Room Inventory Management

Track supplies, amenities, and equipment across your property with HelloShift's Inventory system. Monitor stock levels, get automatic low-inventory alerts, and keep rooms properly stocked.

Overview

The Inventory system helps you:

• Track items by location - Organize supplies by room, storage area, or department

• Set par levels - Define minimum stock thresholds for each item

• Get automatic alerts - Receive tasks when inventory drops below par

• Update from mobile - Adjust counts on the go with +/- buttons

• Filter and search - Find items by type, location, or name

Accessing Inventory

From the Sidebar (Desktop)

1. Click Apps in the left sidebar to expand the section

2. Click Inventory

3. You'll see a list of all inventory items with current stock levels

From a Room Page (Mobile)

When viewing a specific room on mobile:

1. Open the room from Housekeeping

2. Tap Room Inventory in the footer actions

3. View inventory items filtered to that room's location

From the Mobile Menu

1. Tap the menu icon in the mobile header

2. Select Inventory from the menu

3. View all inventory items across locations

Adding Inventory Items

Creating a New Item

1. Go to Apps > Inventory

2. Click New Item

3. Fill in the item details:

4. Click Add Inventory Item

Adding Items from a Room

When you're viewing a room and want to add an item for that room:

1. From the room page, tap Room Inventory

2. Tap New Item

3. The Location field auto-fills with the room number

4. Complete the item details and save

Updating Inventory Counts

Quick Update (Desktop)

1. Go to Apps > Inventory

2. Find the item in the list

3. Click the pencil icon next to the current count

4. Enter the new quantity

5. Click Save

Mobile Update with +/- Buttons

1. Open Inventory from the menu or a room page

2. Tap the item's current count

3. Use the + and - buttons to adjust

4. Tap Confirm to save the change

Low Inventory Alerts

How Alerts Work

When an item's inventory count drops below its par level:

1. The item appears in the Low Inventory filtered view

2. The item row shows with a red/danger background

3. If an Owner is assigned, HelloShift creates a task:

   • Task subject: "Low inventory, order X items"

   • Assigned to the item's owner

   • Links to the inventory item for easy access

Viewing Low Inventory

1. Go to Apps > Inventory

2. Click the Low Inventory tab

3. View all items that need restocking

The sidebar also shows a badge count of low inventory items next to the Inventory link.

Resolving Low Inventory Alerts

When you restock an item:

1. Update the inventory count to be at or above par

2. The low inventory task automatically marks as complete

3. The item moves out of the Low Inventory view

Filtering and Searching

Filter by Type

1. Click the Type dropdown

2. Select an item type (Amenities, Linens, etc.)

3. View only items of that type

Filter by Location

1. Click the Location dropdown

2. Select a location (room number, storage area)

3. View only items at that location

Search by Name or Number

1. Enter search text in the search field

2. Click Search

3. Results show items matching name or item number

Clear Filters

Click clear next to the search to reset all filters.

Item Types

HelloShift suggests common item types, or you can create your own:

When you enter a new item type, it becomes available in the dropdown for future items.

Managing Inventory Items

Editing Items

1. Click the edit icon (pencil) next to any item

2. Update the item details

3. Click Update Inventory Item

Archiving Items

When you no longer stock an item:

1. Click the archive icon next to the item

2. Confirm the archive

3. The item is removed from active inventory

Archived items aren't deleted - they're preserved for historical reference.

Restoring Archived Items

1. Search for the archived item

2. Click the unarchive icon

3. The item returns to active inventory

Inventory from Room Context

Viewing Room-Specific Inventory

When you access inventory from a room page:

1. Items are automatically filtered to that room's location

2. The header shows "Room [Number] Inventory"

3. New items default to that room's location

This makes it easy for housekeepers to:

• Check what amenities should be in the room

• Update counts after restocking

• Report missing items

Using Inventory During Cleaning

A typical workflow:

1. Cleaner opens assigned room on mobile

2. Taps Room Inventory to see expected items

3. Verifies amenities are stocked

4. Adjusts counts for any items used or added

5. Low inventory items trigger reorder tasks

Best Practices

Setting Par Levels

• High-use items (toilet paper, shampoo): Set par higher to avoid frequent restocking

• Room-specific items (minibar): Set par per room based on typical usage

• Shared storage: Set par based on property-wide daily needs

Organizing by Location

• Use consistent location names (e.g., "101", "102" not "Room 101", "Rm 102")

• Create logical locations for shared storage ("Floor 1 Closet", "Main Storage")

• Assign room-specific consumables to each room

Assigning Owners

• Assign items to the person responsible for ordering

• Use department heads for bulk ordering

• Assign room items to housekeeping supervisor

Troubleshooting

Low inventory task not created

• Verify an Owner is assigned to the item

• Check that inventory count is actually below par

• Ensure the item status is "active" (not archived)

Can't find an item

• Check if the item is archived

• Clear any active filters

• Search by item number instead of name

Inventory button disabled on room page

• No inventory items exist with that room as the location

• Add items for that room location to enable the button

Wrong items showing for a room

• Check the Location field on items

• Location must exactly match the room name/number

• Update item locations if room names changed

Related Articles

• Room Assignment System - Assign rooms to cleaners

• Housekeeping Time Tracking - Track cleaning duration

• All About Housekeeping - Complete housekeeping overview