Track church equipment, room supplies, checkouts, returns, stock changes, and inventory accountability from one branch-scoped section.

Inventory helps your branch answer four everyday questions quickly: what do we own, where is it, who is using it, and do we still need it.

It is designed for real church operations, not just storage-room recordkeeping. Teams can track microphones, cables, classroom materials, event supplies, and shared ministry equipment without leaving the app.

In This Section

Items

Create inventory items, assign categories, generate barcodes, adjust stock, and review item-level history.

Checkouts and Returns

Track who checked an item out, which ministry is using it, when it should come back, and how returns are resolved.

Reporting

Review usage trends, returns, losses, damage, and stock-adjustment activity over a date range.

Plan and permission note

Inventory is a Pro feature. Staff still need the correct branch permission to read, write, or delete inventory records.

What Inventory Covers

Inventory categories such as Sound Equipment, Kids Supplies, Welcome Desk, Cleaning, or Production.
Individual inventory items with quantity, cost, condition, location, and optional ministry assignment.
Barcode-based checkout and return workflows.
Manual stock corrections with an audit trail.
A confirmation queue for items assigned to ministries that have not been re-confirmed recently.
A date-based report for inventory movement and shrinkage.

Inventory Workflow

What The Overview Page Shows

The overview page is the control center for the whole module.

It loads branch-scoped summary cards for:

total active items
items currently checked out
low-stock items
total inventory value

It also shows alert cards for:

low-stock items
damaged items
active checkouts

These cards link directly into the places where your team can act on the issue.

Ministry Confirmation Queue

If an item is assigned to a ministry, the system can periodically ask whether that ministry still needs it.

This helps prevent long-term drift such as:

supplies staying reserved for a team that no longer uses them
equipment being left assigned with no recent review
staff relying on memory instead of a recorded confirmation date

The queue only pulls active items that have an assigned ministry and either:

have never been confirmed, or
have not been confirmed within the configured time window

By default, the review window is 90 days. Staff can change that window for the current branch from the overview page.

What Teams Usually Use Inventory For

Keep a clean list of what each branch actually owns.
Track who borrowed an item and when it should come back.
See low-stock and damaged-item pressure before a service or event.
Review whether ministries still need the items assigned to them.
Export inventory activity for leadership, operations, or finance review.

What To Set Up First

Create the categories your branch actually uses.
Add the most important shared equipment first.
Set a clear storage location for each item where possible.
Decide which items need ministry assignment for periodic review.
Generate and attach barcodes for items your team checks in and out often.

What Inventory Does Not Assume

Inventory does not assume every item belongs to an event.

An item can be:

stored for general use
assigned to a ministry for ongoing ownership
checked out for a one-time event
scanned in and out without opening the full manual checkout form

That flexibility is useful because churches often have both planned and unplanned equipment movement.

Operational Rules Worth Knowing

Everything is branch-scoped. A branch only sees its own inventory records.
Checkouts reduce available quantity immediately.
Returned items restore quantity only when the return status is returned.
Lost and damaged returns do not restore stock.
Manual stock adjustments are logged separately as an audit trail.
Category deletion is blocked when items are still assigned to that category.

Use /docs/operations/import-export when you need broader help with CSV, Excel, PDF, print, or import behavior.
Use /docs/modules/inventory/reporting when leadership needs usage and shrinkage review over time.

Questions This Section Helps Answer

Which items are currently checked out?
Which ministry said it still needs a shared item, and when was that confirmed?
Which items are low on stock right now?
Which items came back damaged or never came back at all?
Which items are used most often over a date range?

Overview