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Inventory and Mobile Check-In

Updated over 2 weeks ago

The Inventory feature helps teams track and manage equipment and materials for each event. If your company has this feature enabled, you’ll see a new Inventory tab inside the event drawer — both on the web and in the mobile app.


Who Can Access Inventory?

Access is permission-based:

Role

Access

Admin

Add, edit, delete, mark/unmark as received

Standard

Add, edit, mark/unmark as received

Restricted

View, mark/unmark as received

Lite

View, mark/unmark as received

View-only

View only

If you collaborate with Subcontractors, their users will also have access to Inventory for relevant events.


Inventory on Web

What You Can Do:

  • View a list of inventory items

  • Add items manually or import via spreadsheet or public API

  • Mark items as received

  • Undo received status

  • Delete items (individually or in bulk)

  • Search inventory items by name or code

  • Create a Shortage Report for missing items

Adding Inventory

Inventory items are event-specific. You can add them:

  • Manually: Click "Add item" and fill in item details.

  • Via spreadsheet: Use the "Import" button to upload a file (.csv or Excel).

Each item requires:

  • Item code

  • Item name

  • Quantity shipped - how many items are expected to arrive on-site

Optional fields:

  • Shipment ID

Once added, each item appears in a table with columns like quantity shipped, received, and missing.

Note: Item codes must be unique within an event.

Receiving Items

You can mark items as received individually. When doing so, you’ll be prompted to confirm how many were received (useful for partial deliveries).

When the number of received items matches the shipped quantity, this item is moved to a separate section called Received, and you can always undo this — unless a Shortage Report has already been created.


Shortage Reports

If items are missing after check-in:

  1. Select the missing items, all selected items that remained in the Shipped section will go to Shortage Report

  2. Click Create Shortage Report.

  3. A new report will be created automatically.

You’ll be notified when a report is created, and it will be linked in the Inventory tab for easy access.

Once a shortage report is created, inventory items cannot be edited or deleted.


Inventory on Mobile

The mobile experience offers the same functionality in a streamlined way, optimized for quick check-ins onsite.

What You Can Do:

  • View items by Shipped / Received status

  • Mark items as received manually or via barcode scanning

  • Undo received status

  • Search items by code and name

  • Create a shortage report

Barcode Scanning

Use the barcode scanner to quickly check in items. Each scan adds to the received quantity.

  • Scanning an item multiple times increases the received count.

  • Barcode scanning updates in real-time, even across multiple users.

Inventory and scanning updates happen instantly using live syncing.


Inventory via API

If you manage inventory externally, you can use the Public API to:

  • Add, update, and delete inventory items

  • Retrieve inventory details

Note: Items added via API can only be edited through the API.


When Is Inventory Complete?

An event’s inventory is considered complete when:

  • All items have been marked as received, or

  • A Shortage Report has been created

Once either of these occurs, all users with permissions will receive a notification.

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