Inventory Management helps you keep tabs on equipment you use across jobs such as cameras, lighting, booths, props, printers, and more. You can add items with quantities, attach them to projects, and TalleFlow will automatically calculate availability based on project dates.
📌 What Inventory Management Does
With Inventory Management, you can:
Create inventory items with a name, quantity, and image
Attach inventory to projects (with quantity based reservations)
Automatically reserve inventory based on project dates
See which projects an item is currently tied to
View historical usage across past projects
Prevent double booking by showing current usage before reserving
⚠️ Core Rules to Know (Read This First)
Inventory in TalleFlow is date based and project based. That means:
Inventory availability is not manually toggled
Availability is calculated from project reservations
Inventory can only be attached to projects that have a start date and end date
If a project has no dates, inventory cannot be reserved
Quantity based reservations are supported
Inventory history persists even after a project is completed
🧰 Where Inventory Lives in TalleFlow
Inventory shows up in three main places:
1) Global Inventory Page
This is your master list of every inventory item you have.
You can:
View all items
Add new items
See which active projects each item is tied to
2) Inventory Item Dashboard
Click into an item to see the full story:
Active projects using the item
Project history (past usage)
Quantity details
Metadata like model number, warranty, and notes
3) Project Inventory Tab
Each project has its own Inventory tab where you can:
Add inventory to the project
View allocated inventory
Edit reserved quantity
Remove inventory from the project
➕ How to Create an Inventory Item
Go to Inventory from the left sidebar
Click Add Inventory
Fill out your item details:
Item name
Quantity available
Optional image
Optional metadata (model number, warranty, notes)
Click Save
Your item will now appear in your global inventory list.
📦 How to Reserve Inventory on a Project
Inventory can only be reserved if the project has dates.
Step 1: Make sure your project has dates
Open the project
Go to the project Details
Confirm the project has both:
Start date
End date
If dates are missing, add them first.
Step 2: Attach inventory
Open the project
Go to the Inventory tab
Click Add Inventory
Select the item and choose the quantity you want to reserve
Review current usage in the modal
Click Confirm
TalleFlow will reserve the inventory for the project dates.
🔒 Preventing Double Booking
When you attach inventory, TalleFlow shows current usage before you confirm.
This helps you:
See how much of the item is already reserved
Understand which projects are using it during that date range
Avoid reserving more than what is available
If the quantity you try to reserve would overbook the item, TalleFlow will prevent you from confirming.
🗂️ Viewing Active Usage and History
View what is currently using an item
Go to Inventory
Click on an inventory item
Check the Active Projects section
View past usage across completed projects
On the same item dashboard, you will also see Project History which shows previous reservations even after those projects are completed.
This is useful when you want to:
Track how often gear is used
Reference past project setups
Understand long term usage patterns
✏️ Editing or Removing Inventory from a Project
Open the project
Go to Inventory
Find the item you want to update
Choose what you need to do:
Edit reserved quantity
Remove the item from the project
Changes will update availability automatically.
🧠 Common Questions
Why can’t I add inventory to my project?
Most commonly, the project is missing a start date or end date. Inventory can only be reserved on projects that have both dates.
Can I manually mark something as available or unavailable?
No. Availability is calculated based on project reservations. If you want something to be “unavailable,” reserve it on a project with dates.
Does inventory history disappear when a project is completed?
No. Inventory usage history stays visible so you can always see past reservations.