Inventory Management

Growth+This feature requires the Growth+ plan or higher

EquipDash lets you track stock quantities for your store products so you always know what is available, what is running low, and what has sold out. Inventory tracking is optional -- you can enable it per product depending on your needs.

Inventory Tracking Types

EquipDash supports two inventory tracking methods. You choose the type when creating or editing a product.

Group-Level Tracking

Group-level tracking maintains a single stock count for the product (or per variation). This is best for generic items where individual units are interchangeable.

• How it works: A simple number represents how many units you have in stock.
• Stock adjustments: Add or subtract quantities with a reason for the change.
• Best for: T-shirts, accessories, consumables, and other items where tracking individual units is not needed.

Item-Level Tracking

Item-level tracking creates an individual record for each physical unit in your inventory. Each item gets a unique identifier and can optionally have a barcode assigned.

• How it works: Each unit is a separate inventory item with its own identifier (e.g., "HELMET-001", "HELMET-002").
• Stock is calculated automatically: The stock count equals the number of active inventory items.
• When items are sold: Individual items are soft-deleted (marked as removed) rather than permanently deleted, preserving the audit trail.
• Best for: High-value items, serialised goods, items with barcodes, or anything you want to track at the individual unit level.

tip

If you are unsure which type to choose, start with Group tracking. You can switch to item-level tracking later if you need more granular control.

Enabling Inventory Tracking

Inventory tracking is configured on each individual product:

1. Go to Store > Products and open the product you want to track.
2. Click Edit Product.
3. Navigate to step 3 (Additional Details).
4. Toggle Track inventory on.
5. Select the Tracking type (Group or Item).
6. Click Update Product.

Once enabled, the Inventory tab appears on the product detail page where you can manage stock levels.

EquipDash will:

• Display stock status on the product detail page and store widget.
• Prevent customers from purchasing more units than are in stock (unless backorders are allowed).
• Automatically reduce stock when products are sold through bookings or the widget.
• Flag products as "Out of Stock" when the quantity reaches zero.

info

If you do not enable inventory tracking, the product is treated as having unlimited stock. This is useful for digital goods or made-to-order items where stock limits do not apply.

Inventory Tab Overview

Once inventory tracking is enabled, the product detail page shows an Inventory tab with:

• Stock summary cards showing the current stock quantity (and per-variation stock if applicable).
• Add Stock and Adjust Stock buttons for group-level tracking, or Add Items for item-level tracking.
• Inventory Log showing all stock changes with timestamps and reasons.

Stock Statuses

Products with inventory tracking display one of the following statuses:

Status	Meaning
In Stock	Stock quantity is above the low stock threshold
Low Stock	Stock quantity is at or below the low stock threshold but above zero
Out of Stock	Stock quantity has reached zero

These statuses are visible on the product table, the product detail page, and the store widget.

Adjusting Stock (Group-Level)

For products using group-level tracking, you can adjust stock from the Inventory tab.

Adding Stock

For quickly increasing stock:

1. Open the product detail page and go to the Inventory tab.
2. Click Add Stock.
3. If the product has variations, select the Variation to add stock to.
4. Enter the Quantity to add.
5. Click Add Stock.

Adjusting Inventory

For better record-keeping (adding or removing stock with a reason):

1. Open the product detail page and go to the Inventory tab.
2. Click Adjust Stock.
3. If the product has variations, select the Variation to adjust.
4. Enter the Quantity change:
   • Use a positive number to add stock (e.g., 5 for a restock).
   • Use a negative number to remove stock (e.g., -3 for damaged items).
5. Enter a Reason for the adjustment (e.g., "Stock received", "Damaged items").
6. Click Save Adjustment.

tip

Always use the Adjust Stock option rather than Add Stock when possible. Adjustments are logged with a timestamp, the user who made the change, and the reason -- giving you a complete audit trail.

Managing Inventory Items (Item-Level)

For products using item-level tracking, you manage stock through the Inventory Items table on the product detail page.

