerations:

  • Compare to market rates
  • Factor in sourcing costs
  • Account for shrinkage/waste
  • Consider wholesale vs. retail pricing

Sale Price

Field: Sale Price (optional)

How It Works:

  • Shows strikethrough on regular price
  • Displays sale price prominently
  • Can set start and end dates
  • Automatically reverts to regular price when sale ends

When to Use:

  • Seasonal promotions
  • Clearance of expiring inventory
  • Special events or holidays
  • Customer acquisition campaigns

Cost Price

Field: Cost/Wholesale Price (optional)

Purpose:

  • Track profit margins
  • Used in profit reports
  • Helps with pricing decisions
  • Not visible to customers

Wholesale Price Multiplier

Field: Wholesale Multiplier

How It Works:

  • Percentage discount for wholesale customers
  • Applied automatically to wholesale accounts
  • Example: 0.80 = 20% off retail price

Inventory Management

Stock Tracking

Enable Stock Tracking:

  • Check box to track inventory levels
  • Uncheck for unlimited/non-tracked items

When to Track:

  • Physical products with limited quantity
  • Seasonal items
  • Pre-portioned items

When NOT to Track:

  • Made-to-order items
  • Services
  • Digital products
  • Unlimited availability items

Stock Quantity

Field: Current Stock Level

Managing Stock:

  • Set initial inventory when creating product
  • Updates automatically when orders placed
  • Manual adjustments available
  • Low stock alerts can be configured

Stock Status

Options:

  • In Stock - Available for purchase
  • Out of Stock - Not available, hide from store
  • Available on Backorder - Accept orders even when out of stock

Low Stock Threshold

Field: Low Stock Alert Level

Purpose:

  • Receive notification when inventory runs low
  • Helps prevent stockouts
  • Time to reorder from vendors

Recommended Settings:

  • Fast-moving items: Higher threshold
  • Slow-moving items: Lower threshold
  • Consider lead time from supplier

Product Categories

Primary Category

Field: Category (required)

Available Categories:

  • Fruits
  • Vegetables
  • Meat & Poultry
  • Dairy & Eggs
  • Pantry Items
  • Prepared Foods
  • Beverages
  • Add-ons & Extras
  • (Custom categories per your system)

Selection:

  1. Choose primary category from dropdown
  2. Product appears in this section of store
  3. Category used for filtering and navigation

Additional Categories

Multiple Categories:

  • Product can belong to multiple categories
  • Check all applicable categories
  • Helps customers find products multiple ways

Example:

  • "Organic Apple Juice" could be in:
  • Beverages (primary)
  • Fruit Products
  • Organic Items

Tags

Product Tags:

  • Add descriptive tags for better searchability
  • Used in search filters
  • Helps with promotions and reporting

Common Tags:

  • Organic
  • Local
  • Gluten-Free
  • Vegan
  • Seasonal
  • Featured
  • New Arrival
  • Best Seller

Product Images

Main Product Image

Requirements:

  • JPG, PNG, or WebP format
  • Minimum 800x800 pixels recommended
  • Square aspect ratio preferred
  • Maximum file size: 5MB

Image Guidelines:

  • Well-lit, clear photos
  • White or neutral background
  • Show product accurately
  • No watermarks or text overlay
  • Professional quality

Additional Images

Gallery Images:

  • Upload up to 10 additional images
  • Show different angles
  • Display packaging
  • Show product in use
  • Include sizing reference

Drag to Reorder:

  • First image is primary
  • Arrange gallery order by dragging
  • Customers see images in this order

Image Optimization Tips

  1. Use high-quality source images
  2. Crop to remove excess background
  3. Ensure accurate color representation
  4. Compress images before upload
  5. Use descriptive file names

Availability Settings

Publication Status

Options:

  • Published - Live and visible to customers
  • Draft - Saved but not visible to customers
  • Scheduled - Automatically publish on future date

When to Use Draft:

  • Product not ready to sell
  • Waiting for images/details
  • Seasonal items (prepare in advance)
  • Testing and review

Availability Dates

Available From:

  • Date product becomes available for purchase
  • Useful for seasonal items
  • Pre-order products

Available Until:

  • Date product stops being available
  • Automatic removal from store
  • Good for limited-time offerings

Example Uses:

  • Strawberries: Available May 1 - August 31
  • Holiday Ham: Available November 15 - December 24
  • Summer CSA Box: Available June 1 - September 30

Visibility Options

Show in Store:

  • Check to display in online store
  • Uncheck to hide from browse/search
  • Product still accessible via direct link

Featured Product:

  • Displays prominently on homepage
  • Included in featured product carousel
  • Limited number of featured slots

New Arrival:

  • Displays "New" badge
  • Shows in "New Products" section
  • Automatically expires after set period (typically 30 days)

Subscription Settings

Available for Subscription

Field: Allow in Subscription Boxes

Options:

