Complete Company User Guide

Stocktric helps your company track equipment, stock, kits, vehicles and maintenance in one place. This guide explains every function in small sections. Click a section below to expand it.

Logging In

1. Visit the Stocktric login page
2. Enter your registered email address
3. Enter your password
4. Click Sign In
5. If your company has enabled two-factor authentication, follow the extra step

Company Sidebar

After login the company sidebar is on the left. It contains links to Dashboard, Inventory, Kits, Pools, Users, Locations, Categories, Reservations, Maintenance, Vehicles, Calendar, Reports, Messages, Settings, Safety and more. The exact links you see depend on your role and permissions.

Top Navigation

The top bar has a search box, QR scanner icon, notifications bell, messages icon and your profile picture. Use these to move quickly between tools.

The Dashboard is the first screen after login. It gives a quick picture of everything happening in your inventory.

Quick Stats Cards

• Total Items — all items in the system
• Available — items that are free to use right now
• Checked Out — items currently with a user or at an event
• In Maintenance — items being repaired or serviced
• Damaged — items reported as broken or faulty
• Reserved — items booked for future dates

Recent Activity

This list shows the latest actions: items added, edited, assigned, checked out and returned. Click any activity to open the item.

Upcoming Reservations & Alerts

• Upcoming Reservations — equipment that is booked soon so you can prepare it
• Alerts — overdue checkouts, maintenance due, low stock warnings and safety items expiring

Customising the Dashboard

1. Look for the settings icon near the dashboard title
2. Tick or untick widgets you want to show or hide
3. Click Save

The Inventory page lists every item your company owns. It is the main place to add, find, edit, assign, filter and export items.

Toolbar Buttons

• Add Item — opens the new item form
• Import — upload a CSV file of items
• Export — download the current inventory as a CSV
• Print Labels — print QR labels for selected items
• View switcher — Table, Card, Spreadsheet

Common Inventory Columns

• Image/Icon — visual reference for the item
• Name — the item name
• SKU — a unique stock code
• Make/Model — manufacturer and model
• Category — the item category
• Import Source — where the item came from (new field)
• Verified — green or yellow icon showing if the data has been checked
• Location — current physical or user location
• Assigned To — user, kit or pool the item is linked to
• Quantity — how many units are available
• Status — available, reserved, checked_out, maintenance, etc.
• Actions — view, edit, assign, delete

There are several ways to add an item. The most common is the Add Item form.

Opening the Add Item Form

1. Go to Inventory
2. Click the Add Item button
3. A modal opens with tabs across the top

Basic Info Tab Fields

• Name (required) — the display name for the item
• SKU — stock code; leave blank to auto-generate
• Barcode — existing barcode if you have one
• Serial Number — manufacturer serial number
• Category — choose from existing categories or create a new one by typing
• Item Type — equipment, consumable, component, etc.
• Status — starts as available by default
• Condition — new, excellent, good, fair, poor, broken
• Quantity — how many units to create
• Description — longer notes about the item
• Icon / Image — choose an icon or upload a photo

Details Tab

• Make / Brand
• Model / Model Number
• Colour
• Size / Dimensions
• Weight
• Supplier
• Notes

Purchase & Value Tab

• Purchase Price
• Current Value
• Purchase Date
• Warranty Expiry
• Order Number

Tracking Tab

• Location — set directly or let it follow an assignment
• Assigned To — user, kit or pool
• Assignment Type — permanent, temporary, borrowed, loaned
• Import Source — where the item came from
• Verified — tick to mark the data as checked
• Maintenance Reminder — schedule the next service

Saving the Item

Click Save at the bottom of the modal. The item appears in the inventory list. If you set Quantity to more than 1, Stocktric creates the same number of items with auto-numbered SKUs.

Opening Item Details

1. Find the item in the inventory list
2. Click the eye icon on the row or the item name in card view
3. A details modal opens

Details Modal Sections

• Header — image, name, status badge and quick action buttons
• Summary — SKU, barcode, category, location, assigned to, condition
• Verification — verified or unverified icon with a one-click toggle
• History — checkout, maintenance and assignment timeline
• Documents / Photos — if any files are attached

Editing

1. In the details modal click Edit
2. Change any of the same tabs used when adding: Basic Info, Details, Purchase & Value, Tracking
3. Click Save Changes
4. Stocktric updates the item and refreshes the inventory table

Delete

At the bottom of the edit modal is a Delete button. Clicking it shows a confirmation. Deleted items are removed from inventory but their history may remain in reports.

