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Inventory Management in TalleFlow

Vaasu Guduguntla

Last Update 19 天前

Inventory Management helps you keep track of equipment used across projects, such as cameras, lighting, booths, props, printers, and more. You can create inventory items, reserve quantities for projects, and see availability based on project dates.

📌 What Inventory Management Does 

With Inventory Management, you can:
  • Create inventory items with a name, quantity, and image.
  • Attach inventory to projects with quantity-based reservations.
  • Automatically reserve inventory based on project dates.
  • See which projects are currently using an item.
  • View inventory usage across past projects.
  • Prevent double booking by checking current usage before reserving.

⚠️ Core Rules to Know 

Inventory in TalleFlow is date-based and project-based. This means:
  • Inventory availability is calculated from project reservations.
  • Inventory availability cannot be manually toggled.
  • Inventory can only be attached to projects with both a start date and end date.
  • Projects without dates cannot have inventory reserved.
  • Quantity-based reservations are supported.
  • Inventory history remains available after a project is completed.

🧰 Where Inventory Lives in TalleFlow 

Inventory is available in three main places.

Global Inventory 

Go to Resources → Inventory to access your master inventory list.
From here, you can:
  • View all inventory items.
  • Add new items.
  • See which active projects are using an item.

Inventory Item Dashboard

Open an inventory item to view:
  • Active projects using the item.
  • Project history.
  • Quantity details.
  • Metadata such as model number, warranty, and notes.

    Project Inventory 

    Each project has an Inventory tab where you can:
    • Add inventory to the project.
    • View allocated inventory.
    • Edit the reserved quantity.
    • Remove inventory from the project.

    ➕ Create an Inventory Item    

    1. Go to Resources → Inventory from the left sidebar.
    2. Click Add Inventory.
    3. Enter the item details:
      • Item name
      • Quantity available
      • Image (optional)
      • Metadata, such as model number, warranty, or notes (optional)
    4. Click Save.
    The item will appear in your global inventory list.

    📦 How to Reserve Inventory on a Project  

    Inventory can only be reserved for projects that have both a start date and end date.

    Add Project Dates   

    1. Open the project.
    2. Go to Details.
    3. Confirm that both a Start date and End date are set.
    4. Add the dates if either one is missing.

    Add Inventory to the Project

    1. Open the project.
    2. Go to the Inventory tab.
    3. Click Add Inventory.
    4. Select the inventory item and choose the quantity to reserve.
    5. Review the item's current usage.
    6. Click Confirm.
    TalleFlow reserves the selected quantity for the project's dates.

    🔒 Preventing Double Booking 

    When you attach inventory, TalleFlow shows current usage before you confirm. This helps you:
    • See how much inventory is already reserved.
    • See which projects are using the item during the selected dates.
    • Avoid reserving more inventory than is available.
    If the requested quantity would overbook the item, TalleFlow prevents you from confirming the reservation.

    🗂️ Viewing Active Usage and History  

    View what is currently using an item

    1. Go to Resources > Inventory
    2. Click on an inventory item
    3. Check the Active Projects section

    View past usage across completed projects

    On the same item dashboard, you will also see Project History which shows previous reservations even after those projects are completed.
    This is useful when you want to:
    • Track how often gear is used
    • Reference past project setups
    • Understand long term usage patterns

    ✏️ Editing or Removing Inventory from a Project

    1. Open the project
    2. Go to Resources > Inventory
    3. Find the item you want to update
    4. Choose what you need to do:
      • Edit reserved quantity
      • Remove the item from the project
    Changes will update availability automatically.

    🧠 Common Questions  

    Why can't I add inventory to my project?

    Most commonly, the project is missing a start date or end date. Inventory can only be reserved on projects that have both dates.

    Can I manually mark something as available or unavailable?
    No. Availability is calculated based on project reservations. If you want something to be "unavailable," reserve it on a project with dates.

    Does inventory history disappear when a project is completed?
    No. Inventory usage history stays visible so you can always see past reservations.

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