Werp™ Documentation

Quick Start

Get Werp™ working for your team in 5 minutes. Follow these steps to register your first item, create a booking, and invite a colleague.

Getting Started

Werp™ is a cloud-based equipment management platform designed for teams that share physical gear — cameras, projectors, conference rooms, lab instruments, and more. Everything from registration to return is handled in one place.

Create your workspace

Sign up at werp.in and create a workspace — your team's private environment. One user can belong to multiple workspaces (e.g., a freelancer working with several clients). All data is completely isolated between workspaces.

Dashboard

The Dashboard is your first screen after signing in. It shows a real-time snapshot of every active situation across your workspace — overdue items, today's bookings, what's currently checked out, and what's coming up. You don't need to navigate anywhere to know the state of your inventory.

Dashboard sections

• ⚠ Overdue items — Equipment past its return due date, highlighted in red. Check the borrower's name and follow up immediately.
• Bookings not checked out — Bookings whose start time has already passed but the equipment hasn't been physically taken out. These need action: either check out or cancel.
• Starting today — Bookings that begin today. Make sure the items are ready and accessible.
• Due today — Items expected to be returned today.
• My upcoming bookings — Your personal reservations over the next 7 days.
• Currently checked out — All equipment currently with a borrower, with name and due date.
• Maintenance / Lost — Items flagged as under repair or missing. Cannot be booked.
• Upcoming bookings — All team reservations over the next 7 days.
• Recently added — The newest equipment registrations in the workspace.

Typical morning workflow

Equipment Management

Werp™ uses a two-level model to represent equipment: ItemInfo (the product model) and Items (individual physical units). This mirrors how real-world inventory works — you might own three Axeon M7 IV bodies; they share one product record but have separate serial/unit codes.

ItemInfo — the product catalog

An ItemInfo represents a product model: name, brand, model code, description, images, category, tags, and an optional external product URL. WerpAI™ can fill most of these fields automatically from a product name search.

• Name — The display name shown across all views.
• Brand / Model code — Used for filtering and deduplication.
• Category — A color-coded label (e.g., "Camera", "Projector").
• Tags — Free-form labels for additional grouping.
• Images — Upload photos; the primary image is shown in cards and the Kiosk.

No time to type? Click Scan barcode in the add-equipment wizard and point your phone's camera at the product's JAN, EAN, or UPC-A barcode — right in the browser, no app to install. Werp™ reads the code and searches the catalog for you; if there's no match yet, one tap hands it to WerpAI™ to look it up on the web.

Migrating from a spreadsheet? Click Import CSV on the equipment page (Admin only) to download a 4-column template — name, model, quantity, location — fill it in, and upload it back. You'll preview every row before anything is saved, with errors flagged and skippable one by one. Rows that match an existing item add a new unit to it; everything else is registered as a new item, with brand and description auto-filled from the catalog for free whenever the model code matches. Available on every plan, including Free.

Items — individual units

Each Item is a physical unit tied to an ItemInfo. Items have:

Unit status lifecycle

A unit moves through the following statuses during its lifecycle:

• available — In storage, ready to be booked or checked out.
• reserved — A future confirmed booking exists. Not yet physically checked out.
• checked_out — Currently with a borrower (physically left the storage location).
• in_use — Being used (set automatically when an active booking overlaps the current time).
• maintenance — Under repair. Cannot be booked.
• lost — Cannot be found. Cannot be booked.
• retired — Decommissioned. Hidden from most views.

Categories

Categories are color-coded labels you define in Settings → Categories. Examples: Camera, Audio, Lighting, Meeting Room, Lab Equipment. Each category gets a custom color that appears in list views and the calendar.

Locations

Define storage locations in Settings → Locations (e.g., "Studio A", "Server Room", "3rd Floor Cabinet") — give each one an address and a map pin so it shows up correctly in Map View. Assign a default location to each item so your team always knows where to return it.

Searching and filtering

Use the search bar at the top of the Inventory page to search by equipment name, model code, or brand. Use the category dropdown to narrow down to a specific type (e.g., show only Cameras). Switch between Grid (photo cards), List (compact table), and Calendar (team-wide availability overview) using the view toggle.

Bulk actions

Check the checkboxes on multiple equipment cards to select them. You can then bulk delete (Admin only) or click Book Selected to create one booking that covers all selected items — useful for event setup or kit packing.

Activity log

Every item detail page has an Activity tab. It shows a full chronological log: check-outs, check-ins, status changes, booking creation and cancellation, and field edits — all timestamped and attributed to the user who made the change.

Use cases by team type

Map View

Switch the Inventory view to Map to see where your equipment actually is — live GPS positions from QR scans and checkouts, combined with the fixed pins you set for each storage location.

