Organization Inventory of Assets and Crew Roles Documentation

Inventory is the record of what your organization actually has: truck GC-014, a pool of 40 radios, or a crew member who can work as an A1. Each row is a resource, an instance of a resource type. Types describe what kind of thing something is and how it is priced; inventory says which ones you own and can put on a show.

Inventory has its own entry in the organization sidebar. Its Resources tab lists what you own, and its Provider offerings tab lists what collaborators supply, covered in Provider Offerings. People need access to the organization's resource inventory to see it, and edit access to change it.

How Resources Are Counted

How a type is counted comes from its tracking type, so a resource follows its type.

Serialized assets get one resource per physical unit, each with its own Identifier, such as a serial number or asset tag.
Pooled and Expendable assets get one resource holding a Quantity. Each variant has at most one pool row, so a second count for the same variant goes onto the existing row.
Crew resources are one row per role a person can work. A crew member who works as an A1 and an A2 has two resources, each with its own rate card, and cannot hold the same variant twice.
Composite types never have inventory. Add resources to their component types instead.

Every resource sits on one variant of its type. A type without variants uses its standard variant.

The Inventory Table

The table shows Name, Type, Variant, Identifier, Quantity, Rate card and Settlement, plus a Kind column you can turn on. Every attribute in the library can be shown as a column too, so a fleet manager can sort every truck by registration expiration whatever its type. Crew rows show the person's name.

A dot on a row marks it Incomplete: a required attribute is missing. When the missing attribute decides the resource's variant, the resource is priced at its type's default until someone fills it in.

You can edit names, identifiers, quantities, the default rate card and settlement directly in the table, and select several rows to set settlement or archive them together. Archived resources are hidden until you turn on Show archived in the view settings.

Add a Resource

Open the add form

In Inventory, on the Resources tab, choose Add resource.

Choose the kind

Pick Asset or Crew. For crew, also pick the Crew member.

Choose the type and variant

Pick the Type, shown as Role for crew, and the Variant. Composite types are not offered.

Fill in the details

Enter a Name. For a pooled or expendable asset, enter the Quantity. Fill in the type's attributes that are active on Inventory; required ones must have a value.

Set settlement and a rate card

Choose the Settlement and, optionally, a Rate card from the type's cards, then choose Add.

A crew member's roles can also be added from their crew record, on the Roles tab, with Add role.

Bulk-Add Serialized Units

For a serialized type, the add form asks for a Count and an Identifier pattern instead of a single identifier, and creates one resource per unit in one step.

The first run of # characters in the pattern becomes a zero-padded number starting at 1, so GC-### with a count of 3 creates GC-001, GC-002 and GC-003. A pattern with no # gets the number added to the end, so Truck creates Truck1, Truck2 and so on. An empty pattern creates units with no identifier, which you can fill in later.

Every unit in the batch shares the same name, type, variant, settlement, attribute values and rate card.

Settlement

Settlement says who pays for a resource when it is used on a show: We absorb the cost, for things you own or staff you pay yourself, or Vendor invoices us, for a rental or a freelancer who bills you. It is set per resource and defaults to We absorb the cost. In the table it reads Owned or Invoiceable. When the resource is used on an event, fulfillment starts from this value.

The Resource Record

Select a row to open the resource's record. The details panel holds the Details, including the label, settlement, identifier or quantity, variant and attribute values, and a Rate cards section.

A resource can link several of its type's rate cards. Use Link rate card to add one and Set default to choose which one it prices from; the default shows a Default badge. The first card linked becomes the default.

The Related tab lists the resource's Fleet siblings, other units on the same variant, or for crew the person's Other roles, along with any Org-direct work scheduled for it. For crew, a Role tab lists every role the person can be scheduled as.

Changing a resource's Variant moves it to another variant of its type and updates its variant attributes to match. Events that already use the resource keep the variant they were priced with.

Archive and Restore

Archive a resource from the actions menu on its record, or select rows in the table and archive them together. An archived resource drops out of the inventory list and the event assign picker but is not deleted. Open it from the list with Show archived turned on and choose Restore to bring it back.

Resource Types and Attributes

Set up the types and attributes inventory uses.

Provider Offerings

Record what collaborators supply.

Event Resources

Bring inventory into an event.

Rate Cards

Build the cards resources link to.