The Inventory module gives your Team a single register for all equipment across your sites:

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What You Can Do

• Add and manage all assets for your site
• Track asset status, location, department, and assigned user
• Monitor warranty expiry dates with alerts
• View the full change history of every asset
• Attach documents and photos (invoices, manuals, warranty cards)
• Bulk import assets from an Excel template
• Export the full asset list to Excel
• Print or scan QR codes to pull up asset details instantly

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Asset Fields

When adding or editing an asset, you can record the following:

Field	Description
Asset Name	Display name, e.g. “Dell PowerEdge R740”
Asset Code	Unique identifier for this asset (auto-generated or manual)
Category	Type of equipment: Server, Laptop, Printer, Switch, etc.
Serial Number	Manufacturer serial number
Purchase Date	Date the asset was acquired
Warranty Expiry	Date warranty expires — used for expiry alerts
Department	Which department the asset belongs to
Location	Specific location, e.g. “Server Room B, Rack 3”
Assigned To	Staff member currently using or responsible for this asset
Status	Current condition (see below)
Notes	Any additional information

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Asset Statuses

Status	Meaning
Active	In normal use
Under Maintenance	Being repaired or serviced
Broken	Faulty, out of service
Disposed	Decommissioned, no longer in use

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Adding an Asset

1. Go to Inventory in the left sidebar.
2. Click + Add Asset.
3. Fill in the asset details. At minimum, enter a name and category.
4. Click Save.

The asset will appear in the inventory list immediately.

📸 [Screenshot: Add Asset form]

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Editing an Asset

1. Click the asset name in the inventory list.
2. The detail panel opens on the right.
3. Click Edit.
4. Make your changes and click Save.

Changes to Status, Location, Department, and Assigned To are automatically recorded in the asset’s change history.

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Filtering and Searching

Use the filter bar at the top of the inventory list to narrow down assets by:

• Search — name, serial number, or location (keyword)
• Category — filter by equipment type
• Status — Active, Under Maintenance, Broken, or Disposed
• Department — filter by department
• Warranty — filter assets expiring soon or already expired

📸 [Screenshot: Inventory filter bar]

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Asset History

Every change to an asset’s status, location, department, or assigned user is logged automatically. To view the history:

1. Click the asset name to open the detail panel.
2. Scroll down to the History section.

Each entry shows the field that changed, the old and new values, who made the change, and when.

📸 [Screenshot: asset change history]

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Bulk Import from Excel

To add many assets at once:

1. Click Import → Download Template.
2. Fill in the Excel template with your asset data.
3. Click Import → Upload File.
4. Review the preview — check for any errors.
5. Click Confirm Import.

Only valid rows will be imported. Rows with errors are highlighted for correction.

📸 [Screenshot: import preview with error highlighting]

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Export to Excel

1. Click Export.
2. The current filtered view is exported — if you have filters applied, only the filtered assets are included.
3. The file downloads immediately.

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QR Codes

Each asset has a unique QR code that links directly to its detail page.

Print a QR code:

1. Open the asset detail panel.
2. Click QR Code → Print.

Scan a QR code:

• Open http://[server-ip]:8000/qr on your phone’s browser.
• Scan the code — the asset page opens immediately.

📸 [Screenshot: asset QR code print view]

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Permissions

Permission	Description	Manager	Supervisor	Staff
view	See the Inventory page and asset list	✅	✅	✅
create	Add new assets	✅	✅	❌
edit	Edit existing assets	✅	✅	❌
delete	Permanently delete an asset	✅	❌	❌
export	Export asset list to Excel	✅	✅	❌
manage	Access import and bulk operations	✅	❌	❌

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Next Steps

→ [Roster]
→ [Checklists]
→ [Contracts]