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.
If you have an Excel or CSV list, you can import it in one go.Excel/CSV ImportItems — individual units
Each Item is a physical unit tied to an ItemInfo. Items have:
| Field | Description |
|---|---|
| Unit code | A unique identifier (e.g., CAM-001). Auto-generated or custom. |
| Serial number | The manufacturer's serial number (optional). Shown and editable on the unit, searchable from the equipment search, and included in the units CSV export of the asset register. |
| Status | available / reserved / checked_out / in_use / maintenance / lost / retired |
| Location | Where the item is stored when not in use. |
| Owner | The workspace (shared gear) or a specific user (personal equipment tracked in Werp™). |
| Photo | An individual unit photo (e.g., showing serial number sticker). |
| Description | Unit-level notes (e.g., "has a dent on the bottom"). |
| Purchase date | Used for filtering and asset lifecycle tracking. |
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, brand, or a unit's serial number. 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.