Opening the map

From Inventory, use the view switcher (Grid / List / Calendar / Map) in the header and select Map. Units are color-coded by status — the same colors used everywhere else in Werp™.

What shows up, and where

Werp™ captures a rough GPS position whenever someone scans a unit's QR code, checks it out, or checks it back in — with the browser's own permission prompt; declining never blocks the action, the unit just won't show on the map. A unit that's checked out, in use, or reported lost only appears if it has a real GPS fix, so the map never implies an item is still sitting at the office when it's actually out with someone. Every other unit — available, reserved, in maintenance — always shows: at its last known GPS position if that's more recent than its last return, or otherwise at the pin of the Location it's assigned to.

Multiple units in one spot

When several units land at the same spot — a shelf, a storage room, a cluster of nearby scans — Werp™ groups them into a single stack marker: up to three product photos fanned out, plus a "+N" badge for whatever doesn't fit. Hover a stack for a hint that it's clickable, then click to open a list of everything at that spot, grouped by product.

Setting a location's address and pin

Open Settings → Locations to edit where a location actually is. Start typing an address and Werp™ suggests matches as you go; pick one and the pin drops automatically, or click anywhere on the map to place — or move — the pin yourself, which fills in the address for you. For a location without a real street address, like a rental van or a temporary site, check "This location has no address" and just set the pin.

Use cases

Reservations

Werp™'s reservation system prevents double-booking and tracks the full lifecycle from confirmed to completed.

Creating a booking

Open the Calendar page and click + New Booking (or click directly on a date in the month view). Select the equipment model, pick a date range, and choose a borrower. Werp™ checks real-time availability across all units of that model and either auto-selects the only available unit or lets you choose from multiple.

• Title — Optional. If omitted, defaults to the equipment name.
• Borrower — Any workspace member. Defaults to yourself.
• Takeout — Check this if the item will leave the premises.
• Purpose / Project name — Optional metadata for tracking.
• Note — Free-form internal note.

Bulk booking

On the Inventory page, select multiple items using the checkboxes. Click Book Selected. Fill in a shared date range and borrower once — Werp™ creates individual bookings for each selected unit. If a unit is already booked for that period, it's skipped and you see a summary of how many succeeded and how many were skipped.

Booking statuses

Check-out and check-in

From the Edit Booking modal, use the Check Out button when the borrower physically takes the equipment. This sets a return due date and marks the unit as checked_out. When the item is returned, use Check In to complete the booking and return the unit to available.

Calendar views

The Calendar page offers two axes of control:

• Period: Month / Week / Day — controls the time scale.
• Layout: Calendar (grid/timeline) / Gantt (horizontal bars per unit) / List.

The Gantt view is especially useful for seeing all units side-by-side to spot availability gaps. The List layout shows upcoming bookings in an infinite scroll table, starting from the current time.

Conflict detection

Werp™ prevents double-booking at the unit level. If all units of a model are busy for the requested period, the booking modal shows which units are conflicting and suggests the nearest available time slots.

Return reminders

For checked-out bookings, Werp™ automatically emails the borrower a return reminder 24 hours before the due date, and an overdue notice once the due date has passed. No setup required — these emails are sent automatically.

Scenario walkthroughs

WerpAI™

WerpAI™ is Werp™'s AI-powered equipment registration assistant. Instead of manually typing brand, model code, and description, you type a product name and WerpAI™ finds the match and fills everything in automatically.

How it works

1. Click + New Equipment and start typing a product name (e.g., "Axeon M7 IV").
2. WerpAI™ searches a curated product database and displays matching results with images.
3. Select the correct model — name, brand, model code, description, and a product image are auto-filled.
4. Review and save. Add physical units (with unit codes) to complete registration.

Scanning a barcode instead of typing

Click Scan barcode in the wizard to search by JAN, EAN, or UPC-A code instead of a product name — point your phone's camera at the barcode and Werp™ reads it instantly. It looks up the exact code in the catalog first (no guessing from a fuzzy text match), and if nothing turns up yet, one tap sends the code straight to WerpAI™ to search the web for it.

What gets filled in

Step-by-step example

When WerpAI™ can't find a match

For niche or custom equipment, you can always add an item manually. In manual mode, you fill in all fields yourself. WerpAI™ is an accelerator, not a requirement.

QR Labels

Every unit in Werp™ gets a unique QR code. Print it, stick it on the equipment, and anyone with the Werp™ app can instantly look up all details about that unit.

Printing labels

On the Item Detail page, click the QR icon on any unit card. A label preview opens showing the QR code, unit code, and equipment name. Print directly from your browser — sized to fit standard label paper (38×38 mm or larger).

Scanning a QR code

Scan with any QR reader app or the camera app on iOS/Android. Werp™'s QR code links to a redirect URL that opens the item detail page directly in the Werp™ web app. If the user isn't logged in, they're prompted to sign in first.

