Inventory Tracking

Inventory lives under Operations → Inventory in the left navigation. The list shows every inventory location — name, address, assigned manager, property count, and when the last stock event was recorded. Click any row to open the location detail.

Create a new location with the New Location button in the top-right corner. After creation you are taken directly to the detail page to configure city rules and assign a manager.

An inventory location is a physical storage place — a warehouse, laundry depot, or supply room. It is not a property. One location typically serves a group of properties in the same city or area.

Each location has four tabs:

• Daily Stock — current stock and 8-day demand forecast
• Event Log — every stock movement in chronological order
• History — chart of stock changes over time
• Settings — visible to managers only; configure city rules and property links

Use Log Event (top-right) to record any stock movement from any tab.

The Daily Stock tab shows five columns per item. IS is the current state; the other four are calculated for the selected day (today or any of the next 7 days):

• IS (current stock) — the physical stock at the location right now, built from the full event history. Click the number to edit it inline — this records a quick audit correction.
• Projected — the estimated running balance at the start of the selected day, after accounting for all prior days' dispatches and returns. Starts from IS and moves forward: subtract OUT, add IN, day by day. Use this to spot days where stock will run low before it actually happens.
• OUT (check-ins) — items that need to leave the depot for properties with arriving guests on the selected day. Calculated as: arriving guests × per-guest quantity.
• IN (check-outs) — items expected to return from departing guests. These are laundered and available from the following day.
• Delta — the shortfall or surplus for the selected day (OUT minus Projected). Green = surplus or exact; amber = short; red = critically short (Projected balance reaches zero on that day).

The catalog defines what you track. It is shared across all inventory locations. Navigate to Operations → Inventory → Catalog (Admin and Manager roles only).

The catalog has two tables: Categories and Item Types.

Categories are optional groupings — Linen, Towels, Consumables — each with a display colour. They help filter and organise long item lists.

Each Item Type has:

• Name — displayed in the stock table and event log
• Unit — counting unit, typically pcs
• Category — optional grouping
• Per guest — how many units one guest requires. This multiplier drives the OUT / IN calculation for every location that serves that item.
• Photos — optional reference images for staff

Example: Bath Towel with per guest = 2 and 6 arriving guests → OUT = 12.

Every stock change is recorded as an event — no number is ever overwritten. Open any location and click Log Event to open the two-step form: first choose the event type, then fill in item, quantity, and optional notes.

Four event types are available in the form:

• Full Physical Count — enter the actual quantity on hand; the system computes the delta automatically. Use this for regular stock audits.
• Delivery — new stock arriving from a supplier. Increases IS.
• Loss — items missing, damaged beyond use, or stolen. Decreases IS.
• Found — items discovered unexpectedly — a miscounted batch, a guest return. Increases IS.

Two additional event types — Checkout Out and Checkin Return — exist in the system and appear in the event log. They are recorded by integrations (not manually via the Log Event form).

The Event Log tab shows every stock movement in reverse-chronological order. Each row shows:

• Date and time
• Event type (colour-coded badge)
• Item
• Delta — green for increases, red for decreases
• Before → After quantities
• Who recorded it
• Notes

Badge colours: green for stock increases (Delivery, Found, Checkin Return), red for decreases (Loss, Checkout Out), grey for Audit Corrections.

The History tab charts all stock events over time per item. Use it to spot patterns — recurring losses, delivery gaps, or seasonal demand spikes.

Shrinkage of 5–15% annually is normal in STR laundry operations. Items get taken by guests, damaged in industrial laundry, or worn out. Logging Loss events consistently makes shrinkage visible and trackable rather than an invisible drain on stock.

The Settings tab is visible only to users with the Manager role. From there you can:

• Rename the location or update its address
• Assign a Coordinator as the responsible manager for that location
• Add or remove city rules — each linked city automatically includes all its qualifying properties in stock calculations
• Manually link individual properties not covered by a city rule

Inventory and the Coordination Task system work together. When the delta for an upcoming day goes negative, create a Delivery task and assign it to a team member to restock the location before the check-in date.

Post-checkout linen returns can be recorded as Checkin Return events when the cleaning task is completed, keeping IS up to date.