Managing items

Purpose: guide staff through the normal lifecycle of a catalog entry: add, describe, set status, and add photos so others can find and use the piece safely.

Who can use this

Users whose role allows editing inventory (often “staff” or “manager” at the facility—not guest or actor-only accounts).

Steps

1. Open Inventory from the dashboard, then use Add item (or the equivalent) if you are creating something new.
2. Fill in name, type (costume, prop, equipment, and so on), and identifying details (tag, color, size) your program uses.
3. Set status (for example Available, In Storage, On Loan) to match where the item really is. Status drives checkout and search, so keep it current.
4. Upload photos for pieces that are easy to mix up. Use even lighting; crop to the item when possible.
5. Save and confirm the new row appears in the list and in search.

Screenshot: the item detail form and photo gallery—add for high-traffic seasons.

Expected result

The item shows in the grid or list, search finds it by name or tag, and status matches reality.

What happens next

• Searching and filtering to work quickly in a large collection.
• Productions and holds may limit what you can check out; follow your program’s checkout process.

Common problems

• “I cannot set status to On Loan” — checkout workflows may set that automatically; use the checkout or loan flow instead of editing by hand.
• Upload failed — see Upload problems; often file size, format, or network.

Related

• Troubleshooting: upload problems
• Admins: system settings (tag formats, optional defaults)