The Inventory page has three ways to look at your data. You switch between them using buttons near the top of the page.

Table View

Default view. Rows show the most important fields. You can: resize columns, sort by clicking headers, select rows with checkboxes and use the assignment dropdown. Good for managing many items at once.

Card View

Grid of cards. Each card shows the image/icon, name, status, location and key details. Good for visual browsing and when you want to see pictures.

Spreadsheet View

Looks and behaves like Excel. Each row is an item; each cell is a field. You can click any cell to edit it. Changes save automatically when you press Tab or click outside. You can also format individual cells and use Find & Replace.

Search Box

The search box at the top of the Inventory page searches: item name, SKU, barcode, serial number, model number and supplier. Type at least two characters and the list updates automatically.

Filter Dropdowns

• Category — show only items in one category
• Location — show only items at one location
• Status — available, reserved, checked_out, maintenance, damaged, retired, lost
• Type — equipment, consumable, component, etc.
• Condition — new, excellent, good, fair, poor, broken
• Assigned To — items assigned to a specific user, kit or pool
• Verified — show only verified or unverified items

Clear Filters

Click the Clear Filters link or button to return to the full list. The page remembers your filter while you navigate away and back.

Selecting Multiple Items

1. In Table view, tick the checkbox on each row you want to affect
2. Use the header checkbox to select all visible rows on the page
3. If you loaded all rows using the page size, the header checkbox can select all items

Bulk Actions Menu

Once at least one item is selected, the bulk action bar appears. Choose from:

• Assign to User — bulk assign to one user with an assignment type
• Assign to Location — move selected items to a new location
• Change Status — set the status for all selected items
• Change Category — set one category for all selected items
• Print Labels — generate QR labels for all selected items
• Delete — delete all selected items after confirmation

What Happens After

Stocktric sends the action to the server, updates each item and refreshes the table. A message appears at the top telling you how many items were affected.

Every item can be linked to a user, location, kit or pool. Click the assignment arrow on any inventory row to open the assignment menu.

Currently Assigned Section

If the item is already assigned, the top of the menu shows the user name and email. Clicking the user opens a modal with that user's full details, assigned equipment count, kits, and options to edit or unassign them.

Assign to User

1. Click the assignment arrow on the row
2. Choose Assign to User
3. Search or pick a user
4. Choose the Assignment Type
5. Click Assign
6. The item's location becomes the user's default work location automatically

Assign to Location

1. Click the assignment arrow
2. Choose Assign to Location
3. Pick the location
4. Click Assign
5. The item is no longer linked to a user, kit or pool, only to that location

Add to Kit

1. Click the assignment arrow
2. Choose Add to Kit
3. Pick the kit
4. Click Add to Kit
5. The item's location becomes the kit's location

Add to Pool

1. Click the assignment arrow
2. Choose Add to Pool
3. Pick the pool
4. Click Add to Pool
5. The item's location becomes the pool's location

Unassign

• Unassign from User — removes the user but keeps the location unless you change it
• Remove from Location — clears the linked location

Location Sync

When a user's work location, kit's location or pool's location changes, every linked item's location updates automatically. This keeps the inventory accurate in real time.

Assignment types tell you how an item was given out. This is useful for tracking ownership, returns and responsibility.

• Permanent — the user or kit keeps the item indefinitely. Examples: company laptop, permanent tools.
• Temporary — short-term assignment with an expected return. Examples: hire equipment for a week, project gear.
• Borrowed — the item is borrowed by the user. Examples: a colleague borrowing a drill for the day.
• Loaned — the item is loaned out, often to another department or external party. Examples: loaner camera, demo equipment.

Where It Appears

The assignment type is shown in the inventory table, the assignment dropdown, the item details modal, the user details modal and in the CSV export. When you import items the column Assignment Type accepts permanent, temporary, borrowed, loaned and common short forms like perm, temp, borrow and loan.

Verified Status

Verified helps you know whether an item's data has been checked and trusted.

