Inventory, supplies and maintenance

What's on the shelf, what rooms need and what's broken, kept in one place, and the notifications these lists don't send.

For directors, assistant directors and teachers

Where it lives

All three are tabs on the Operations screen. Directors open it from More → Operations, subtitled Inventory, supplies & maintenance. Teachers can use the screen too, but that More row is only shown to director-level staff, so teachers reach it by tapping the search icon and searching for Operations or Inventory.

The tabs are Overview, Inventory, Supplies and Maintenance, plus Equipment where your center has it (see Equipment and asset tracking). If Inventory and Supplies are missing, your center may have them turned off.

Inventory

Two tiles sit at the top: Items, and Below par. An item is below par when what's on hand is at or under its par level, and it's tagged Low Stock. Tap the below-par tile to show only those items, and again to clear the filter. You can also narrow the list by room or vendor.

Director-level staff add items with + in the header, Add item, or Scan to add on a device with a camera. Each item has:

• Room — where it's kept, or All rooms for shared stock.
• Supply name — Scan Barcode to Autofill fills it from the product barcode.
• Unit, On hand and Par level. Set par at the point you need to reorder, allowing for delivery time, not the amount you'd like to have.
• Vendor (optional) — Quill, Costco (Kirkland), Amazon, Walmart, Target or Other.
• Reorder link (optional), Notes and Product photo (optional).

Add the photos. Staff find the right box on a shelf faster from a picture than from a name. Teacher-level staff see the list, counts and photos, but only director-level staff can add or edit items.

Reordering

Each item has Reorder, which opens Quick Reorder for a Quantity to order and a Supplier / vendor, and Print Label. Print Bin Labels prints a label for every item. Put them on the bins and anyone on staff can use Scan to reorder to raise a request from the shelf.

A reorder request is a note that something needs buying, not an order. The item shows Reorder Pending; RoundUp doesn't buy anything or contact the vendor. Open reorder link takes whoever does the buying straight to the product page.

You may also see Bin Monitor and Bin Alerts. The monitor can't yet judge how full a bin is from the camera, so don't treat its alerts as a stock count. If one appears, look at the shelf, then clear it with Acknowledge or Acknowledge + Reorder.

Supply requests

Supplies is a board of what rooms need. Anyone on staff can tap + to open New Request, enter the Room, Item and Quantity needed, with an optional Description and Example link, and tap Post. Supply Request on the Overview tab opens the same board. Staff can Delete a request once it's sorted.

Families can't see this board, and nobody can claim an item from it yet, so a request stays open until someone deletes it. When you want families to send something in, ask them directly, for example with a calendar event (see Calendar, events and conferences).

Maintenance

Maintenance is where facility problems get written down. Anyone on staff taps + to open Report Issue:

• Title and Description — what's happening and since when.
• Category — Plumbing, Electrical, HVAC, Furniture, Appliance, Pest, Safety, Cleaning, Grounds or Other.
• Priority — Low, Normal, High or Urgent.
• Room (or Common area) and Specific location (optional).
• This issue blocks classroom use — tick it when a room can't be used. The request shows Blocks classroom use in red.

Filter the list with Open, In progress, Resolved and All. Director-level staff move requests along: Take marks one In progress, and Resolve asks for Resolution notes before Mark resolved. Teachers can report and read requests but not change them.

Write the resolution note for someone reading it in a year: what was done, by whom, and whether it needs watching. A licensor asking about a gate latch wants the date it was fixed, not done.

Nothing here notifies anyone

More: All director guides