Items

The detailed record of every individual piece of equipment your agency owns.

Items are the heart of the inventory module — each one represents a single, real piece of equipment with its own serial number, status, assignment, location, and dates. The Items screen lists every item as a card, and from here you can add new items, edit existing ones, or remove them. Items carry the most fields of any inventory record, and all of them save and send up automatically, including when you are offline.

Overview

The header reads Inventory Items. Each item appears as a card with seven lines of text and two round buttons in the bottom-right corner.

Line on the card	What it shows
Name :	The item's name, in bold.
Category :	The category it belongs to.
Serial :	Its serial number.
Status :	In Service, Out of Service, or Retired. Shows a dash (-) if no status is set.
Assignment :	frontline, backup, spare, or reserve.
Vehicle :	The vehicle it is assigned to, if any.
Location :	The storage location name. If no location is set, the Location Details text is shown instead.

Button	Color	What it does
Pencil (Edit)	Blue	Opens Edit Item with every field filled in.
Trash (Delete)	Red	Asks you to confirm, then removes the item.

The three-dot button at the top right holds a single menu choice: Add Item.

note

On the card, an item whose status is Maintenance shows the raw status text rather than a tidied-up label. The full, correctly formatted status is always shown on the Item Details page reached through Browse Items.

Getting Here

1. Open the Account tab and tap the Inventory module.
2. On the Inventory landing screen, tap Items.
3. The screen opens with the header Inventory Items and a card for each item.
4. Tap the Back arrow to return to the Inventory landing screen.

An agency administrator can also reach this screen from Agency Settings → Inventory → Items.

Adding an Item

1. Tap the three-dot menu at the top right and choose Add Item. The New Item screen opens.
2. Fill in the five required fields: Item Name, Assignment, Purchase Date, In Service Date, and Expiration Date.
3. Fill in any optional fields you need — see the table below.
4. Tap the Is Container checkbox if this item holds other items.
5. Tap Save. The item appears in the list right away.

Every field on the item form

Field	Type	Required?	Notes
Item Name	Text	Yes	Spaces at the start and end are trimmed.
Description	Multi-line text	No
Category	Dropdown	No	Starts with -- None --, then every category.
Serial Number	Text	No
Model	Text	No
Manufacturer	Dropdown	No	Starts with -- None --, then every manufacturer.
Status	Dropdown	No	In Service, Out of Service, Maintenance, Retired. No "none" choice.
Parent Item	Dropdown	No	Starts with -- None --, then only items marked as containers.
Assignment	Dropdown	Yes	-- None --, frontline, backup, spare, reserve. Leaving it on None blocks the save.
Storage Location	Dropdown	No	Starts with -- None --, then every storage location.
Vehicle	Dropdown	No	Starts with -- None --, then your agency's vehicles.
Location Details	Text	No	Free text for a bin, slot, or shelf position.
Purchase Date	Date picker	Yes
In Service Date	Date picker	Yes
Expiration Date	Date picker	Yes
Warranty Expiration	Date picker	No
Lifespan	Number	No	In months. Saved as 0 if left blank.
Cost	Text	No
Is Container	Checkbox	No	Off by default. Turn on for bags, cabinets, and kits.

The header on this screen reads New Item when adding and Edit Item when editing.

Messages you may see when saving

The app checks the required fields in order and stops at the first problem:

Message	What it means
"Please enter item name"	Item Name is empty or only spaces.
"Please select assignment type"	Assignment is still on -- None --.
"Please select purchase date"	Purchase Date is empty.
"Please select in service date"	In Service Date is empty.
"Please select expiration date"	Expiration Date is empty.
"Missing organization."	The app does not know which agency you are working in. Reopen the app and try again.

On a successful save you see a brief "Item added" or "Item updated" message and return to the list.

Choosing Statuses and Assignments

1. Tap the Status field to choose the item's condition.
2. Tap the Assignment field to choose how the item is used. This one is required.
3. Tap the Category, Manufacturer, Storage Location, Vehicle, or Parent Item fields to pick from your agency's existing records. Each list opens with -- None -- at the top if you do not want to assign one.
4. Tap any date field — Purchase Date, In Service Date, Expiration Date, or Warranty Expiration — to open the date picker and choose a date.

Status options

Option	Use it when
In Service	The item is available and fit for use.
Out of Service	The item is unusable and not in the rotation.
Maintenance	The item is being serviced, tested, or repaired.
Retired	The item is permanently out of use but kept on the books.

Assignment options

Option	Use it when
-- None --	Not a valid choice for saving — the app will ask you to pick one.
frontline	The item is on active, first-out duty. Counted as In Service on the dashboard.
backup	The item backs up a frontline item.
spare	The item is a spare held for swaps.
reserve	The item is held in reserve.

info

Status and Assignment answer two different questions. Status is about the item's condition — is it fit for use? Assignment is about its role — how is it deployed? An item can be In Service and spare at the same time. The Inventory Dashboard counts by assignment, not by status.