Viewing Inventory Items

1. Open the product detail page and go to the Inventory tab.
2. The Inventory Items table shows all items with their:
   • ID -- The system identifier.
   • Identifier -- The unique name or serial number for the item.
   • Variation -- Which variation the item belongs to (if applicable).
   • Actions -- Edit, delete, and barcode buttons.

You can search items by identifier and filter by variation.

Adding Inventory Items

1. Click Add Items on the Inventory tab.
2. If the product has variations, select the Variation.
3. Enter the Quantity of items to add.
4. Optionally enter an Identifier prefix (e.g., "WIDGET"). Items will be numbered automatically (e.g., "WIDGET-1", "WIDGET-2").
5. Optionally toggle Add barcode? on to automatically create barcodes for the new items.
6. Click Add Items.

The product's stock quantity updates automatically to reflect the total number of active items.

Editing an Inventory Item

1. Find the item in the Inventory Items table.
2. Click the Edit icon (pencil icon) to update the item's identifier.
3. Click Save Changes.

Removing an Inventory Item

1. Find the item in the Inventory Items table.
2. Click the Delete icon (trash icon) on the item row.
3. Confirm the removal.

The item is soft-deleted (marked as removed) and the stock count decreases. Soft-deleted items are preserved for audit purposes.

Barcodes on Inventory Items

Each inventory item can have a barcode assigned for scanning:

1. Find the item in the Inventory Items table.
2. Click the Barcode icon to add, edit, or view the barcode.
3. You can scan an existing barcode or manually enter a barcode value.

Inventory Log

Every inventory change is recorded in the product's inventory log, shown at the bottom of the Inventory tab.

The log table shows:

Column	Description
Date	When the change occurred
Type	The type of change (e.g., Sale, Adjustment)
Change	The quantity change -- green for additions, red for removals
After	The resulting stock level after the change
Reason	The reason for the adjustment (if provided)

If the product has variations, an additional Variation column shows which variation was affected. For item-level tracking, an Item column identifies the specific item.

Variation-Level Inventory

When a product has variations (e.g., sizes or colors), stock is tracked independently per variation:

• Each variation has its own Stock card on the Inventory tab, plus an All Variations card showing the total.
• Adjustments are made per variation, not at the product level.
• A variation can be out of stock while other variations of the same product remain available.
• For item-level tracking, each inventory item is assigned to a specific variation.

Low Stock Alerts

EquipDash can flag products that are running low so you know when to reorder.

Setting the Low Stock Threshold

The low stock threshold is a global setting that applies to all store products:

1. Go to Settings > Store.
2. Set the Low Stock Threshold value (e.g., 5).
3. Click Update.

When a product's stock reaches or falls below this number, it will be flagged as "Low Stock" on the product table.

tip

Choose a threshold that gives you enough time to reorder. If your supplier takes two weeks to deliver, set the threshold to cover two weeks of typical sales.

Backorders

By default, customers cannot purchase products that are out of stock. You can change this by enabling backorders.

Enabling Backorders

1. Go to Settings > Store.
2. Toggle Allow Backorders on.
3. Click Update.

When backorders are enabled:

• Products can be sold even when stock is at zero.
• Stock quantities can go negative to indicate backorder quantities.
• Customers will still see that the product is out of stock, but they will be able to proceed with the purchase.

caution

Enabling backorders means you are committing to fulfilling orders even when you do not currently have stock. Only enable this if you have a reliable restock process in place.

How Stock Changes Happen

Stock quantities change automatically in the following situations:

Event	Stock Change
Product sold via widget checkout	Decreased by quantity purchased
Product added to a booking via POS	Decreased by quantity added
Booking canceled or product removed from booking	Increased (stock returned)
Manual inventory adjustment	Increased or decreased by specified amount
Inventory item added (item-level)	Increased by 1 per item
Inventory item removed (item-level)	Decreased by 1 per item

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Related Guides

• Creating Store Products -- Setting up inventory tracking when creating a product.
• Managing Store Products -- Product management.
• Product Variations -- Tracking stock per variation.
• Store Settings -- Configuring low stock threshold and backorders.
• Adding Store Products to Bookings -- How stock is affected by POS sales.