7. Set up Inventory

Where: the event site, under Inventory. You need: admin on the Inventory module (see Step 5 — Make sure someone can administer each module).

See also

Inventory quickstart — what the module does, for staff, department leadership, and the inventory desk.

Before you start

  • Barcode asset tags for your equipment and boxes, and a barcode scanner that types like a keyboard. Midsummer reads tags; it does not print them. Every tag should start with the same prefix, for example FD-1042.

  • Inventory is staff-only. Attendees never see it.

Step 1 — Switch the module on and give it an owner

Inventory is off on a new event unless you chose it in the wizard.

  1. Open Event Management → Modules, turn on Inventory, and click Save Changes.

  2. Give a department — usually Logistics — ownership of Inventory & Asset Tracking, as described in Step 5 — Make sure someone can administer each module.

Important

Until a department owns the module, nobody can administer Inventory — not even event admins.

Step 2 — Review the inventory settings

Open Inventory → Advanced → Inventory Settings.

  1. Asset Tag Settings

    • Tag prefix — the prefix printed on your tags. The default is FD-; change it to yours.

    • Reject scanned tags that don’t match the prefix — leave on. It stops stray barcodes and typos from becoming assets.

    • Click Save.

  2. Custom Asset Fields — optional. Click Add Field to record something extra about every asset, such as Serial Number or Condition. Field types: Text, Text Area, Dropdown, Toggle, Date.

Note

These settings belong to your organization, not to one event. Changing the prefix or the fields changes them for every event.

Step 3 — Register assets and boxes

  1. Open Inventory → Operations → Register New Assets.

  2. Scan a tag (or type it and click Look Up).

  3. For a tag Midsummer has not seen, fill in the dialog:

    • Type — asset or box.

    • Name and Description.

    • An owner, if it has one — a person, a department, or free text for rented equipment.

  4. Click Register.

Registering a batch of identical items? Turn on Bulk registration, fill in the details once, and every new tag you scan is registered straight away.

Step 4 — Pack boxes

  1. Open Inventory → Assets → Asset List and select the Pack Boxes tab.

  2. Drag assets from the unboxed column onto a box. Each move is saved immediately.

Step 5 — Create logistics terminals (optional)

Logistics terminals are full-screen pages for load-in and tear-down crews: scan a box, set where it is.

  1. Open Inventory → Advanced → Logistics Terminals and click Create Terminal.

  2. Give it a Name and choose a Mode:

    • Operator selects target status — the crew picks In Storage, In Transit, or Available for Pickup for each scan.

    • Always set: … — one status, applied with a single tap. Fastest for a station that only ever does one thing.

  3. Save, then use Copy URL or Show QR Code to open it on the device.

The device must be an enrolled kiosk device, or a browser signed in as Inventory staff.

Ready check

  • Inventory is switched on and a department owns it.

  • The tag prefix matches your printed tags.

  • Scanning a tag on Register New Assets opens the registration dialog.

  • Your boxes are registered and packed.

  • Staff can see My Assets and Request Asset under Inventory.