Inventory

Go to Assets › Inventory to see your facilities assets: vehicles, HVAC units, charging carts, projectors and anything else your facilities team looks after. IT devices are on Assets instead.

If your account uses departments, this page moves to the Facilities department's own inventory, and the old address sends you there.

To open it you need Open Inventory (inventory.view) and View assets (assets.view), on an account with facilities inventory. It doesn't need schoolAssets: an account with facilities inventory but not schoolAssets can open Inventory, even though Assets itself stays closed.

The header#

New Item (shown if you hold Add assets) has:

• Add Single Item. Add one item.
• Import from CSV. Add or update many. See Import assets.

Above the list, a line counts the items that match, like "Showing 1-20 of 312 items".

Views#

The view picker is at the top left:

• All Inventory. Every item you can see.
• Vehicles. Items whose type is Vehicle.
• Equipment. Items whose type is HVAC, Charging Cart, Projector or Sound System.
• Saved filters. Views you or your team saved.

Vehicles and Equipment go by the type's name. If your asset types are named differently, they come up empty: save your own view instead.

To save a view, set your search and filters, then choose Save filter. See Views on Assets. It works the same way here.

When you save, you choose who gets the view:

| Option | What it does | Choose it when | | --- | --- | --- | | Leave Shared view unticked | Only you see it. | It's your own working list, like "Carts I'm checking this week". | | Tick Shared view | Everyone in your account sees it in the view picker. | It's a list the whole facilities team uses, like "Buses due for inspection". |

Shared view shows only if you hold Share saved views and your account has schoolAssets. An account with facilities inventory but not schoolAssets can't share views and can save up to two personal ones.

For example, if your asset types are named "Bus", "Van" and "Truck" rather than "Vehicle", the built-in Vehicles view is empty. Filter on those three types and save it as a shared view called "Fleet", and every driver coordinator and mechanic sees it.

Search and filters#

The search box and Filter work as on Assets, with the filters that apply to facilities items: the item's details, dates, MDM, assigned user, links, parts, repairs and fees, value, and your Facilities asset fields.

Filters that only apply to IT devices aren't here: Signed-in user, the audit filters, Pool and Checked out more than N days.

Columns#

The columns button next to Filter shows, hides and reorders columns. The choices are the same as on Assets, with your Facilities asset fields under Custom fields. Your choice is saved for you in this browser.

Select an item's Status, Assignee or Location to change it in place, with the same permissions as on Assets. Select anywhere else on the row to open the item.

The list shows 20 items a page.

An item's page#

Select an item to open Inventory Item Details, laid out like a device's page. At the top: the item's Asset # (select it to copy), its location, its assignee and its Work Orders count. Select the location, assignee or count for more about them.

Edit changes the item's details. Actions has Submit a work order (filed in Facilities, linked to the item, with Facilities priorities), Add linked inventory items if you're allowed, and Print label.

The icons down the right side switch between sections: Inventory Item Details (including your Facilities asset fields), Cost Tracking, Linked Inventory Items and Timeline. Repairs and MDM are for IT's devices, so items don't have them.

If your account renamed what Facilities calls its tickets or assets in Departments, you see those names instead.

Change many items at once#

Tick the box on each row, or the one in the header for every row on the page. A toolbar appears at the bottom:

• Change status... Pick a status.
• Archive items... Moves them to your retired status. Their history, files and work orders stay.
• Change location... Pick a location.
• Assign to... Pick a person.
• Delete items... Removes them from the list.

Inventory has no bulk edit, bulk tickets, repairs or export. Use Assets for those on IT devices.

Which should I choose?#

Three of these take an item out of the way, and they aren't the same:

| Option | What it does | Choose it when | | --- | --- | --- | | Change status... | Sets any status you pick, such as In repair or Missing. | The item is still yours and its state changed. | | Archive items... | Sets your retired status. The item, its history, files and work orders stay. | The item is out of service for good: sold, scrapped, or handed back. | | Delete items... | Moves the items to deleted records. It can't be undone from here. | The item was entered by mistake, like a duplicate from an import. |

For example, when a district sells three old buses at auction, archive them: their maintenance history stays for the auditors. When a CSV import created the same HVAC unit twice, delete the duplicate.

Who can do what#

| Permission | Lets them | | --- | --- | | Open Inventory and View assets | Open this page and see items in their reach. | | Add assets | New Item. | | Update assets | Change an item's location, in the list or for many at once. | | Change asset status | Change status... and Archive items... | | Assign assets to people | Change the assignee. | | Delete assets | Delete items... | | Share saved views | Share a saved view with other people. |