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Getting Started with Stockroom Plus

Stockroom Plus is a cloud-based inventory management app for iOS. It organizes your inventory into folders, where each folder contains items whose fields are defined by templates. Everything syncs across your team via the cloud.

1. Creating Your Account

When you first launch the app, you're greeted with the Landing Page offering three options:

• Create an Account — Opens the account creation form. You'll set up your name, email, password, and create an organization (your team/company workspace). Once created, you're automatically logged in.
• Log In — If you already have an account, this takes you to the standard login screen with email and password fields, plus a "Forgot Password" option.
• Accept Invite — If a team member invited you, use this to join their existing organization with an invite token/link.

After signing in, the app drops you into the Tab Bar with four main areas: Home (dashboard), Folders (your inventory), Search, and More (settings).

2. Understanding the Core Concepts

Before creating anything, it helps to understand how three key concepts relate to each other:

• Templates define what fields your items track (e.g., Name, Quantity, Price, Description, or custom fields like "Author" or "Serial Number").
• Folders are containers for your items. Each folder is linked to a template, which determines what fields appear when you create items inside it.
• Items are the individual inventory entries that live inside folders. Their fields are dictated by the folder's template.

3. Creating Templates

While the app provides a Default Template (with Name, Quantity, Price, Description, and ID fields), you'll likely want to create custom templates for different types of inventory. Templates are managed from the More tab.

To create a template:

1. Go to the More tab (bottom-right).
2. Tap Templates.
3. If you have no templates yet, you'll see an empty state explaining: "Templates allow you to define a custom set of fields to track for your items. For example, you could create a template for a set of books that includes the Title, Author, and Number of pages." Tap Create a Template, or tap the + button in the top-right.
4. On the New Template screen, enter a Template Name (e.g., "Electronics", "Books", "Warehouse Stock").
5. The template starts with the default attributes. You can customize it:
   • Add an attribute: Tap the "Add Attribute" row at the top of the Attributes section, which opens the Attribute Editor.
   • Reorder attributes: Drag the handle on any row to rearrange field order (the Name field is always pinned at the top and cannot be moved or deleted).
   • Delete an attribute: Swipe left on any attribute row (except Name).
   • Edit an attribute: Tap on any existing attribute to change its name or configuration.
6. Tap Create in the top-right corner.

Available attribute types

4. Creating Folders

Folders are the primary organizational structure. You can nest folders up to 2 levels deep (parent → subfolder).

To create your first folder:

1. Go to the Folders tab. If this is your first time, you'll see "No Folders... yet" with a Get Started button.
2. Tap Get Started (or the floating + button that appears once you have at least one folder).
3. On the New Folder screen, fill in:
   • Name — Give the folder a descriptive name (e.g., "Warehouse A", "Kitchen Supplies", "Library").
   • Template — Choose which template items in this folder should use. This defaults to the Default Template unless you select a custom one. The hint text explains: "A template allows you to specify what fields to track."
4. Tap Save in the top-right corner.

Subfolders: When viewing items inside a folder, if the folder's depth is less than 2, the floating + button gives you a choice between Create Item and Create Folder. Creating a folder here makes it a subfolder. Subfolders inherit their parent's template by default, but you can pick a different one.

Editing a folder: From inside a folder, tap the ... (options) menu in the top-right, then Edit Folder. You can rename it or change its template. Changing the template on an existing folder will show a Template Reconciliation screen that summarizes which fields will be added, removed, or kept — so you can review the impact before applying.

Deleting a folder: Swipe left on a folder in the list, or use the options menu inside the folder. If the folder contains items, you'll be warned that deleting the folder will also delete all its items. If it has subfolders, you must delete the subfolders first.

Sorting: Use the ... menu on the Folders tab to access Sort Folders (by creation date, ascending or descending).

5. Creating Items

Items are the individual inventory entries that live inside a folder.

To create an item:

1. Navigate into a folder by tapping it.
2. If the folder is empty, you'll see "No Items yet, create an item within this folder." with a Create Item button. Tap it, or use the floating + button.
3. The Item Editor opens with form fields determined by the folder's template. Common fields include:
   • Name — always present; this is the item's title
   • Quantity — current stock count; optionally set a minimum quantity for low-stock alerts
   • Price — unit price in your organization's currency
   • Description — extended text notes
   • ID — an internal reference code or SKU
   • Plus any custom fields from your template (dates, booleans, links, single-select dropdowns, etc.)
4. Fill in the desired fields and tap Save.

After creating items, you can:

• View details: Tap any item to see its full detail view with all attributes, photos, and barcode.
• Edit: From the detail view, tap Edit to modify any fields.
• Adjust quantity: Quickly update stock counts without opening the full editor.
• Add photos: Attach images from your camera or photo library.
• Scan/assign barcodes: Link a barcode to the item for quick lookup via the barcode scanner.
• Move or copy: Transfer items between folders, or duplicate them.
• View history: See a log of all changes (quantity updates, edits, etc.).

Bulk operations from the item list:

• Bulk Select — Select multiple items for batch editing or deletion.
• Set Min Quantities — Quickly set minimum stock thresholds across all items in the folder.
• Export (CSV/PDF) — Export the folder's items as a CSV spreadsheet or PDF document.
• Import (CSV) — Bring in items from a CSV file, with column-mapping to match your template fields.
• Create Barcode Labels — Generate printable barcode/QR code labels for items.

6. Setting Up Option Sets (for Single-Select Fields)

If your templates use Single Select attributes (e.g., "Condition: New/Used/Refurbished" or "Color: Red/Blue/Green"), you need to create Option Sets first.

1. Go to More → Option Sets.
2. Tap the + to create a new set (e.g., "Condition").
3. Add individual options (e.g., "New", "Used", "Refurbished").
4. When creating or editing a template, add a Single Select attribute and link it to your option set.

7. Recommended Getting-Started Workflow

Here's the most efficient order for setting up your inventory:

1. Create your account and log in.
2. (Optional) Set organization preferences: More → Organization Preferences. Set your organization name, preferred currency, and whether to display total inventory value on the dashboard.
3. Create Option Sets if you need dropdown/picklist fields (More → Option Sets).
4. Create Templates that match the types of inventory you track (More → Templates). Think about what fields each category of items needs.
5. Create Folders for each logical grouping of items (Folders tab → +), assigning the appropriate template to each.
6. Add Items within each folder — manually one-by-one, via CSV import for bulk data, or with AI Quick Add.
7. Invite team members: More → Team Members → Invite. Team members can be assigned permission levels (Owner, Admin, Stock Updater, or Read Only) controlling what they can view and modify.

8. The Dashboard (Home Tab)

Once you have folders and items set up, the Home tab provides an at-a-glance overview:

• Total folder and item counts
• Total quantity across all items
• Total inventory value (if enabled in org preferences)
• Recent items you've viewed or edited
• Low stock items — any item where the current quantity has fallen below its minimum threshold
• Links to item history and invoices

9. Additional Features

• Barcode Scanner: Available from the toolbar on both the Folders and Items screens. Scan a barcode to quickly find or create items.
• Search: The dedicated Search tab lets you find any item across all folders by name.
• Invoices: Create and manage invoices tied to your inventory items (More → Invoices), with customer management, tax rates, line items, and PDF export/email.
• Low Stock Alerts: Any item with a quantity attribute that falls below its set minimum is automatically flagged. View all low-stock items from More → Low Stock or the dashboard.
• CSV Import/Export: Import items from spreadsheets or export your inventory data. The import flow includes column mapping and duplicate detection.
• Deep Links: Items can be shared via URL, allowing teammates to jump directly to a specific item.