Inventory Management
Track your physical equipment units with serial numbers, condition status, and assignment to events — so you always know where every piece of gear is.
What you'll learn
- ✓Adding units with serial numbers and asset tags
- ✓Tracking condition and status (available, assigned, maintenance, retired)
- ✓Assigning units to won proposals with auto-populated dates
- ✓Reading the mini availability calendar by category
- ✓Plan limits for inventory unit count
Add a unit
Go to Inventory from the sidebar and click "Add Unit". Select the equipment item from your catalog, enter a serial number and optional asset tag, and set the condition (Excellent, Good, Fair, or Poor). The unit is created with a status of "available" and is immediately trackable. Every physical piece of gear in your fleet gets its own unit record.
Pro tip: Use your own asset tagging system (e.g., AVE-001, AVE-002) in the asset tag field — it prints on your internal sheets and makes gear identification fast on-site.
View and filter your inventory
The Inventory page lists all units with their item name, serial number, condition, current status, and assigned event (if any). Use the search bar to find a unit by serial number or name. Filter by category (Audio, Video, Lighting, etc.) or by status to quickly see all units in maintenance, all available units, or everything assigned to active events.
Assign a unit to an event
Click on any available unit and select "Assign to Event". Choose a won proposal from the dropdown — only proposals with status "Won" appear here. The event start and end dates auto-fill from the proposal. Confirm to mark the unit as "assigned" for that date range. The unit will show as unavailable to other events during the same period.
Pro tip: Assign units after a proposal is won, not before. This keeps your availability data accurate and avoids phantom conflicts.
Track availability with the mini calendar
The right sidebar on the Inventory page shows a mini availability calendar. Select a category to see weekly availability: green cells mean units are available for that week, amber cells mean all units in that category are assigned. Use this before quoting a large event to confirm you have enough gear in stock without double-booking.
Maintenance and retirement
To mark a unit as needing service, click its status badge and select "Maintenance". The unit is removed from available inventory until you change the status back. When equipment reaches end of life, set it to "Retired" — it stays in your records for audit purposes but is excluded from availability counts. Plan limits apply to total active units: check your plan page for your current cap.