Product Catalogs
A catalog is a curated list of products that an employee group is allowed to see and purchase. Without a catalog assigned, employees in a group will see no products in the portal.
Last updated: March 2026
Creating a catalog
- 1Open the company and navigate to the Catalogs tab
- 2Click "Add Catalog"
- 3Enter a name and optional descriptionChoose a descriptive name such as "Office Supplies Q1" or "Safety Equipment".
- 4Use the Product Picker to select productsSearch, filter, and click to add products or individual variants.
- 5Assign the catalog to one or more employee groupsEmployees in those groups will immediately see the catalog's products.
- 6Save
Default catalog created automatically. It can be edited and products can be added to it, but it cannot be deleted. Use it as a baseline catalog for all groups.Product Picker
The Product Picker is a full-screen search interface for finding and selecting products from your Shopify store.
Search and filter
- Search by product name, SKU, or vendor SKU.
- Filter cascading: select a Vendor first, then narrow by Product Type, then by Tags.
- Results update instantly as you type or change filters.
Product information shown
Each product card shows:
- Product image, title, and vendor.
- SKU and price per variant.
- Inventory count.
- Expand a product to see all its variants individually.
Selecting products
Click a product to add the entire product (all current and future variants) to the catalog. Expand the product and click individual variants to add only specific sizes or colours. Click again to remove. The picker shows how many items are already selected in the catalog.
Assigning catalogs to groups
Each employee group can have one or more catalogs assigned. Employees see the combined product set from all catalogs in their group.
An employee with the BUYER role sees products from all catalogs assigned to their Purchaser Groups as well as their own primary group.
Shopify sync
TeamCo keeps product data in sync with your Shopify store automatically.
| Sync type | How it works | When to use |
|---|---|---|
| Automatic (webhooks) | When you create, update, or delete a product in Shopify, TeamCo receives a webhook and updates the product index within seconds. | Continuous — runs automatically, no action needed. |
| Manual (full sync) | Trigger from Admin → Settings → Sync Products. A full sync of 7,000+ products takes approximately 3 minutes. | After a bulk import, or if you suspect the index is out of sync. |
Variant-level tracking and warnings
When a product is modified in Shopify — variants are removed, renamed, or the product is deleted — TeamCo marks the affected catalog items as UNAVAILABLE and shows a warning on the catalog page.
What the warning shows
- A warning banner at the top of the catalog view page.
- Affected variants grouped by product, then by colour (first option), then individual sizes.
- Each unavailable variant shown with its last-known image and a status badge.
- A warning badge on the catalog list overview: "N removed".
Resolving the warning
You have two options when a variant-change warning appears:
| Action | What it does | When to use |
|---|---|---|
| OK, understood | Dismiss the warning banner. Unavailable items stay in the catalog with an unavailable status. | If you expect the variants to return — for example, temporary out-of-stock. |
| Remove from catalog | Permanently delete the unavailable items from the catalog. The variant count in the overview is updated immediately. | When the product change in Shopify is intentional and the variants will not return. |