Small Office Inventory

Hi Chloe, I think if I were you I would combine the Employee equipment (IT Equipment), Supply Closet Inventory and Meeting Room Inventory into one table, and use a single select field to set their item types

That way you don’t have identical fields in different tables tracking the same types of data, and we can create views to only look at Supply Closet items, for example

For checking out and purchasing, I would suggest a single Movement table that tracks all equipment purchases, check ins, and check outs

(The Quantity for Rollup field changes the Quantity value for Check Outs into a negative value so that, when we add the values up later, it makes sense)

We can then create a rollup field in the Inventory table called “Quantity” to track the quantity in stock automatically after accounting for check ins and check outs

Something else I would suggest is creating a view that will only display items that are in stock, and having a check out form that limits record selection to that view.

That way you won’t have users checking out things that aren’t in stock at all. (This doesn’t stop people from checking out 5 things when there’s only one thing available though)

And finally, I would suggest changing the primary field of the Inventory table to a formula that displays the item name followed by the quantity available

This way, when users are checking things out, they can see how much stock is available and fill out the form accordingly

Here’s a link to the base, and here’s a link to the checkout form

To view the formulas, you can duplicate the base by clicking the title of the base at the top of the screen, then the three horizontal dots on the right, and then the “Duplicate Base” button

Happy to answer any questions you have!

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Sigh, after doing all of this I realized I was reinventing the wheel. You should check out the Airtable Universe where people put up templates for this kind of thing. Here’s a link to it where I searched for “Inventory”

Hi Chloe, I think if I were you I would combine the Employee equipment (IT Equipment), Supply Closet Inventory and Meeting Room Inventory into one table, and use a single select field to set their item types

That way you don’t have identical fields in different tables tracking the same types of data, and we can create views to only look at Supply Closet items, for example

For checking out and purchasing, I would suggest a single Movement table that tracks all equipment purchases, check ins, and check outs

(The Quantity for Rollup field changes the Quantity value for Check Outs into a negative value so that, when we add the values up later, it makes sense)

We can then create a rollup field in the Inventory table called “Quantity” to track the quantity in stock automatically after accounting for check ins and check outs

Something else I would suggest is creating a view that will only display items that are in stock, and having a check out form that limits record selection to that view.

That way you won’t have users checking out things that aren’t in stock at all. (This doesn’t stop people from checking out 5 things when there’s only one thing available though)

And finally, I would suggest changing the primary field of the Inventory table to a formula that displays the item name followed by the quantity available

This way, when users are checking things out, they can see how much stock is available and fill out the form accordingly

Here’s a link to the base, and here’s a link to the checkout form

To view the formulas, you can duplicate the base by clicking the title of the base at the top of the screen, then the three horizontal dots on the right, and then the “Duplicate Base” button

Happy to answer any questions you have!

===

Sigh, after doing all of this I realized I was reinventing the wheel. You should check out the Airtable Universe where people put up templates for this kind of thing. Here’s a link to it where I searched for “Inventory”