Inventory: complete Member workflow

Create an item

1. Choose Add Item on Overview, Add on mobile, or Inventory > New item.
2. Enter Name (required). Item codes such as INV-00001 are assigned automatically.
3. Optionally choose Current location, Type, and Subtype. Subtype options depend on the selected Type.
4. Enter Value and Currency. New items begin with the Admin-selected vault default currency, but you can change it.
5. Add Serial number, Purchase date (or Purchase/Issue date for a document type), Expiration date, Purchased at, and a short Description.
6. Add private Notes, Intended for, and Gifted by. Choose "Add a beneficiary or gift giver" to create a person without leaving the form.
7. Choose Create item. The item detail page opens.

Find and filter items

1. Choose Inventory.
2. Use type chips for quick category filtering.
3. Search by item name or automatic item code.
4. Filter by location and status: Active, Inactive, Gifted, or All statuses. Admins also see Deleted.
5. Choose Clear to remove active filters.

All statuses groups items into collapsible Active, Inactive, and Gifted sections. Active is open by default.

Use the item detail page

Open an item card to see its code, facts, current location, private notes, photos/documents, materials, history, insurance, warranty, and linked people. Prev/Next preserves the filtered list context when available.

• Edit: update item facts.
• Move item: record a movement and optional reason.
• Mark inactive / Reactivate: temporarily remove or return an item to active use.
• Gift: record recipient, optional occasion, and date; the gift remains in history if restored later.
• Delete: soft-delete the item. Admins can recover it from Deleted.
• Purge (Admin): permanently removes a deleted item; there is no restore.

Photos & documents

1. On the item, choose Add photos & documents or Manage.
2. Under Add Photos, choose Upload or Take photo. Under Add Documents, choose Upload.
3. Upload JPEG, PNG, WebP, HEIC, or PDF. JPEG, PNG, and WebP images are compressed automatically in your browser before upload, so large photos straight from a camera or phone normally succeed without any preparation. HEIC and PDF files are not compressed and must be 4 MB or less.
4. For a photo, open the viewer, Make primary, Download, add or edit a caption, or Delete.
5. For a document, choose View or Download, add a caption, or Delete.

Primary image: Only a photo can be the primary image. PDFs/documents cannot be set as primary.

Materials

Choose Edit in Materials. Add a material type and name, then optional key/value details. Existing vault-wide types and names are suggested. Material detail values are encrypted at rest; detail keys must use letters, digits, underscore, dot, or hyphen with no spaces.

Insurance

Choose Manage in Insurance. Add provider, policy number, coverage amount, premium amount, three-letter currency, start/end dates, and notes. Edit, deactivate, or reactivate a policy. Provider, policy number, amounts, and notes are encrypted at rest.

Warranty

Choose Manage in Warranty. Add provider, reference/serial number, start/end dates, and notes. Edit, deactivate, or reactivate a warranty. Provider, reference number, and notes are encrypted at rest.

Move an item

1. Open an item and choose Move item.
2. Choose Move in or Move out. An item without a current location must be moved in first.
3. Choose a destination location different from the current one.
4. Add an optional reason (up to 1,000 characters).
5. Choose Record movement. The item location and History timeline update.

Bulk movement

1. In Inventory, choose Select items and tap each item to include.
2. Choose Continue with N items.
3. Choose the action, one destination, and an optional reason that applies to every selected item.
4. Choose Record movement for N items.

All-or-nothing: If one selected item cannot be processed, the entire bulk movement is rolled back. Fix the listed problem and retry; partial moves are not silently committed.

Lifecycle and deletion

An item always has exactly one of three statuses: Active, Inactive, or Gifted.

Deletion is separate from status. Deleting an item does not replace its status — the item keeps whichever of the three it had and is simply hidden from normal lists. That is why a restored item returns exactly as it was, rather than coming back as something new.

Deleted items are kept indefinitely. Nothing removes them on a schedule — a deleted item remains recoverable until a Vault Admin restores it or purges it permanently. There is no retention window to race and no cleanup job that will quietly discard something you deleted by mistake.

Admin bulk delete: Admins can use Select items > Delete N items. Bulk delete is soft and reversible from Deleted; purge remains a separate permanent action.