  • Check box to make available for recurring orders
  • Uncheck for one-time purchase only

Subscription Frequency:

  • Weekly
  • Bi-weekly
  • Monthly
  • Custom schedule

Box Eligibility

Included in Box Types:

  • Check which subscription box types can include this product
  • Example: Available in "Large Box" but not "Small Box"
  • Helps manage box contents and pricing

Auto-Swap Eligibility

Allow Substitutions:

  • Can this product be swapped for similar items?
  • Used when product unavailable
  • Maintains box value

Shipping & Physical Properties

Weight

Field: Product Weight

Units: Pounds and ounces or just pounds (decimal)

Why It Matters:

  • Calculates shipping costs
  • Determines box size needed
  • Affects carrier selection
  • Required for label generation

Be Accurate:

  • Include packaging weight
  • Weigh actual finished product
  • Update if packaging changes

Dimensions

Fields: Length x Width x Height

Units: Inches

Purpose:

  • Box size calculation
  • Shipping cost accuracy
  • Pallet planning for warehouse

Temperature Requirements

Options:

  • Ambient (no temperature control)
  • Refrigerated (32-40°F)
  • Frozen (0°F or below)

Shipping Impact:

  • Determines packaging needs
  • Affects shipping method options
  • Influences delivery scheduling
  • Adds dry ice or gel packs if needed

Fragile/Special Handling

Checkboxes:

  • Fragile - Handle with care
  • Perishable - Short shelf life
  • Requires separate packaging
  • Hazardous materials (rare)

Vendor Information

Primary Vendor

Field: Supplier/Vendor

Select From:

  • Dropdown of existing vendors
  • Link to vendor detail page
  • Used for reordering

Information Tracked:

  • Where product is sourced
  • Vendor contact for reorders
  • Helps with inventory planning

Vendor SKU

Field: Vendor's Product Code

Purpose:

  • How vendor identifies this product
  • Useful when placing orders
  • Reconciling invoices

Lead Time

Field: Days to Receive from Vendor

Use:

  • Inventory planning
  • Reorder timing
  • Customer availability promises

Common Use Cases

Use Case 1: Add Simple Product

Goal: Create basic product for online store

Steps:

  1. Navigate to Products > Add Product
  2. Enter product name: "Organic Carrots - 1 lb"
  3. Enter SKU: "VEG-CAR-1LB"
  4. Set price: $3.99
  5. Select category: Vegetables
  6. Add tags: Organic, Local, Root Vegetables
  7. Upload product image
  8. Enter description with key details
  9. Set weight: 1.0 lb
  10. Enable stock tracking, set quantity: 50
  11. Click "Publish Product"

Result: Product appears in store immediately

Use Case 2: Add Seasonal Product with Availability Dates

Goal: Create product only available during specific months

Steps:

  1. Create new product
  2. Enter product details
  3. Under Availability Settings:
    • Available From: May 1, 2026
    • Available Until: August 31, 2026
  4. Set status to Published
  5. Save product

Result: Product automatically appears/disappears based on dates

Use Case 3: Add Product with Sale Price

Goal: Create product with promotional pricing

Steps:

  1. Create new product
  2. Enter regular price: $12.99
  3. Enter sale price: $9.99
  4. Set sale start date: Today
  5. Set sale end date: 7 days from now
  6. Check "Show sale badge"
  7. Publish product

Result: Product shows $12.99 crossed out, $9.99 sale price, automatically reverts after sale ends

Use Case 4: Add Subscription-Only Product

Goal: Product only available to subscription customers

Steps:

  1. Create new product
  2. Enter product details and pricing
  3. Under Visibility:
    • Uncheck "Show in Store"
    • Check "Available for Subscription"
  4. Select eligible box types
  5. Publish product

Result: Product doesn't appear in store but available in subscription boxes

Use Case 5: Add Product with Multiple Variants

Goal: Same product, different sizes/prices

Steps:

  1. Create base product
  2. Enter shared information (description, category, images)
  3. Add variants:
    • Small (1 lb) - $5.99
    • Medium (2 lb) - $10.99
    • Large (3 lb) - $14.99
  4. Set SKUs for each variant
  5. Track inventory separately for each
  6. Publish product

Result: Customers see dropdown to select size

Troubleshooting

Product Won't Save

Symptoms:

  • Error message appears
  • Page reloads without saving
  • Changes don't persist

Check:

  1. Verify all required fields are filled (name, price, category)
  2. Ensure SKU is unique (not already used)
  3. Check price format (numbers only, two decimals)
  4. Verify image file size under 5MB
  5. Check for special characters in fields

Common Causes:

  • Missing required field
  • Duplicate SKU
  • Invalid price format
  • Image too large

Product Not Appearing in Store

Symptoms:

  • Product saved but not visible to customers
  • Can't find in search

Check:

