How to set up inventory?

How to set up inventory?

Overview

The Inventory module is designed to help you manage physical assets lent to participants and their return. To keep your dashboard organized, Jumbula allows you to categorize items into groups (such as Textbooks or Sports Gear). The system ensures that every item is tracked from checkout to return, preventing loss and maintaining asset condition.

Who is involved?

  1. Admins: Responsible for creating inventory groups, adding items, recording checkouts, and inspecting items upon return.
  2. Participants: The individuals borrowing the items who are responsible for their care.

Before you begin

✅ Requires admin-level access.
✅ Setup is done in the NG (Next Generation) Admin dashboard.

Description of steps

Creating inventory groups

Before adding individual items, you should create groups to keep your inventory organized.
Navigate to the NG dashboard > More > Inventory. The Inventory groups page displays a table of your existing categories.



To establish a new category, click the Add group button located above the table. Enter a name for the category, then save the group.


Adding inventory items

Once your groups are set up, you can populate them with specific assets. Click on Add inventory Item within your chosen group.
Fill out the form with your assets' information, quantity, and condition. Click Save to add the item to your library.



Assigning an item (checkout)

When a participant is ready to borrow an item:
  1. Locate the specific item in your inventory list.
  2. Select the Assign to borrower option.

  1. Search for the participant's name and link the item to their profile.
  2. Within the pop-up window, specify both the date the item was borrowed and the date it is due to be returned.
  3. Note the condition at checkout to ensure accountability.
  4. Click Save

4. Processing returns and restocking

Locate the specific item in your inventory, then select Submit return. In the resulting pop-up window, choose the participant returning the asset, specify the Return date, and include any relevant notes regarding the item's condition before clicking Save.




Info
Inspect the condition: Update the status (e.g., from "Excellent" to "Fair") if there is new wear and tear.
Once the return is finalized, the Quantity will be updated and can be assigned to the following user.