Marketplace & Partners

The InventoryArts Marketplace allows you to browse products from verified vendors and add them directly to your requests or purchase orders.

Benefits

• Direct Integration: No need to copy/paste URLs or prices from external websites.
• Live Pricing: Prices are updated by the vendors in real-time.
• Streamlined POs: Creating a PO for a Marketplace item auto-fills all vendor shipping and contact data.

How to Shop

1. Click Marketplace in the side navigation.
2. Search for items (e.g., "Marimba Mallets").
3. Click Add to Priority List. This places the item in your "Requests" tab for budget approval.
4. When ready to buy, simply approve the request and generate the PO. The system handles the rest!

Managing Inventory

Your inventory list is the heart of the system. You can add items manually, clone existing items, or import them in bulk.

Viewing & Filtering

The Inventory List is powerful. Use the "Show Filters" button to narrow down items by Brand, Location, or Category.

New: You can now toggle columns on and off using the "Columns" dropdown and sort by any field, including Custom Fields, by clicking the table headers.

Adding an Item

Click "Add New Item" in the top navigation. You will be asked to fill out standard details like Brand, Model, and Serial Number.

Bulk Actions

Need to move 50 items to "Storage" at once? Go to the inventory list, click "Bulk Edit", and use the checkboxes to select items.

You can also use the "Select All Matching" link to edit items across multiple pages (e.g., "Select all 500 items in the 'Brass' category").

Loans & Borrows

Performing arts organizations constantly share resources. We make it easy to track what goes out and what comes in.

• Loaned Out (Outgoing): When a student takes an instrument home. Enter the "Loaned To" name and Due Date.
• Borrowed (Incoming): Track items you have rented from others. These are excluded from your asset value metrics but tracked for return dates.

Maintenance & Repairs

Keep track of repairs, costs, and service history for every item in your inventory.

Logging a Repair

1. Go to the Item Detail page for the broken item.
2. Scroll down to the Maintenance & Repairs section.
3. Enter the issue description, estimated cost, and status (e.g., "In Shop").

The system will keep a permanent history of every repair, allowing you to see the "Total Cost of Ownership" for an instrument over time.

Requests & Priorities

Stop using sticky notes for wish lists. Use the Request Item tool to build a data-driven budget.

The MoSCoW Method

Every request is assigned a priority to help administrators make budget decisions:

• Must Have: Critical for operation (e.g., broken reeds, lost music).
• Should Have: Important but not vital immediately.
• Could Have: Desirable if budget allows.
• Won't Have: A wish for the future.

Purchasing & Orders

Turn approved requests into formal Purchase Orders (POs) to send to vendors.

The Workflow

1. Approve Requests: Go to the Priority List. Select the requests you want to fulfill.
2. Click "Approve & Buy": This button promotes the requests into the Inventory system as "Needed" items.
3. Create PO: Go to the Purchase Orders page. Select the needed items and click "Create PO".
4. Send to Vendor: Print the PDF or email it directly to the vendor.
5. Receive Items: When the box arrives, open the PO and click "Receive Items". This automatically adds them to your active Inventory List.

Integrations & Alerts

InventoryArts talks to the tools you already use.

Slack & Microsoft Teams

Receive instant notifications in your team chat channel when:

• A new purchase request is submitted.
• An item is flagged for maintenance.
• Stock levels for consumables (tape, batteries) run low.
• A High-Value asset (over $2,000) is loaned out.

Setup: Go to Site Settings > Notifications and paste your Webhook URL.

QuickBooks Online

Admins can connect to QuickBooks to sync Vendors and Purchase Orders. This prevents double data entry for your business office.

Daily Digest

The system runs a daily report (usually at 8:00 AM) that posts a summary to your chat channel listing:

• Items due for return today.
• Overdue items.
• Items currently in the repair shop.

Importing Data (CSV)

Migrating from spreadsheets? You can bulk upload your inventory and purchase requests using our CSV tools.

Importing Inventory

1. Go to Manage > Import CSV.
2. Download the Template: Click "Download Custom CSV Template". This file is dynamically generated to match your specific organization, including any Custom Fields you have enabled.
3. Fill Data: Copy your data into the template. Do not change the header row.
4. Upload: Select your file and click "Upload and Process".

Importing Requests

You can also bulk upload a "Wish List" from teachers or staff.

1. Go to Priority List > Import CSV.
2. Download the specific Request Template.
3. Fill out the items, priority status (Must, Should, Could), and types.
4. Upload to populate your Priority List instantly.

Power User Tips

Master these features to work faster.

Saved Filters

Do you frequently search for the same thing (e.g., "In Stock Brass Instruments" or "Overdue Uniforms")?

1. Go to the Inventory List.
2. Set your filters (Category, Status, Location, etc.) and click "Filter".
3. Look for the "Save Current Search" box at the top of the list.
4. Give it a name and click Save.

Your saved filters will appear in the dropdown menu for instant access later.

Switching Organizations

If you belong to multiple organizations (e.g., High School Band and Middle School Choir):

• Look for the Organization Dropdown in the top navigation bar (next to your username).
• Select the organization you wish to manage.
• The dashboard and all data will instantly update to reflect that organization context.

Admin & Settings

Managing Users

Go to Manage > Users to invite staff. You can assign roles:

• Admin: Full access to settings, billing, and all data.
• Manager: Can edit inventory, manage POs, and view costs.
• User: Can view inventory and make requests.
• Requester: Can ONLY make purchase requests (cannot see inventory).

Custom Fields

If the standard fields don't fit your needs, you can add Custom Fields (e.g., "Uniform Size", "Valve Oil Type").

Go to Site Settings (Admin) or Manage Custom Fields to use your available credits.

Scheduled Reports

Admins can create automated email reports (e.g., "Weekly Overdue List") sent to specific staff members. Go to Admin Tools > Scheduled Reports to configure.

Billing & Credits

Subscription Plans

We offer Monthly and Annual plans. You can manage your card on file (processed securely via Square) and view your renewal date in the Subscription tab.

Buying Custom Field Credits

Every organization gets a set of default fields based on their type (Music vs. General). To track extra data, you can purchase Custom Field Credits.

1. Go to Subscription & Billing.
2. Enter the number of credits you need in the "Add-on" section.
3. Click Save & Pay to update your subscription instantly.

Account & Profile

Updating Your Profile

Click your Username in the top right corner to access your profile.

• Update Email: Change the email address used for login and notifications.
• Change Password: Securely update your login password.

Google Login

You can link your Google Account for one-click login. If your Google email matches your InventoryArts email, the accounts will link automatically.