What you can do after scanning

• View unit status, current borrower, and due date.
• See upcoming reservations for that unit.
• Create a new booking directly.
• Check out or check in (if you have permission).

Kiosk mode via QR

For conference rooms and shared equipment, you can generate a Kiosk URL from the unit detail page (Settings icon → Kiosk). This opens a touch-optimised display page that anyone can use without logging in.

Use case scenarios

Stocktake

Stocktake is a workspace-wide audit mode. Start a session, have your team scan every physical unit (or check it off manually), and Werp™ builds a report of what was found and what's missing — no spreadsheet required.

Starting a session

From the sidebar, go to Inventory → Stocktake (or click Stocktake in the header of the equipment list). Admins can start a new session — give it an optional name. Only one stocktake session can be in progress per workspace at a time.

Counting units

While a stocktake is in progress, scanning a unit's QR label automatically counts it for the active session — no extra step needed. Units can also be checked off manually from the stocktake screen for equipment without a printed label handy, or when scanning isn't practical.

Multiple people, one session

Everyone on the team can scan or check off units at the same time during the same session. Progress updates for all participants roughly every 5 seconds, so you can see the count climb as the team works through storage.

Completing a stocktake

When the count is done, complete the session to lock in a discrepancy report:

• Found — units that were scanned or checked off during the session.
• Missing — units that were never scanned. These are your candidates for lost or misplaced equipment.
• Coverage % — the share of all expected units that were accounted for.

Use cases

Kiosk

The Kiosk is a full-screen display page for tablets or screens mounted near equipment (typically conference rooms). It shows the current status, today's schedule, and lets anyone make, extend, or end bookings without logging in.

Setting up the Kiosk

1. Open the Item Detail page for the unit (e.g., "Conference Room A").
2. Click the ⋯ menu on the unit card and select Kiosk.
3. Copy the generated URL and open it on the tablet you've mounted near the room.
4. Lock the browser into kiosk/full-screen mode for a clean display.

Kiosk display

• Status band — Large color-coded status: Available (green), In Use (accent), Reserved Soon (yellow), Unavailable (gray).
• Day timeline — An hourly view of today's bookings with a current-time indicator.
• Google Calendar events — Displayed alongside Werp™ bookings in a distinct color if integration is configured.

Actions from the Kiosk

A day in the conference room

Security note

The Kiosk URL is a secret token. Anyone who has the URL can view the schedule and create/extend/end bookings. To revoke access (e.g., if the URL is shared accidentally), go to the unit detail page and regenerate the Kiosk URL. The old URL will immediately stop working.

Team & Roles

Werp™ uses a simple two-role permission model within each workspace.

Inviting members

Go to Settings → Members (or the Users page) and send an invite by email. The recipient receives an email with a sign-up link that joins them directly to your workspace. You can also generate a reusable invite link and share it with your team.

Multi-workspace accounts

A single Werp™ account can belong to multiple workspaces simultaneously. Use the workspace switcher in the top navigation to move between them. Each workspace has completely separate equipment, bookings, and settings.

My page

Access My Page from the user menu in the sidebar (bottom-left). Here you can update your display name, job title, and profile photo. Name and title appear on bookings and in the team member list.

• Display name and title — visible to all workspace members on bookings and user lists.
• Profile photo — PNG or JPEG, with a built-in crop tool. Shown as an avatar on booking cards and the team page.
• Reset password — sends a reset email to your registered address.
• Sign out.
• Delete account — requires typing "DELETE [your name]" to confirm. Irreversible.

Display settings (per user)

Each user has their own display preferences accessible from the settings icon in the sidebar:

• Theme — Light, Dark, or System (follows your OS dark mode preference automatically).
• Language — English, Japanese (日本語), or German (Deutsch). UI text updates instantly.
• Timezone — All dates and times in Werp™ are displayed in your selected timezone. Defaults to your browser's local timezone.

Workspace settings (Admin only)

Admins can modify workspace-wide settings from Settings → Workspace:

• Workspace name — the display name shown throughout the app and in invitation emails.
• Workspace slug — a URL-friendly identifier (e.g., "acme-studio"). Used in invitation and login URLs.
• Workspace logo — appears in the sidebar and on emails. PNG or JPEG.
• Delete workspace — permanently deletes all data including equipment, bookings, and members. Requires typing the workspace name to confirm. This cannot be undone.

User Groups

User Groups let workspace admins control which team members can see specific equipment. Use groups to restrict sensitive or department-specific items so only relevant people can view or book them.

