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Inventory Management

Learn how to effectively manage your healthcare supplies, track quantities, and organize your inventory by location.

Viewing Inventory

Access your inventory from the bottom navigation bar:

  • All Items: View complete inventory list
  • By Location: Filter by storage location
  • By Category: Group by supply type
  • Expiring: Show items expiring soon

Adding Items

There are multiple ways to add items to inventory:

Via Barcode Scan

  1. Scan the product barcode
  2. Review the extracted information
  3. Select location and enter quantity
  4. Tap "Add to Inventory"

Manual Entry

  1. From Inventory screen, tap the + button
  2. Enter product name and details
  3. Add lot number and expiration date
  4. Select location and quantity
  5. Tap "Save"

Editing Items

  1. Tap on any item in the inventory list
  2. View the item detail screen
  3. Tap the Edit button (pencil icon)
  4. Modify the desired fields
  5. Tap "Save Changes"

Recording Usage

Track when supplies are used:

  1. Open the item detail screen
  2. Tap "Record Usage"
  3. Select the usage type:
    • Dispense: Item given to patient/department
    • Adjust: Correction to quantity
    • Waste: Expired or damaged items
  4. Enter the quantity used
  5. Add optional notes
  6. Tap "Confirm"

FEFO Guidance: When dispensing items, the app highlights which lot should be used first based on First-Expired-First-Out (FEFO) principles. Always dispense the earliest expiring lot first.

Restocking

  1. Open the item detail screen
  2. Tap "Restock"
  3. Enter the quantity being added
  4. If it's a new lot, enter lot number and expiration
  5. Tap "Add Stock"

Managing Locations

Organize inventory by physical locations:

Creating Locations

  1. Open the navigation menu
  2. Select "Locations"
  3. Tap the + button
  4. Enter location name (e.g., "Supply Room 101")
  5. Add optional description
  6. Tap "Create"

Moving Items Between Locations

  1. Open the item detail screen
  2. Tap "Transfer"
  3. Select the destination location
  4. Enter quantity to transfer
  5. Tap "Confirm Transfer"

Inventory Counts

Perform physical inventory counts to verify accuracy.

Ad-hoc count

  1. Go to Menu › Inventory Count
  2. Select a location to count
  3. Tap Start New Count
  4. Scan each item or enter counts manually; variances are highlighted
  5. Review and tap Complete Count — choose whether to adjust inventory to match

Cycle counting (scheduled)

Instead of shutting everything down for one massive annual count, cycle counting rotates through a portion of the inventory on a schedule. As of v1.2.19, cycle counting is a first-class feature in the app.

Set up a schedule:

  1. Open Counts from the navigation drawer
  2. Tap + New Schedule
  3. Pick what to count — by product class (e.g., all gauze) or by shelf location (e.g., everything on Shelf B-12; multiple shelves allowed)
  4. Set the cadence (weekly, monthly, quarterly) and a start date
  5. Save

Run a session:

  1. Due schedules surface on the Dashboard under Cycle Counts, or in the Counts screen
  2. Tap a due schedule to start a guided session
  3. The app walks through each item in the target — scan to verify, enter the count you see
  4. At the end, review discrepancies side-by-side (expected vs. counted)
  5. Approve to adjust inventory, or reject to re-count; the schedule's next-due date advances automatically on approval

Tips:

  • Nothing is adjusted until a session is approved; rejecting a session is safe
  • In the web app, reviewers can approve or reject sessions from their desk
  • Every count is captured in the audit log

Searching and Filtering

Find items quickly:

  • Search: Tap the search icon and enter product name, GTIN, or lot number
  • Filter by Status: Show only OK, Expiring Soon, or Expired items
  • Filter by Location: View items in a specific location
  • Sort: Order by name, expiration date, quantity, or date added

Cloud Sync

Keep your inventory synchronized across all your devices:

  • Sign In: Use Google Sign-In to enable cloud sync
  • Automatic Sync: Changes sync automatically when connected
  • Offline Mode: Continue working offline — changes sync when reconnected
  • Conflict Resolution: Automatic handling of concurrent edits

Data is stored securely with encryption both in transit and at rest.

Location Fingerprinting

The app can remember where supplies are stored using location fingerprinting:

  • GPS coordinates for general location
  • WiFi signal patterns for indoor positioning
  • Magnetic field data for precise placement
  • Bluetooth beacons (optional) — see below

This helps team members find specific items quickly, even in large facilities.

Bluetooth beacons (optional)

If WiFi fingerprints aren't precise enough — say, two shelves are close together in the same supply room — you can stick a small Bluetooth beacon (iBeacon or Eddystone) on each shelf and register it to the corresponding location. Once registered, the beacon's signal augments the fingerprint so supplies tag to the right shelf.

  1. Open Locations and pick the shelf you want to pair
  2. Tap Register Beacon
  3. Walk within 1-2 meters of the beacon
  4. Tap it in the Nearby — tap to register list, give it a name, and save

On iPhone, iBeacons don't show up in normal Bluetooth scans. If you don't see a specific iBeacon in the nearby list, use + Add beacon manually and type in the UUID from the beacon's spec sheet — iPhone will start ranging it immediately.

Only beacons you've explicitly registered affect positioning (as of v1.2.22). Fingerprints saved before registering a beacon retroactively strengthen once the beacon is registered.

Deleting Items

  1. Open the item detail screen
  2. Tap the overflow menu (three dots)
  3. Select "Delete"
  4. Confirm deletion

Warning: Deleting an item removes all associated history. Consider using "Record Usage › Waste" instead to maintain an audit trail.