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 Inventory settings are available in the organisation preferences under Inventory.

Lending can be disabled if it is not needed. When lending is disabled, no functions for issuing, returning, or managing loans are available.

The administrator can decide whether inventory information is shown in user profiles.

The inventory fields to be displayed can be selected, for example the last received item or an assigned keeper.

A default filename can be defined for inventory exports. Optionally, the current date can be added automatically to the filename.

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.

Authorised users can create, edit, copy, retire, reinstate, or delete items from the list. 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 item. 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.

Fields allow the Inventory module to be adapted 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.

Inventory fields can be used for periods. The preferences define whether these fields use only a date or a date and time.

This can be useful for maintenance periods, warranty periods, or other time-related item information.

The lending area is used to record the actual issue and return of items.

When lending is enabled, authorised users can record:

• the receiver
• the lending date
• additional lending information

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

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

The lending overview can show:

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

The physical return remains a manual process.

Reservation requests allow inventory items to be planned for a specific period.

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 and time
• an optional comment
• requester information

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

The approval mode can be configured as:

• Manual approval, new requests receive the status Requested
• Automatic approval, new requests receive the status Approved when the item is available

A reservation can follow these status transitions:

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

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

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

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

They can:

• approve or reject requested reservations
• cancel approved reservations before handover
• view reservation details and requester information
• record the handover of an item
• record the return of an item

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

Event reservations support organisers when planning the equipment needed for an event.

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

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

The status of every reservation is shown in the event form.

When the event period changes, the reservation period of the assigned items is adjusted accordingly.

If an item is not available for the new period, the responsible persons should review the reservation.

Removing an item from an event cancels reservations for which no handover has taken place yet.

Items that have already been handed over remain in the lending overview until their return is recorded manually.

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

A new request is 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 define:

• whether notifications are sent
• which roles receive reservation management notifications
• which reservation actions notify responsible persons
• whether requesters receive notifications

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

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

Inventory administrators can import items from the following 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. The following export formats are available:

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

The active inventory filters are applied to the export.

Inventory administrators can open the history to review changes to:

• inventory items
• item values
• lending records
• inventory fields and selection values
• reservations, available from Admidio 6.0

The history shows who changed an item, reservation, or configuration value.

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

1. Select an available item
2. Record the handover
3. Record the return when the item is returned

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 handover and return when applicable

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