IN THIS ARTICLE:
Overview
Inventory within Rosterfy allows administrators to manage all items required to be allocated to their users.
This can include certificates, merchandise, event kits, uniforms, and accreditation.
This power module can be used with automations as well as our Vendor Module, allowing non-admins to have a separate portal to distribute the required items to users.
Inventory Management is made up of a number of parts, including:
Items
Bundle Templates
Bundles
Bundle Items
Locations
Vendors
Note: A number of settings and permissions will need to be enabled to be able to use inventory and the vendor portal to it's full potential. Reach out to your Customer Support Manager for assistance with this module.
Creating Items
The first step in setting up inventory is creating your required items in Rosterfy, such as certificates, uniforms / merch and vouchers.
Check out the Creating Items article for instructions on adding items.
Creating Bundle Templates
Once the items have been created, the next step is to set up Bundle Templates. A Bundle Template outlines the specific items that administrators can include within a predefined bundle, which will later be distributed to volunteers.
Check out the Bundle Templates article for instructions.
Assigning Inventory to a Location
Now that the Bundle has been defined, the next step is to allocate the created items to a location.
In Rosterfy, you can maintain multiple locations, each with its own stock levels. When bundles are distributed, the system will draw from the stock available at the assigned location.
Check out the Assigning Inventory to a Location article for instructions.
Assigning Bundles to Users
Now that we’ve defined the items in the inventory, outlined which items make up each bundle, and determined how these items are distributed across locations, we can now allocate bundles to users.
Check out the Assigning Bundles article for more information and instructions.
Pack the Bundle Items
Packing the Bundle Items can be managed using the bundles listing.
Now that the bundle template is assigned to the user it can be packed and labelled.
The newly created Bundle contains all the intended items and the variants appropriate for the user, though it may be changed (for instance, the user might request a larger fit for this event, or stock for that size has run out).
To aid in the real-life packing of Bundles, we provide two PDF printouts.
Packing list: a list of all the items required for a Bundle, so that pickers may go into a warehouse and collect all the necessary items.
Bundle label: Small labels intended to be printed onto A4 sticker sheets so that they can be stuck to the Bundle in the real world. Typically, this will be a box or a backpack. The label displays the user’s name and the Role (if relevant).
Creating a Vendor
In Rosterfy, a vendor accesses a simplified portal that allows them to identify volunteers or users using a QR code or keyword search, and distribute the bundles they are entitled to.
Before distribution can occur, a vendor must first be created.
Check out the Vendor Module article for instructions on creating a Vendor.
Logging into Vendor Portal
To log into the Vendor Portal, copy the URL from the bottom of the Vendor update screen, as per the example shown.
Note: The vendor portal URL is unique to your organisation.
Distributing Bundle Items via Vendor Portal
Items can be distributed either by scanning the barcode or by entering the SKU in the search box. Once a valid item is scanned, a confirmation alert appears in the pop-up, indicating success, and the SKU along with relevant information is recorded.
For more information on distributing bundle items, check out the Vendor Portal - Overview article.
Reporting
Admins can export a report of all Location Items (ie. the item stock at every location), which contains columns to help expose any items or specific variants that are expected to run out if all current bundle requests are filled.
Navigate to the Reports tab to create this report.
Inventory Module - Frequently Asked Questions
1. Can I sort the items in my Inventory?
Yes! When you create an Item there is a field Sort Order that allow you to control how your items are arranged and displayed.
To set the sort order, follow these simple steps:
In the admin console, navigate to Users > Rewards & Recognition.
Swap to the Items tab.
Either search for/locate the item you wish to update or click Create to add a new item.
Locate the field, Sort Order.
Enter a number to determine its position. (Sort order is based on lowest numbers first.)
The Items list page has an additional column you can add to your view, Sort Order, to allow you to easily display and manage the arrangement of items.
This will ensure the more important items are always displayed first and helps remove admin workarounds.
2. How can I update the status of a Bundle?
When updating the status of a bundle through either the bundle list view or the bundle update view, if the items have not been distributed or voided, all items sharing the same status as the bundle will also be updated to reflect the new status, provided there is adequate stock available.
The item listing will need to be refreshed to display these updated statuses.
In cases where stock is insufficient, the administrator will receive a stock warning. If the administrator has the necessary permissions, they can override this limitation, allowing the stock count to go into the negative.
To update a status of a bundle, follow these simple steps:
In the admin console, navigate to Users > Rewards & Recognition.
Swap to the Bundles tab.
Search for or locate the bundle you would like to update, click More Actions > Update / View Items.
Update the Status field, as required.
Once finished, click Save.
3. Can I update the naming of the Inventory Terms?
Administrators are able to update the terminology used for Inventory.
This can be updated by navigating to Settings > Terminology > Reward & Recognition.
4. Are Bundles visible against the User?
When visiting the User Profile page, as an Admin, a bundles tab will be visible.
The tab will display a list of all bundles for the current User, including the:
Pack
Status
Collection Date
Note: You will need to have Inventory Bundles permission enabled to see this tab.
5. Can I bulk update Bundle items?
Within the Actions menu in the Bundle Items tab of Rewards & Recognition, is an option to perform Bulk Update Bundle Items.
A popup window will appear with the following fields:
Rewards & recognition Item: Select which item you want to update.
Status: Set the status for the item, so long as adequate stock is available.
Apply To: Set the variant for selected items, provided those items allow for the chosen variant option, have sufficient stock available and the item is not already dispatched.
Note: Only the relevant variant options will display for the selected bundles. However, in certain situations, such as when a mix of packs is selected or no rows are chosen, a larger number of variations may be shown for potential updates.
Also, if there is not enough stock to allow the update, any errors will be shown to the admin.
6. Can I bulk update Variants?
Within a Bundle, admins have the ability to update item variants in bulk.
A popup will appear, showing the standard items for the selected Pack, here you will be able to set new variants.
On save, if there are any stock limits, the admin will be shown a list of any errors, any items that have already been distributed will be skipped.
7. Can I import inventory serial numbers?
Item serial numbers can be imported into Rosterfy, in bulk for inventory items.
To do this, update an Item and swap to the Serials tab, select the Actions menu and select Import Serials.
Note: The serials tab will only be displayed for items that have the Has Serial option selected.