• Verified items show a green check icon
• Unverified items show a yellow warning icon
• By default new items and imported items are unverified
• You can toggle verified in the Add/Edit form, the item details modal, the spreadsheet or CSV import

Import Source

Import Source records where the item data came from. This is optional but useful when moving from an old system.

• Examples: Old Stocktric, Old Platform, Other Software, Manual Entry, Spreadsheet
• Appears in the inventory table next to the category
• Included in CSV export and import
• Can be edited on the item at any time

Exporting Items

1. Apply filters or search to the inventory list if you only want a subset
2. Click Export
3. Choose the format, usually CSV
4. The file downloads with all visible columns

Export Columns

The export can include: name, sku, make, model, model_number, serial, barcode, supplier, category, import_source, is_verified, location, assigned_to, kit, pool, quantity, status, condition, purchase_price, current_value, warranty_expiry, assignment_type, notes and more depending on your settings.

Importing Items

1. Click Import on the Inventory page
2. Download the CSV template to see the exact headers needed
3. Fill in your data using the same headers
4. Upload the CSV file
5. Review the preview screen. It shows how many rows will be added, updated or skipped
6. Click Import to apply the changes

Smart Import

• If a category, location, user, kit or pool in the CSV does not exist, Stocktric creates it for you
• Existing items are matched by SKU or Barcode and updated
• User assignments can be by user name or email
• Verified accepts Yes/No, True/False, 1/0, Verified/Unverified
• Assignment Type accepts the four main types and common synonyms

Find & Replace in the Spreadsheet view lets you bulk update text values just like Excel.

1. Switch to Spreadsheet View
2. Click the Find & Replace button
3. Enter the text you want to find
4. Enter the new text to replace it with
5. Choose a specific column, or leave it on Any text column
6. Optional: tick Selected rows only if you want to limit the change
7. The live counter shows how many matches were found
8. Click Replace All

Safety

Find & Replace is case-insensitive. Each matching item is saved through the API, so the change is permanent. Use Selected rows only if you want to avoid changing unexpected items.

The Spreadsheet view lets you format individual cells. This is saved per item and shown every time you open the spreadsheet.

1. Switch to Spreadsheet View
2. Click the cell you want to style
3. Click the Format Cell button
4. Tick Bold, Italic or Underline
5. Pick a Text Color
6. Pick a Background Color
7. Click Save
8. The cell updates instantly and the style is stored in the database

Clear Formatting

Click Clear in the Format Cell modal to remove all styles from the selected cell. Use this if you want to reset a highlighted value.

Kits are groups of items that are used together. They can be assigned, reserved and checked out as a single unit.

Creating a Kit

1. Go to Kits in the sidebar
2. Click Add Kit
3. Enter Kit Name
4. Enter a Kit Number or leave blank for auto-generation
5. Choose a Location
6. Enter a Description if needed
7. Assign the kit to a User or Pool if it is always with someone
8. Click Save

Adding Items to a Kit

1. Open the kit details page
2. Click Add Item
3. Search for the item
4. Click Add
5. The item's location is updated to the kit's location automatically

Managing Kits

• Edit — change name, number, location or assignment
• Remove Item — remove one item from the kit; it keeps its last location unless you move it
• Delete Kit — delete the kit; items are not deleted, they are just unlinked
• Checkout — give the whole kit to a user with a return date
• Reserve — book the kit for a future event

Pools are shared stock areas. Items in a pool can be taken out and returned by many users. Pools can also contain kits.

Creating a Pool

1. Go to Pools in the sidebar
2. Click Add Pool
3. Enter Pool Name
4. Choose a Pool Type
5. Set a Location
6. Assign a Manager if required
7. Click Save

Adding Items to a Pool

1. Open the pool details
2. Click Add Item or Add Kit
3. Select the item or kit
4. Confirm
5. The item's location updates to the pool's location

Using a Pool

• Users can reserve items from a pool
• Users can check out items from a pool
• Items are tracked until they are returned to the pool
• Pool managers can see what is currently out and who has it

The Users page lists every person in the system. It also shows how many items each user has, their work location and their role.

