Inventory

The Inventory module manages an organisation's physical equipment, such as projectors, tools, furniture, technical devices, or sports equipment. It supports item administration, lending, reservations, event-related equipment planning, imports, exports, and history.

The available functions depend on the user's rights and the module settings.

• Inventory administrators can manage items, fields, imports, exports, history, lending, and reservation settings
• Item keepers can manage the items assigned to them, depending on the configuration, they can also manage reservations and lending for these items
• Members, selected roles, or guests may submit reservation requests if this is enabled in the preferences
• Inventory data belongs to the currently active organisation

The main inventory page shows all available items. Use the filters to limit the list by:

• category
• keeper
• last receiver
• item status
• free-text search

Retired items are normally hidden from the default list. Administrators can include them by changing the status filter.

From the list, authorised users can create, edit, copy, retire, reinstate, or delete items. Multiple items can also be selected for bulk editing.

Inventory administrators can create a new item from the inventory menu.

Each item uses the configured inventory fields. Typical fields include:

• item name
• category
• status
• keeper
• manufacturer
• serial number
• storage location
• other organisation-specific information

The available fields are configured by the inventory administrator.

An existing item can be edited at any time by authorised users.

The copy function creates a new item based on an existing one. This is useful when several similar items must be entered.

Bulk editing applies selected values to several items at once. It is intended for changes such as assigning a keeper, changing a category, or updating a common field.

If item pictures are enabled in the preferences, pictures can be uploaded and assigned to items. Pictures help users identify equipment in the inventory list and item details.

• Retire keeps the item and its history, but removes it from normal operational use
• Reinstate makes a retired item available again
• Delete permanently removes an item and should only be used when the item and its data are no longer needed

Retiring is normally preferable to deleting when historical information should be retained.

Inventory administrators can maintain the fields used by inventory items.

Fields can be created, edited, reordered, or removed. Depending on the field type, option values can also be maintained.

Use fields to adapt the module to the organisation's needs. For example, an organisation may add fields for:

• storage location
• purchase date
• serial number
• condition
• insurance number
• responsible keeper

Changes to fields affect item forms, lists, filters, imports, and exports.

The borrowing area is used to record the physical handover and return of items.

When lending is enabled, authorised users can record:

• the receiver
• the borrow date
• optional additional borrowing information

An item with an open borrowing record is considered physically issued and cannot be reserved for another period.

When the item is returned, record the return in the borrowing area. The item then becomes available again, subject to existing approved reservations.

The borrowing workspace can show:

• approved reservations that are ready for handover
• currently borrowed items
• the receiver and borrowing date
• actions to start borrowing or record a return

The physical return remains a manual process.

Reservation requests can be enabled independently in the inventory preferences.

The administrator can allow reservation requests from:

• all visitors
• logged-in members
• members of selected roles

Guest requests require a name and email address.

A reservation request contains:

• the inventory item
• start and end date/time
• an optional comment
• requester details

The system checks whether the item is available for the selected period. An active borrowing or an overlapping approved reservation prevents approval for the same period.

The approval mode can be configured as:

• Manual approval, new requests are created with the status Requested
• Automatic approval, new requests are created with the status Approved when the item is available

The reservation status follows these transitions:

• Requested → Approved
• Requested → Rejected
• Requested → Cancelled
• Approved → Borrowed
• Approved → Cancelled
• Borrowed → Returned

Rejected, Cancelled, and Returned are final states. They are preserved for the history and cannot be changed back into an active reservation.

If another reservation is needed after rejection or cancellation, a new request must be created.

Inventory administrators and, if enabled, responsible item keepers can manage requests.

They can:

• approve or reject requested reservations
• cancel approved reservations before handover
• view reservation details and requester information
• start the physical handover
• record the return

Requesters can withdraw their own open or approved reservation when they are logged in.

Event reservations help organisers plan the equipment needed for an event.

To use this feature, reservation requests and event reservations must be enabled in the inventory preferences.

When creating or editing an event, open the Reservations tab and add the required inventory items.

A reservation is created for each selected item for the event period. Depending on the configured workflow, requests are either approved automatically or must be reviewed by a responsible person.

The reservation status for each item is shown in the event form.

When the event period is changed, the reservation period for the assigned items is adjusted accordingly.

If an item is no longer available for the new period, the responsible persons should review the reservation.

Removing an item from an event cancels reservations that have not yet resulted in a handover.

Items that have already been handed over remain in the borrowing workflow until they are returned.

If an event reservation was rejected or cancelled, the event editor can select Request again in the reservation status list.

A new request is then created for the same item and event period. The earlier rejected or cancelled reservation remains available in the history.

Reservation email notifications can be enabled in the inventory preferences.

Administrators can configure:

• whether notifications are sent
• which roles receive notifications for reservation management
• which reservation actions trigger a notification
• whether requesters receive notifications

Notifications can be sent for new requests, approvals, rejections, cancellations, handovers, and returns.

Each message contains the item, reservation period, current status, and requester information.

Inventory administrators can import items from supported file formats:

• CSV
• Microsoft Excel, XLS and XLSX
• OpenDocument Spreadsheet, ODS
• HTML tables

During import, file columns are assigned to the configured inventory fields.

The filtered inventory list can be exported or printed. Available export formats include:

• CSV
• Microsoft Excel, XLSX
• OpenDocument Spreadsheet, ODS
• PDF

The active inventory filters are applied to the export.

Inventory administrators can open the changelog to review changes to:

• inventory items
• item values
• borrowing records
• inventory fields and field options
• reservations

Use the history to understand who changed an item, reservation, or configuration value.

1. Create the inventory fields required by the organisation
2. Define categories, statuses, and keepers
3. Add the inventory items
4. Configure borrowing and reservation preferences
5. Configure notification roles if reservation emails are required

1. Open the borrowing workspace
2. Select an approved reservation or an available item
3. Record the handover
4. Record the return when the item is received back

1. Create or edit the event
2. Open the Reservations tab
3. Add the required items
4. Save the event
5. Review and approve the resulting reservation requests when manual approval is enabled
6. Record physical handover and return when applicable

1. Review the reason for rejection and item availability
2. If equipment is needed again for an event, use Request again
3. Review the new request through the normal approval workflow