Editing and Deleting Items

1. To edit, tap the blue pencil button on an item card. The Edit Item screen opens with every field already filled in, including all seven dropdowns and all four dates.
2. Make your changes and tap Save.
3. If you tap Back with unsaved changes, the app asks "Data Updated — Do you want to save changes?". Save runs the usual checks and saves; Cancel discards your edits and returns to the list.
4. To delete, tap the red trash button on the card. A prompt titled Delete asks "Are you sure you want to delete this item?". Tap Delete to remove it or Cancel to keep it.
5. The item is removed from the list immediately; offline deletions are queued and send when you reconnect.

tip

Mark bags, cabinets, and kits with the Is Container checkbox so the gear inside them can be linked with the Parent Item field. Containers then open like folders on the Browse Items screen. Only items marked as containers appear in the Parent Item dropdown.

Saving Online and Offline

Situation	What the app does	What you see
Online, save succeeds	Sends the item to the server and mirrors it into the saved copy on your device.	"Item added" or "Item updated", then the list.
Online, save fails	Falls back to the offline queue so nothing is lost.	No error — the item appears in the list and sends later.
Offline	Saves on your device and queues it.	The item appears in the list immediately.
A dropdown points at a record you also created offline	Queues the item even though you are online, and holds it until that category, manufacturer, location, vehicle, or parent item has reached the server.	The item appears in the list immediately.
Offline delete, or deleting an item that never reached the server	Removes it from your device and queues the deletion where needed.	The card disappears.
Online delete fails	Shows the error the server returned and keeps the item.	An alert with the server's message.

note

If you choose a category, manufacturer, location, vehicle, or parent item that you also created offline, the app waits until that record has reached the server before sending the item, so the link comes out pointing at the right thing.

Loading, Empty, and Offline States

Situation	What you see
Opening while online	The saved list paints instantly, then a spinner runs and the list refreshes.
Opening while offline, with saved data	The saved list appears. No error message.
Opening while offline, never synced	An empty screen with no cards. Connect once and reopen.
Server does not answer but you have cards	Your cards stay on screen with no alert.
Server does not answer and the list is empty	An alert shows the error the app received.
Returning to the screen	The list re-paints from saved data and the queue is nudged to send.
Queue finishes sending in the background	The list refreshes on its own to pick up server-assigned identities and counts.

Blank fields show as an empty space after the label rather than a placeholder, so a card for a sparsely filled item has visible gaps.

How This Connects

• Where the data comes from. The item list is fetched in one combined request that returns items, categories, storage locations, manufacturers, templates, and vehicles together. Items and categories are kept in a saved copy on your device; the other four lists are held in memory for the life of the screen.
• What updates it. Saves on this screen, saves by a teammate, and edits an agency administrator makes in Agency Settings.
• Items link out to four other record types. Category (managed on Categories), Manufacturer (Manufacturers), Storage Location (Storage Locations), and Vehicle (your agency's fleet, managed by an administrator). Each of those pages explains how its own records are maintained.
• Items nest inside other items. The Is Container checkbox plus the Parent Item field build the container tree you walk through on Browse Items.
• Assignment feeds the dashboard. The In Service, Backup, Spare, and Reserve tiles on the Inventory Dashboard are tallies of the Assignment field on these records.
• Templates pre-fill this form's thinking. A template stores a name, description, model, lifespan, category, manufacturer, and container flag so you do not have to re-choose them for gear you buy repeatedly.
• Beyond Inventory. An item tied to a vehicle travels with that unit, which matters when command is tracking resources — see Command Resources. A storage location can be opened on the map through Map Location.
• Offline and reconnect. New, edited, and deleted items take effect on this list and in Browse Items straight away. The queue drains when you reconnect, when you reopen this screen, and right after a save. Once it empties, the list refreshes from the server. Dashboard counts, which are calculated server-side, catch up only after that.

Troubleshooting

If this happens	What to do
"Please select assignment type" blocks your save	Assignment is required. Tap it and choose frontline, backup, spare, or reserve — -- None -- will not do.
One of the three date messages appears	Purchase Date, In Service Date, and Expiration Date are all required. Tap each field and pick a date.
"Missing organization." appears	The app has lost track of your current agency. Close and reopen the app, then try again.
The Parent Item dropdown is nearly empty	Only items with Is Container turned on appear there. Edit the intended container and tick the box.
A dropdown is missing a record you just created	The lists are filled in when the form opens. Tap Back, then open the form again.
The Vehicle dropdown is empty	Vehicles are managed by an agency administrator in Agency Settings → Vehicles. Ask them to add your fleet.
The Status line on a card looks like raw text	Items set to Maintenance show the underlying text on the card. Open the item's details page from Browse Items for the tidy label.
The Location : line shows a bin or slot instead of a room	When no Storage Location is set, the card falls back to your Location Details text. Set a storage location to see a place name.
An item you saved offline has not reached teammates	Reopen this screen while online so the queue sends. If it points at another record you created offline, that parent must go up first.
Deleting an item gives an error	The server refused the deletion. Read the message in the alert; the item is kept so nothing is lost.
Lifespan saved as 0 when you left it blank	Expected — a blank lifespan is stored as 0. Type a number of months if you want a real value.

Related Pages

• Categories
• Templates
• Browse Items
• Storage Locations
• Manufacturers
• Inventory Dashboard

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