Inventory

Inventory tracks reusable gear your org sends to events: instruments, backline, production gear, merch kits, signage, or sponsor-provided assets. Keep one shared list, assign items to gigs, and see what’s free for the next show.

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Open inventory

1. In the sidebar, open Show prep → Inventory (Team plan).
2. Search or filter items.
3. Select an item to view or edit it.

Owners and admins manage inventory.

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Get started fast

• Add from pack: pick a starter pack for your kind of business (production, band, DJ, venue, producer, or a general kit) or an add-on pack (vocal mics, stage power and cabling, lighting basics). Edit quantities, untick what you don’t own, then add it. Items you already have are skipped, so applying two packs never duplicates gear. The setup checklist links straight to the picker.
• Import: upload a spreadsheet, paste rows from one, or download the CSV template. Uploads and pastes open the import review, so nothing is saved until you confirm it.

An empty inventory offers both.

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Inventory records

Each item carries:

• Name and description
• Category or type
• Availability status and condition notes
• Location notes, or a quantity per stock location
• Tracking: bulk (a count) or serialized (one record per unit)
• Kit type: a case that carries its contents, or a bundle with no stock of its own
• Serial number, manufacturer, and model
• Case type, case dimensions, and weight, for load planning
• Replacement cost and daily rental rate
• Its current assignments and available quantity

The available quantity is what’s free today. Gear booked only for a future gig still counts as available today; use the item’s Availability section to check other dates.

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Stock locations

Select Locations at the top of Inventory to add warehouses, shops, or trucks. Mark one as the default and new bookings ship from it. Archiving a location hides it from pickers and keeps its history. On a bulk item, Stock by location splits the total between locations. Anything left over shows as Unallocated. Filter the inventory list by location to see what each one holds.

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Serialized units

Set Tracking to Serialized for gear you track piece by piece. The item’s Units section lists every unit with its serial, asset tag, status, and location. Add one unit, or add several at once with an optional serial prefix (SM58-001, SM58-002, …). The item quantity follows its units: units marked retired or lost drop out of the count, and units in maintenance can’t be booked.

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Kits, cases, and accessories

Set Kit type to Case for a road case that holds other items, or Bundle for a set you book as one line. In the item’s Contents and accessories section, add the items inside the kit and how many of each per kit.

• Booking a kit books its contents with it. Contents can’t be removed on their own; change the kit booking instead.
• Accessories are offered as checkboxes when you add the item to a gig.
• A kit can’t contain another kit.

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Availability by date

Bookings hold gear only over their dates. The item’s Availability section takes a date range, and optionally a location, and shows capacity, the peak booked on any day, what’s free, and every other booking that overlaps.

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Assigning items to a gig

Assign and return gear from the item’s record in the directory: pick the gig, set a quantity, the location it ships from, and (optionally) a due date. Each open booking on the item record has:

• Pick (serialized items): choose which units go out, up to the booked quantity. A unit can’t be on two overlapping bookings.
• Ships from: move the booking to another location.
• Return: mark it back and choose where it lands. Stock moves to that location.

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Gear list on the gig

Every gig has a Gear tab: the packing list for that show, built from your inventory.

1. Open the gig and select Gear.
2. Pick an item and a quantity, then select Add to gear list. The picker shows what’s free over this gig’s dates, not today. If the item isn’t in inventory yet, type its name and choose Add ”…” as a new item. Soundcheck creates the inventory record for you. Choose where it ships from (the default location is preselected), and tick any accessories you want with a kit.
3. On load-out, tick Out as each item is packed. After the show, tick In as it comes back.

The progress bars show how much has packed out and how much is back. In stays locked until an item is out, and Out stays locked while an item is in, so untick In first to correct a mistake. Ticking In is the same as returning the item: it frees that quantity for the next gig. The trash icon takes an item off this gig’s list without touching the inventory record. Kits show their contents nested under them. When another gig has the same gear booked over overlapping dates, the row shows how many are short and which gig holds them, and a banner at the top counts the short items. Add a pack drops a whole starter pack onto the gig: it adds any items you don’t have yet, then books them. Items that are short are reported instead of failing the whole pack. Duplicating a gig copies its gear list with every item unpacked, so a standard kit carries from show to show.

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Directory actions

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Related pages