Inventory

The Inventory module tracks the physical equipment a convention owns, borrows, and hauls to the show: every asset carries a barcode asset tag (for example FD-1042), staff check equipment in and out at an inventory desk, and boxes — containers with their own tags — move between storage and the show floor through kiosk-style logistics terminals.

Inventory is staff-facing: attendees never see it. The module only appears in the navigation for people holding a staff position, and the administrative pages require a department that owns the Inventory module (see HR management & module permissions).

For staff

My Assets

My assets lists everything currently checked out to you — you are responsible for these items until they are checked back in at the inventory desk. Each row shows the asset’s tag, status, when you took it, and which box it normally lives in.

Requesting an asset

Use request asset to ask for equipment:

  1. Pick a specific asset from the list of available items, or describe what you need in free text (“a radio for the dealers’ den, Saturday only”).

  2. Add an optional note and submit.

  3. Your request goes into a queue for the inventory desk. You can cancel it while it is still pending, and you will see it flip to fulfilled (with the issued asset’s tag) or denied.

For department leadership

Two extra pages appear if you hold a leadership position (oversight, lead, second, or deputy) in any department:

  • Assets by department — two views per department: assets owned by the department, and assets currently held by its members.

  • Department boxes — your department’s boxes as expandable cards. The card shows the box’s logistics status (In Storage, In Transit, or Available for Pickup) and how many items inside are checked out; expand it to see each asset, its status, and who holds it.

For event organizers

Setup

  1. Enable the Inventory module for the event.

  2. In the HR dashboard, grant a department (for example, Logistics) ownership of the Inventory & Asset Tracking module. Until at least one department owns the module, nobody — not even event admins — can administer it.

  3. In inventory settings, confirm the tag prefix (default FD-). Scanned tags that do not match the prefix are rejected, so typos and stray barcodes never become assets. You can relax this by turning enforcement off.

  4. Optionally define custom asset fields (text, dropdown, toggle, date — for example “Serial Number” or “Condition”). These appear on the asset registration and edit dialogs and wherever asset details are shown.

Registering assets and boxes

On register new assets, scan a tag with a barcode scanner (or type it):

  • An unknown tag opens the registration dialog — choose asset or box, give it a name, and optionally an owner: a person (personal gear lent to the convention), a department, or free text (for rented equipment).

  • A known tag shows what it is already registered as.

Registering a batch of identical items? Turn on bulk registration, fill in the details once, and every new tag you scan is registered instantly with that preset — no dialog per item.

Check in / out

The check in/out page is the inventory desk’s scan-first workspace:

  • Scan an asset to check it out to a staff member (search by name or email) or check it back in.

  • Scan a box first to arm box context — subsequent asset scans get an “assign to this box” action.

  • The pending requests panel lists staff asset requests. Fulfil a specific-asset request directly, or — for free-text requests — arm fulfilment and scan whichever available asset you are issuing.

Boxes

The asset list page has three tabs: the searchable asset table, the box table (with manual status control), and pack boxes — a drag-and-drop view where you drag assets between the unboxed column and box cards to pack, unpack, or move them. Every drop is saved (and audit-logged) immediately.

For event technical staff

Logistics terminals

Logistics terminals are full-screen kiosk pages for load-in and tear-down: crews scan a box’s tag and mark it In Storage, In Transit, or Available for Pickup — no login required on the device.

  1. Create a terminal under logistics terminals (one per station, e.g. “Loading Dock A”).

  2. Choose a mode: operator selects target status shows all three status buttons, while the fixed modes (“always set: In Transit”, …) apply one status with a single confirmation tap — fastest for dedicated stations.

  3. Open the terminal’s URL full-screen on the device (copy it or scan its QR code from the management table), or point a managed KioskOS device at it — logistics terminals appear in the KioskOS target list like check-in and fulfillment terminals.

Scanners

All inventory pages accept keyboard-wedge barcode scanners (scanners that type the tag followed by Enter). There is nothing to configure — scan with the page open. Every page also has a visible input for typing a tag by hand.