Inventory (asset register)

The Inventory is a register of everything the club owns and where it lives — a living stock-take that’s far easier to keep current than a spreadsheet, and handy for insurance, budgeting and handovers between committees. Find it on the Inventory tab in the top navigation. It is part of the Complete plan.

Each item records a name, the location it’s kept (e.g. Bowls Shed, Top Shed, a Pavilion room, or the Patio), a category, a quantity, an optional size / spec / model, its condition, an approximate value, a serial or asset tag, when it was purchased, free-text notes, and a photo. Typical entries: “Sets of bowls — size 3”, scoreboards, pushers, the wheelchair and ramps, mowers and sprayers, patio furniture, kitchen equipment.

Adding and editing

Use the Add an item form on the right. Locations you’ve used before are suggested as you type, so they stay consistent. Click Choose / upload photo to attach a picture from your device or the media library. Use Edit on any row to update it — for example when quantities change or something is repaired or replaced.

Finding things and exporting

Filter by location or category, or search by name, spec or serial. The summary shows your total number of items, overall quantity, approximate total value and how many locations are in use. Export CSV gives you a spreadsheet of the current view — ideal to send to an insurer or keep as a stock-take record.

Not to be confused with the keys & equipment register, which tracks individual items issued out to members (with deposits and return dates). The Inventory is about what the club owns and where it’s stored.

Common questions

How is this different from the keys & equipment register?

The keys & equipment register tracks items lent to members — who has them, deposits and return dates. The Inventory is a fixed stock-take of what the club owns and where it’s kept, with quantities, values and photos.

Can I add my own locations?

Yes — just type a new location in the item form. It’s remembered and suggested next time, so your locations stay tidy and consistent. A few common ones (Bowls Shed, Top Shed, Pavilion rooms, Patio) are suggested to start.

Can I change the categories?

Yes. Open Inventory → Categories (in the Inventory menu) to add your own categories, rename them, pick an icon, or delete ones you don’t use. Deleting a category moves any items in it to “Other”, which is always kept as a fallback. There’s also a “reset to built-in categories” option.

Where are photos stored?

In your WordPress media library, like any other image. Each item keeps a reference to its photo and shows a thumbnail in the list.

Who can see and edit the inventory?

Anyone with the “View inventory” permission can see it; “Manage inventory” is needed to add, edit or remove items. Administrators have both. You can adjust these under Settings → Permissions.

Is the value per item or for the whole line?

Per item. Enter what one of them is worth and Pavilion multiplies by the quantity: twelve sets of bowls at £60 each shows a line total of £720, and the summary and the CSV both total the line values. Leave it blank if you don’t need it.

Is the value used for anything?

It’s for your own records, your insurer and the trustees’ annual report — the summary and the export total it up for you.

What is the Asset Report?

A printable, filterable list of everything in the keys & equipment register, with its location, condition, age, who has it and a QR code for scanning. Reach it from the Equipment page or from Members → At the club → Asset Report. Use it for an insurance schedule or a stock-take; the browser’s own Print dialogue gives you a clean copy.

Which plan includes Inventory?

It’s part of the Complete plan (alongside the officers’ app, greens care and the treasurer & accounts suite).