Adding Inventory
There are two ways to add inventory items.
Option 1: Add Inventory Manually
This is best when you’re only adding a small number of assets.
To add inventory manually:
Click Add Inventory
Select an existing item type from the EventLab library, or create a new item type
Enter the quantity
Add dimensions if required
Add any relevant details, such as department, location, status, tags, or images
Save the item
Option 2: Import Inventory
For larger inventories, importing is recommended.
To import inventory:
Click Import Inventory in the top right
Download the Excel template
Fill in your inventory items, quantities, dimensions, and metadata
Upload the completed spreadsheet
The template includes your existing locations, departments, and statuses to help speed up data entry.
During import, EventLab will try to match your inventory items with existing object types and icons in the platform so they are ready to use straight away.
If an item cannot be matched, you can:
Select a different existing object type
Create a new object type
Choose an icon
Assign it to a folder
Choose whether it is an item or fencing type
Editing Inventory
Once inventory has been added, select any item to view and edit its details.
Inventory is grouped by item type. For example, you may have 80 chairs displayed as a single inventory group.
Group-Level Editing
Changes made to the group will apply to all items within that inventory type.
This is the quickest way to update multiple assets at once.
Individual Item Editing
Expand a group to view and edit individual assets.
This is useful when one item differs from the rest of the group, such as a damaged chair or an asset located elsewhere.
Maintenance Tracking
Inventory Manager includes built-in maintenance tracking.
For example, you may create a maintenance task to repair a damaged chair or service a piece of equipment.
Add a Maintenance Record
To add maintenance:
Select the inventory group or individual item by checking the box
Click the wrench icon
Add the maintenance details
Set a due date
Add a description if needed
Save the maintenance record
You can add maintenance to either:
A group of items
An individual item
Track Maintenance Status
Once maintenance has been added, an indicator will appear on the item.
The indicator will turn red if it is overdue.
View the Maintenance Log
To view all maintenance activity:
Go to the Maintenance Log in the top right
Review pending, overdue, or completed maintenance records
Open a record to update, resolve, or delete it
The Maintenance Log gives you one central place to view and manage maintenance across your inventory.
Scanning Inventory In & Out
Inventory can be scanned in and out as it moves between locations, events, suppliers, or storage facilities.
For example, you may scan items out when leasing equipment to a supplier, sending equipment to an event site, or moving assets out of storage.
Scan Inventory Out
To scan inventory out:
Select the inventory group or individual items
Click Scan
Choose Scan Out
Select where the inventory is going
Confirm the scan
Once scanned out, the item status will update automatically.
Scan Inventory Back In
To scan inventory back in:
Select the inventory group or individual items
Click Scan
Choose Scan In
Select the location the inventory is returning to
Confirm the scan
This updates the inventory location and availability.
View Scan History
Every scan is recorded in the Scan History.
To view scan history:
Open Scan History in the top right
Review previous scan in and scan out activity
Use the history to track where inventory has been and when
Scan History provides a clear audit trail of inventory movements.
Views & Filters
Like other areas of EventLab, Inventory Manager can be customised to suit the way your team works.
You can:
Create custom columns
Group inventory in different ways
Apply filters
Create and save custom views
EventLab also includes pre-built views for:
Damaged Items
Leased Items
Unavailable Items
These views make it easy to quickly identify inventory that requires attention.