📋 Variation Management Guide for Tably

🔍 Overview

In Tably, variations (option sets) allow you to create customizable options for your products. For example, you might create a "Size" variation with options like "Small," "Medium," and "Large," or a "Toppings" variation with options like "Cheese," "Pepperoni," and "Mushrooms."

This guide will help you understand how to effectively manage variations in your Tably system, based on your specific implementation.


✅ Creating Effective Variations

Best Practices

# Practice Description
1️⃣ Use Clear Names Choose descriptive variation names that clearly communicate purpose (e.g., "Pizza Toppings" instead of just "Toppings")
2️⃣ Organize Options Logically Arrange options in a logical order which is maintained by the sort_order field
3️⃣ Keep Option Lists Focused Each variation should have a specific purpose with related options only
4️⃣ Be Specific Use specific terminology to avoid confusion (e.g., "12oz Cup" instead of "Small")
5️⃣ Use Location Assignments Assign variations to specific locations using the availabilities system

Common Variation Types in Tably

Type Examples
🔍 Sizes Small, Medium, Large
🌡️ Temperatures Hot, Iced, Room Temperature
🍓 Flavors Chocolate, Vanilla, Strawberry
🧀 Add-ons Extra Cheese, Bacon, Avocado
🍳 Preparation Methods Well-done, Medium, Rare
⚙️ Customizations No Ice, Extra Spicy, Light Sugar

🧩 Managing Tably Variations

Key Features

Feature Description
🔄 Sorting Click column headers to sort variations by ID, name, or status
🔍 Filtering Use the status filter to show only active or inactive variations
🔎 Search Quickly find variations by typing in the search box (searches name and description)
📍 Location-Based Variations are filtered by your selected location

Variation Status

Status Description
🟢 Active The variation is available for use in products
Inactive The variation is hidden from selection when creating/editing products

🔄 Drag-and-Drop Options

When creating or editing a variation in Tably, you can:

Action How To Result
↕️ Reorder Use the drag handle (≡) Changes display order for staff and customers (updates sort_order)
Add Click the "Add Option" button Creates a new option field
🗑️ Remove Click the trash icon Deletes an unwanted option

Note: Options will appear to customers in the same order you arrange them in the editor, maintained by the sort_order field in the database.

🚀 Advanced Features

Location-Based Variations

Tably's variation system is location-aware:

Feature How It Works
📍 Location Assignment Variations can be assigned to specific locations
🔎 Filtered View You'll only see variations relevant to your selected location
🔄 Consistent Experience Variations are consistent across all devices at the same location

Variation Implementation Details

Database Entity Purpose
option_sets Contains the main variation information (name, description, status)
options Individual options within a variation set, with sort order
entity_availability Connects variations to specific locations

🔧 Troubleshooting

Common Issues and Solutions

Issue Cause Solution
🚫 Duplicate Options System validates unique option names Use unique names or add modifiers (e.g., "Small (8oz)")
🔍 Variation Not Showing Location assignment issue • Verify the variation is assigned to your current location
• Check active/inactive status
🗑️ Cannot Delete Variation in use Remove from all products first

🎯 Quick Solutions

If you need to... Do this...
📝 Edit a Variation 1. Click the Edit button
2. Make your changes
3. Click Update
🔄 Reorder Options Drag and drop using the handle (≡)
Remove an Option Click the trash icon next to it
🔍 Find a Variation Use the search box to search by name or description

💡 Need Help?

If you encounter any issues with the variation system:

  1. Check that you have the correct permissions (admin or specific variation permissions)
  2. Verify that your selected location is correct
  3. Contact system administrator if issues persist

Pro Tip: 🌟 Creating logical, well-organized variations improves both the staff experience and customer satisfaction!