Prospero’s Inventory tools make it easy to keep track of everything from a single microphone to an entire rack of costumes. With powerful search and tracking features, you can always find what you need, know an item's status, and see when it’s in use.
Accessing the Inventory Section
You’ll find Inventory in the left-hand sidebar, right alongside Projects, Locations, and People.
Inventory in Prospero is organized into Items (single pieces or sets) and Collections (groups of items that are typically used together).
Creating Inventory Items
An Item in Prospero can be:
A single object — for example, one specific fog machine.
A set — for example, a set of wireless mic packs.
New items are single by default. To create a set, click Add Items, select a quantity, and the resource becomes a set of items.
When editing an item or set, you can:
Add a name and image
Record its default location
Track its condition and lifecycle stage
Assign custom IDs — for vendor codes, barcodes, or your own numbering system
Generate a downloadable custom QR code that links to its admin resource page
Attach files like manuals, spec sheets, or diagrams
Add Item Tags to help organize items
To create a Collection, click Add Collection to the right of the items list.
Select the items you want to include and name the collection. This group of items will now be listed in Collections when creating a new event.
Item Pricing
If items are available to reserve when booking, you can set customer-facing prices for items to calculate quotes or invoices.
If you haven't set pricing tiers, go to Settings > Overview and create your Price Tiers (for example, “Standard” and “Non-Profit”). These tiers will show on locations and staff roles available to reserve as well.
Set the tiered cost to reserve each item in the item editor. **You can change how long an item is charged for when finalizing an offer or invoice.
Tracking Consumables
Consumables are items that get used up — like batteries, gaffer tape, or fog fluid. Because they are tracked differently, consumables are their own resource type, just like Items or Locations.
Customize them with colors and icons to make them easy to spot.
Set prices for automatic inclusion in offers and invoices.
On events, adjust quantities by typing a number or using the +/– buttons.
Using QR Codes for Items
Every item in Prospero can have its own unique QR code that can be downloaded as SVG, PNG, or PDF. Scanning his code takes you straight to the item’s resource page in the admin app, where you can update details, view schedules, or adjust status. Learn more about using QR codes to track items here.
💡Tip: Print and label your items now — if we expand QR functionality in the future (like check-in/out or geo-tagging), you won’t need to reprint.
Viewing and Managing Inventory Usage
Click any item to open its Resource Page. In the Overview tab, you can see key details and attached files, track location and condition history, and view the quantity of items in a set.
You can also quickly see upcoming events that include that item in the Upcoming tab.
On the calendar, filter by item or collection to quickly see when something is booked or available.
Best Practices for Managing Inventory
Use collections for items you often use together
Keep conditions up to date so everyone knows what’s show-ready and what needs repair.
Attach documents so tech specs and manuals are always at hand.
Print and attach QR codes so items can be identified anywhere.
Monitor high-demand items so you can plan maintenance, replacements, or rentals in advance.
Questions?
Feel free to contact support or chat with us in the app via the Help button.