Inventory Audit Playbook

A practical playbook for running an audit that your team will actually follow.

Before you run the audit (setup)

1. Ensure categories and locations are up to date.
2. Decide who will be responsible for the session.
3. Decide if you want to include all statuses or exclude retired assets.
4. Decide whether unscanned items should be auto-marked as Lost on completion (workspace setting).

Create the session

Go to Inventory Checks → Create New Session:

• Name: use a consistent naming scheme (YYYY-MM Location Quarterly Audit)
• Start date: the audit day
• Location: pick one or “All Locations”
• Responsible: optional but recommended
• Include all statuses: enable only if you want to verify retired/lost assets too

Run the session (execution)

1. Start the session (generates the expected list).
2. For each physical asset:
   • scan QR code
   • confirm or update:
     • location
     • condition
     • assignee
3. Use the “View” modal for manual verification if scanning fails.

Handling exceptions (recommended)

Missing item (not found)

• Do not guess: leave it unscanned until the end.
• After the audit window closes, complete the session.
• If configured, unscanned items are marked Lost.

Found in wrong location

• Update location during the scan.
• Add a note if needed (why moved).

Damaged item

• Update condition to damaged / needs_repair and status to maintenance if appropriate.

Complete the session

• If not all items are scanned, the UI prompts for confirmation.
• Completing applies changes and finalizes the audit result.

After the audit

• Download the report for compliance / internal records.
• Review:
  • what was marked Lost
  • what changed location/assignee
  • what needs repair