Adding a User

1. Go to Users in the sidebar
2. Click Add User
3. Enter Full Name
4. Enter Email — used for login
5. Enter Phone
6. Choose a Role — admin, manager, staff, viewer, etc.
7. Choose a Default Work Location
8. Add Department, Job Title and Address if needed
9. Set Active to ON or OFF
10. Click Save

Editing a User

1. Find the user in the Users list
2. Click Edit or click the user's name
3. Update any field
4. Leave the password field blank to keep the current password
5. Click Save
6. If you change the work location, all items and kits assigned to that user move to the new location

User Details from Inventory

Click a user's name from the inventory assignment dropdown to see: contact details, role, active status, assigned item count, assigned equipment list, assigned kits, and quick actions to unassign, reassign or edit the user.

Locations are the physical places where items can be. This can be an office, warehouse, vehicle, kit or user.

Adding a Location

1. Go to Locations in the sidebar
2. Click Add Location
3. Enter the Location Name
4. Add an Address or notes if needed
5. Click Save

Using Locations

• Every item has one Location
• Users have a Default Work Location
• Kits and Pools have a Location
• Changing a user's, kit's or pool's location moves the linked items automatically

Categories help you group similar items. Examples: Cameras, Laptops, Tools, Vehicles, Safety Equipment.

Adding a Category

1. Go to Categories in the sidebar
2. Click Add Category
3. Enter the Category Name
4. Choose a Parent Category if it should be nested
5. Click Save

Editing & Deleting

Click a category to edit its name or parent. You cannot delete a category that has items assigned to it. Move or reassign those items first.

Reservations let staff book equipment in advance. This stops double booking and helps plan for jobs.

Creating a Reservation

1. Go to Reservations in the sidebar
2. Click New Reservation
3. Choose a User who is reserving
4. Select one or more Items or Kits
5. Pick Start Date and End Date
6. Enter a Purpose or note
7. Click Submit

Reservation Statuses

• Pending — waiting for approval
• Approved — confirmed and booked
• Checked Out — item has been picked up
• Completed — item returned and reservation closed

Approving & Returning

• Managers can approve pending reservations from the Reservations page
• When the user collects the item, click Check Out
• When the item is back, click Mark Returned

The Maintenance page tracks repairs, servicing and routine checks for any asset.

Creating a Maintenance Ticket

1. Go to Maintenance in the sidebar
2. Click New Ticket
3. Select the Item or Vehicle that needs work
4. Write a clear Description of the issue
5. Set a Priority: low, medium, high, urgent
6. Assign a Technician if you want
7. Click Save

Maintenance Statuses

• Open — ticket is active
• In Progress — technician is working on it
• Awaiting Parts — waiting for components
• Resolved — work is complete

Tracking Costs

You can add parts, labour costs and notes to a ticket. The item's history keeps a record of every maintenance event. Reports can sum up maintenance costs by item, category or date range.

The Damaged Items page shows every item currently marked with condition broken or status damaged.

What You Can Do

• View the full list of damaged or broken items
• Click an item to open its details
• Create a maintenance ticket from the damaged item
• Repair and set the condition back to good, fair or excellent
• Retire or dispose of the item if it cannot be fixed

Marking an Item as Damaged

1. Open the item's details
2. Click Edit
3. Change Condition to broken or set Status to damaged
4. Add a note explaining what happened
5. Save

How QR Codes Work

Each item can have a unique QR code. Scanning it with a phone or camera opens the item details instantly. This is useful for quick checkouts, returns and lookups in a warehouse.

Scanning

1. Click the QR scanner icon in the top navigation
2. Allow camera access when the browser asks
3. Hold the QR code in front of the camera
4. Stocktric recognises the code and opens the item

Printing Labels

1. Open an item's details or select multiple items in the table
2. Click Print Label or Print Labels
3. Choose the label size
4. Click Print

Tips

• Print on sticky labels and attach them to equipment
• Use the scanner on a phone for mobile checkouts
• Keep the QR code flat and well-lit for faster scanning

The Vehicles page tracks company vehicles, machinery and mobile assets.

Adding a Vehicle

1. Go to Vehicles in the sidebar
2. Click Add Vehicle
3. Enter the Name and Registration
4. Add Make, Model, Year, Mileage
5. Enter MOT, Tax and Insurance expiry dates
6. Assign a default Driver or Location
7. Click Save

Vehicle Timeline

The Vehicle Timeline shows bookings, maintenance, reservations and trips for a selected vehicle. It helps you see when a vehicle is busy or due for service.