  1. Verify status is "Published" not "Draft"
  2. Check "Show in Store" is checked
  3. Verify availability dates include today
  4. Ensure product has inventory if stock tracking enabled
  5. Check category is active and visible

Images Not Uploading

Symptoms:

  • Upload fails
  • Error message
  • Image doesn't appear

Solutions:

  1. Verify file is JPG, PNG, or WebP
  2. Check file size under 5MB
  3. Try compressing image
  4. Ensure image isn't corrupted
  5. Try different browser if issue persists

Inventory Not Tracking

Symptoms:

  • Stock level doesn't decrease with orders
  • Always shows "In Stock"

Check:

  1. Verify "Enable Stock Tracking" is checked
  2. Confirm initial stock quantity is set
  3. Check product variation settings
  4. Ensure orders are being marked as complete
  • Products List - View and manage all products
  • Product Categories - Organize product categories
  • Vendors/Farms - Manage product suppliers
  • Store Settings - Configure store-wide product settings
  • Inventory Report - Track stock levels across all products

Typical Workflow:

  1. Products > Add Product
  2. Fill in all product details
  3. Upload images
  4. Save as Draft to review
  5. Preview how it appears to customers
  6. Publish when ready
  7. Monitor on Products List page

Permissions & Access

Required Access Level: Manager or higher

Access Level Capabilities:

  • Manager: Create and edit all products, set pricing, manage inventory
  • Administrator: All Manager capabilities + delete products, bulk operations
  • Kiva Admin: All features + technical settings, integration testing

Restricted Features:

  • Delete Product: Administrator only
  • Bulk Import: Administrator only
  • Advanced Settings: Kiva Admin only

Best Practices

Product Setup

  1. Use consistent naming conventions across similar products
  2. Always upload high-quality images
  3. Write detailed, accurate descriptions
  4. Set appropriate categories and tags
  5. Configure inventory tracking for physical goods
  6. Include vendor information for easy reordering

Pricing Strategy

  1. Research competitor pricing before setting prices
  2. Factor all costs (product, shipping, handling)
  3. Use sale pricing strategically for promotions
  4. Set cost price to track profit margins
  5. Review and adjust pricing quarterly

Inventory Management

  1. Set realistic low stock thresholds
  2. Enable tracking for all physical products
  3. Update stock levels when receiving shipments
  4. Review stock reports weekly
  5. Plan seasonal inventory in advance

Product Descriptions

  1. Lead with benefits, not just features
  2. Include preparation/usage suggestions
  3. Mention certifications and sourcing
  4. Keep descriptions accurate and honest
  5. Update descriptions seasonally as needed

Image Quality

  1. Use professional photography when possible
  2. Consistent background across product line
  3. Show product from multiple angles
  4. Include scale reference for size clarity
  5. Update images if packaging changes

Things to Avoid

  • Publishing incomplete products
  • Using low-quality or stock photos
  • Creating duplicate products with same SKU
  • Setting unrealistic availability dates
  • Over-promising on product descriptions
  • Forgetting to enable stock tracking

Quick Reference Card

Task Action/Location
Create new product Products > Add Product
Set product name Product Information > Name field
Add product SKU Product Information > SKU field
Set price Pricing > Price field
Upload image Media > Upload Image button
Assign category Categories > Select from dropdown
Add tags Tags > Enter tag names
Enable inventory Inventory > Check "Enable Stock Tracking"
Set stock level Inventory > Stock Quantity field
Save as draft Click "Save as Draft" button
Publish product Click "Publish Product" button
Set availability dates Availability > Date range fields
Make subscription eligible Settings > Check "Allow in Subscriptions"
Preview product Click "Preview" button

FAQs

Can I edit a product after publishing it?

Yes, you can edit any product at any time. Changes appear immediately unless you save as draft.

What happens if I delete a product that's in customer orders?

Don't delete products in active orders. Instead, mark as "Out of Stock" and hide from store. Historical orders will still show the product.

How do I create product variations (like different sizes)?

Use the Variants section to add size, color, or other options. Each variant can have its own SKU, price, and inventory.

Can I bulk upload products instead of one at a time?

Yes, use the Products > Import tool to upload CSV file with multiple products. Template available for download.

What's the difference between Draft and Unpublished?

Draft means you're still working on it. Unpublished means it's ready but you've chosen not to show it yet. Both are hidden from customers.

Check the "Featured Product" box in Availability Settings. Featured products rotate in homepage carousel.

Can I limit quantity per customer?

Yes, under Advanced Settings set "Maximum quantity per order" field.

What image size works best?

Minimum 800x800 pixels, ideally 1200x1200. Square aspect ratio. Under 5MB file size.

How do I handle products sold by weight with variable pricing?

Set base price per pound, enable "Price by weight" option, and set average weight. Final price calculates at fulfillment.

Can customers see the cost/wholesale price?

No, cost price is internal only. Customers only see the regular price and sale price if applicable.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.