Creating and managing groups

Go to Settings → User Groups. From there you can:

• Create a group with a name and optional description
• Add or remove workspace members from each group
• Edit or delete groups at any time

Item visibility settings

Every item has a visibility setting. Choose who can see and book it:

Permissions

Group management is admin-only. Regular members can:

• View groups they belong to
• Set item visibility to groups they are a member of (when creating or editing items)

Deleting a group

When you delete a group that controls item visibility, Werp™ will ask what to do: reset affected items to "visible to all", or move them to a different group. Both options are applied in a single atomic operation so no items are left in an inconsistent state.

Google Calendar

Connect Google Calendar to Werp™ to sync bookings bidirectionally — import external events as read-only bookings and push Werp™ bookings to a Google Calendar your team already watches.

Setting up the integration

Read direction: Google Calendar → Werp™

Events from the linked Google Calendar are imported as bookings in Werp™ with sourceType: google_calendar. These bookings are read-only — they appear in all calendar views and on the Kiosk, and are treated as conflicts when new Werp™ bookings are created. They cannot be edited or deleted from within Werp™.

Write direction: Werp™ → Google Calendar

When "Write to Google" is enabled, Werp™ bookings you create are automatically added to the linked Google Calendar. The event description includes the borrower name, equipment details, and a link back to Werp™. Editing or deleting a Werp™ booking also updates the Google Calendar event.

Auto-sync on Kiosk

When the Kiosk page loads, Werp™ automatically checks whether the linked calendar has been synced within the last 5 minutes. If not, it triggers a background sync so the day timeline is always up to date.

Use case scenarios

Billing & Plans

Werp™ offers three plans: Free, Starter, and Pro. Plans differ in item and member limits, AI usage, and advanced features. Bookings are unlimited on all plans.

Plan comparison

Seat-based billing

Paid plans (Starter and Pro) are priced per active workspace member (seat). The monthly charge is calculated as:

The seat count equals the number of members with active status at billing time. Pending invitations (not yet accepted) do not count as seats. If you remove a member, the seat count decreases on the next renewal.

Monthly vs. annual billing

You can switch between monthly and annual billing at any time. Annual billing applies a discount of approximately 16.7% — equivalent to paying for 10 months and getting 12.

Annual charges are collected in a single invoice at the start of each annual cycle. Mid-year upgrades are prorated from the upgrade date.

Changing your plan

Upgrading

Upgrades take effect immediately. Stripe creates a prorated invoice for the price difference covering the remaining days in the current billing period. The next invoice is at the full new rate.

Downgrading to Free

Selecting Free schedules a cancellation at the end of the current billing period. You retain full access to your current plan until that date — no features are removed early. On expiry, the workspace is automatically moved to Free.

Switching between Starter and Pro

Switching between Starter and Pro takes effect immediately with the same Stripe proration logic as an upgrade.

WerpAI™ credits in detail

What consumes a credit

• Product search (Phase 1) — 1 credit per search query submitted.
• Product enrichment (Phase 2) — 1 credit per candidate enriched. Enrichment runs automatically in the background after a search (up to 3 candidates per query).
• Translation — 1 credit per candidate translated to a new language.

Monthly quota reset

The AI credit quota resets at the start of each calendar month. Unused credits do not carry over to the next month.

Overage billing

When the monthly quota is exhausted, WerpAI™ continues to function. Overage is billed in blocks of 100 credits at ¥500 per block. Overage charges accumulate through the month and appear as a separate line item on the next Stripe invoice.

Promotion codes

Promotion codes can be applied on the order confirmation screen before checkout. The following types are supported:

• Percentage discount — reduces the first invoice by a percentage (e.g., 20% off).
• Fixed amount off — reduces the first invoice by a fixed yen amount.
• Free months — the subscription runs at ¥0 for a set number of months.
• AI credits bonus — adds a one-time bonus to the workspace's monthly AI quota.

Codes may be restricted to a specific plan (e.g., Starter only), limited in total uses, limited to one use per workspace, have an expiry date, or require a new Stripe customer. Any restrictions are shown when you apply the code.

Payment & invoices

All payments are processed by Stripe. Werp™ does not store card details — all payment data is handled directly by Stripe's PCI-compliant infrastructure.

When subscribing for the first time, you are redirected to a Stripe-hosted checkout page to enter payment details. Subsequent plan changes and seat count adjustments are handled in-place without a redirect.

Customer portal

Owners can open the Stripe Customer Portal from Settings → Billing → Manage billing. From the portal you can: update your payment method, change billing contact details, and download all past invoices as PDFs.

Invoice history

The Billing page shows your 24 most recent invoices. Each row shows date, description, amount (¥), payment status (paid / open / void), and a link to the Stripe-hosted invoice. Overage charges appear as separate line items alongside the subscription charge.

Billing status

The current billing status is shown at the top of the Billing page.

Feature availability by plan

Managing your plan

Go to Settings → Billing & Plan to view your current plan, usage, and AI credit consumption. Owners can upgrade, downgrade, or cancel from this page.