Introduction to Inventory Management

Overview

ARMOR's Inventory Management System transforms the traditionally time-consuming asset counting process into a streamlined, multi-user operation. Create inventory sessions, invite field workers to scan assets from their mobile devices, and process submissions through an intuitive three-tab workflow—all without giving external users access to your system.

What is Inventory Management?

The Inventory Management module enables organizations to:

• Plan and execute physical asset counts across one or multiple sites
• Invite unlimited field workers to submit scans via unique mobile links
• Track real-time progress as submissions come in
• Reconcile scanned assets against existing records through guided processing tabs
• Generate completion reports showing found, missing, and new assets

Key Benefits

1. Multi-User Field Capture Without System Access

The most powerful feature is blind inventory capture:

• Field workers receive a unique URL or QR code via email/SMS
• They scan assets from any mobile device (phone, tablet)
• No login required—they never see your asset database
• Submissions flow directly to the inventory for admin review
• Perfect for temporary staff, auditors, contractors, or large teams

2. Real-Time Progress Tracking

• Dashboard shows submission counts updating live
• See which users are actively scanning (green indicator)
• Progress percentage based on assets found vs. expected
• Completion rate, pending items, and flagged issues at a glance

3. Guided Processing Workflow

Three tabs guide you through reconciliation:

Tab	Purpose	Outcome
Match	Reconcile scanned assets with database records	Assets matched, new assets identified, duplicates flagged
Review & Process	Verify matches, resolve flags, update information	All assets approved or rejected with documentation
Results	View completion statistics and generate reports	Final report showing found, missing, new assets and financial summary

4. Parallel Inventory Support

• Run multiple inventories simultaneously at different sites
• No limit on active inventory sessions
• Each inventory has independent users, submissions, and processing
• Ideal for multi-site organizations or quarterly counts

Core Concepts

Inventory Session

A structured counting event tied to a specific site. Each session has:

• Status: Draft (hidden), Active (accepting submissions), Completed (finalized), or Cancelled
• Site: Physical location where counting occurs (cannot change after activation)
• Users: Internal staff assigned directly, external users via blind link
• Submissions: Asset scans collected during the session
• Due Date: Optional deadline for completion

Submission

A single asset scan submitted by a user, containing:

• Asset identifier (barcode, QR code, manual entry)
• Timestamp and submitting user
• Optional notes, photos, or condition information
• Status: Verified, Pending, Flagged, or Rejected

Blind Inventory

A submission mode where users cannot see existing asset records:

• Users receive a unique URL or QR code
• They scan assets and submit identifiers only
• System records submissions without revealing database contents
• Prevents bias—users can't skip assets or assume records are correct
• Admin reviews and matches submissions after collection

Asset Status Types

Status	Meaning	Counts Toward Progress?
Verified	Matched to existing record and approved	✓ Yes
Pending	Awaiting admin approval (new asset, location mismatch, etc.)	✗ No (until approved)
Flagged	Requires review (discrepancy, condition issue, duplicate)	✗ No (until resolved)
Rejected	Invalid submission (wrong site, duplicate, out of scope)	✗ No

Typical Workflow

1. Plan: Administrator defines inventory scope, expected assets, and timeline
2. Create: Set up inventory in Draft status with site, name, and description
3. Invite: Assign internal users or generate blind link for field workers
4. Activate: Change status to Active so submissions can begin
5. Collect: Users scan assets via mobile devices; admin monitors progress
6. Match: Admin reconciles submissions with database (Match tab)
7. Review: Resolve flags, verify information, approve assets (Review & Process tab)
8. Complete: View results, export reports, mark inventory Completed (Results tab)
9. Follow-Up: Address missing assets, catalog new items, update records

Who Should Use Inventory Management?

Ideal for:

• Multi-site organizations needing coordinated asset counts
• Warehouse managers conducting quarterly or annual inventories
• Fleet managers tracking equipment across locations
• IT departments auditing hardware assets
• Facilities teams maintaining equipment records
• Compliance-driven organizations requiring audit trails

Key Roles:

• Administrators: Create inventories, invite users, process submissions, generate reports
• Assigned Users: Internal staff who scan assets and track their own progress
• External Users: Field workers, contractors, auditors who submit via blind link

Getting Started

To begin using Inventory Management:

1. Access the module via Management → Inventory Management
2. Review the dashboard to understand active, completed, and draft inventories
3. Create your first inventory in Draft status to test the workflow
4. Invite a small group of users to perform a trial count
5. Process submissions through Match/Review/Results tabs
6. Review best practices and scale to full organizational use

What's Next?

• Understanding Inventory Types & Workflows - Learn about blind vs. standard inventory approaches
• User Roles & Permissions - Understand who can do what in the system
• Creating an Inventory - Step-by-step guide to your first inventory session
• Understanding Blind Inventory Capture - Deep dive into token-based mobile scanning

Getting Help

For assistance with Inventory Management setup or workflows, contact the ARMOR Support Team.