Events let you reserve multiple items, kits and vehicles for a job, shoot, project or meeting.

Creating an Event

1. Go to Events in the sidebar
2. Click New Event
3. Enter the Event Name
4. Pick a Start Date and End Date
5. Choose a Location
6. Add Items, Kits and Vehicles
7. Assign Staff or users
8. Click Save

Event View

The event page shows everything booked for that event. You can edit it, extend dates, add more equipment or mark it as complete when the job is done.

The Calendar gives a visual overview of reservations, events, maintenance and vehicle bookings.

Views

• Month — see everything at a glance
• Week — see detailed day-by-day bookings
• Day — see every event in one day

Interacting

• Click an event to open its details
• Click a day to create a new event or reservation
• Filter by user, location or resource type

Reports help you understand how your inventory is being used.

Available Reports

• Inventory Value — total purchase and current value by category
• Checkout History — who has checked out what and when
• Maintenance Costs — spend on repairs and servicing
• Overdue Items — items not returned on time
• Low Stock — consumables below minimum levels
• Usage by User — who uses the most equipment

Using Reports

1. Go to Reports
2. Pick a report from the list
3. Apply date, category, location or user filters
4. Click Generate
5. Download as CSV or PDF if needed

The Messages page is an internal messaging tool for staff to talk about items, reservations and maintenance.

Sending a Message

1. Go to Messages
2. Click New Message
3. Choose one or more recipients
4. Write the message
5. Optional: link an item, reservation or maintenance ticket
6. Click Send

Notifications

New messages appear in the top navigation bell. Click the bell to see the latest notifications without opening the full Messages page.

Permissions control who can see and do what in Stocktric. Admins and managers usually manage this.

Default Roles

• Admin — full access to everything
• Manager — can manage inventory, users and reservations
• Staff — can check out, reserve and update items they use
• Viewer — can see inventory but cannot edit

Custom Roles

1. Go to Permissions
2. Click Add Role
3. Enter a Role Name
4. Tick the actions this role can do
5. Click Save

Assigning Roles

When you add or edit a user, choose their role from the dropdown. The user's permissions update immediately after saving.

The Safety section is for safety-critical equipment. It helps you record inspections, checks and certifications before equipment is used.

Safety Pages

• Safety Categories — create check categories like Fire, PPE, Lifting
• Safety Items — mark which items need safety checks
• Safety Maintenance — record safety-related servicing
• Safety Reservations — ensure reserved items are safety-cleared
• Safety Reports — view checks, failures and certificates

Doing a Safety Check

1. Go to the relevant Safety page
2. Click New Check or Record Check
3. Select the item or category
4. Answer the safety questions
5. Attach photos or certificates if needed
6. Mark as Pass, Fail or Needs Action
7. Save

Settings is where admins set up the company account, defaults and rules.

Company Settings

• Company Name and Logo
• Default Currency
• Default Location
• Checkout Rules — whether approval is needed
• Maintenance Reminders — how many days before due to warn
• Email Notifications — who gets alerts

Data Management

• Manage categories, locations and custom fields
• Configure item status and condition options
• Set barcode/QR label sizes
• Back up data or export everything

Your profile is where you control your own account and preferences.

Profile Fields

• Full Name
• Email
• Phone
• Work Location
• Profile Picture

Changing Password

1. Click your name in the top right
2. Choose Profile
3. Click Change Password
4. Enter your current password once and new password twice
5. Click Save

Notification Preferences

Choose which emails and pop-ups you want: reservation approved, item overdue, maintenance due, new message, etc.

• Mark items as Verified after you have checked their data
• Use Import Source to remember where migrated data came from
• Assign items with an Assignment Type so you know if they are permanent, temporary, borrowed or loaned
• Bulk import your old spreadsheet to save time during setup
• Print QR labels for every asset to speed up checkouts
• Use Spreadsheet View for fast bulk edits and formatting
• Check the dashboard every morning for overdue and maintenance alerts
• Set maintenance reminders to avoid missed services
• Use pools for shared consumables and kits for bundled equipment
• Reserve equipment early to prevent double booking

Need More Help?

If a feature is not listed or you want training, visit the FAQ or contact support. This guide is updated as new features are released.