Overview
Stock Allocation lets Admins control which teams can send specific physical gifts — and how many units each team can use. This helps you prevent misuse, stay within inventory constraints, and keep the gifting experience accurate for both senders and recipients.
Stock Allocation applies to physical gifts only.
Permissions and Controls
Admins and &Open Admins can access and manage Stock Allocation.
Gift senders can only send from inventory that has been allocated to their team.
How Stock Allocation works
Admins can allocate inventory in two ways:
Share stock across teams: Select multiple teams without setting a limit. Those teams draw from the same shared pool of inventory.
Set a limit per team: Assign a specific quantity to one or more teams. This caps how many units each team can use.
As stock is used, available quantities update to reflect allocations and limits.
Note: Stock levels officially deplete upon redemption - meaning the stock levels for gifts decrease only when recipients redeem their gift. If an allocation is exceeded, recipients may see an out-of-stock redemption experience.
How to manage inventory access for teams
Stock allocation and management can be accessed through the Inventory page: Menu -> Inventory.
From Inventory, you can:
Filter inventory by warehouse
Search for a specific item
See an at-a-glance view of what’s available
To allocate inventory to teams:
Go to Inventory.
Find the item you want to allocate.
Click Edit.
Select the team or teams that should have access.
Optional: Set a limit (quantity) for one or more teams.
Save your changes.
Limits are optional. If the check box is selected for multiple teams without a limit being specified, then the total pool of inventory is shared between those teams. By default, inventory is available to all teams until you update allocations.
View allocations in Team Settings
Teams can also view a snapshot of what inventory is available to them in Team Settings.
Only Admins can edit allocations.
What gift senders will see
Once allocations are set:
Gift senders will only see (and be able to send) gifts that are allocated to their team.
If a team doesn’t have access to any gifts in a Campaign, that Campaign won’t appear for that team.
If a team has access to only some gifts in a Campaign, only those eligible gifts will be shown.
Low stock messaging
If inventory for your team is running low in a specific warehouse, you may see low-stock indicators (for example, a low-stock label or the remaining count highlighted).
If an item has variants (like size or color), low stock may appear even if only one variant is low.
Checkout stock level warnings
During sending/checkout, the platform will show warnings to help you avoid sending more invitations than your team’s available stock.
Important: The system may not block sending invitations beyond current stock on hand (because redemption rates vary). If an item becomes unavailable, recipient may see an out-of-stock notification when attempting to redeem their gift.
Admin access to stock details
Admins can use View Stock Details to see:
Inventory levels per warehouse
Which teams have access (and any limits)
A Request Restock option (when available)
Reporting
Stock Allocation can be supported by reporting (for example, Team Stock Levels), which helps track inventory availability and allocations across teams.
Frequently asked questions
Does Stock Allocation affect digital gifts?
No. Stock Allocation currently applies to physical gifts only.
Who can access the Inventory page?
Admins and &Open Admins.
What happens if a team exceeds its allocation?
If available inventory is exceeded, recipients may see an out-of-stock redemption experience for that item.
What is the difference between a limit and shared stock?
A limit caps how many units a specific team can use. Shared stock means multiple teams draw from the same pool.
Need help?
If you have questions about enabling Stock Allocation or best practices for setup, reach out to your &Open Support contact.