Inventory Sessions (Audits)

Inventory Sessions are the fastest way to verify what is physically present and keep your asset register audit-ready.

What it is

An Inventory Session is an audit workflow that:

creates a working list of the assets you want to verify
lets your team confirm items by scanning QR codes or checking manually
records updates such as condition, location, and assignment
keeps a session history you can review later

How it works

Create a session manually or from a schedule.
Choose the scope, such as a location or a broader workspace audit. When you choose a parent location, Include child locations is enabled by default so assets in all nested locations are included; turn it off to audit only assets assigned directly to that location.
Start the session to generate the list to verify.
Scan items or review them manually.
Finish the session and review the results.
Export the report when you need to share follow-up actions.

Edit asset details while scanning on mobile

For new workspaces, Allow scan operators to edit asset details is enabled by default. Workspace owners and admins can turn it off in the Inventory Sessions settings. When enabled, scan operators can expand an individual asset in Recent scans to review its current condition, location, assignee, and note.

The newest scan opens automatically, and only one asset can be expanded at a time. Select Save changes to update that asset, or leave the values unchanged to keep the existing details. Saved changes apply when the inventory session is completed.

When the setting is disabled, mobile scanning still records scans, but the asset editor is not shown.

Best practices

Define the scope before scanning starts.
Make one person responsible for each session.
Do not guess when an item is missing; finish the audit and review the exceptions afterward.
Use follow-up reports to resolve unscanned, damaged, or relocated assets.

Using a barcode scanner

You can scan item codes with a USB or Bluetooth barcode scanner that types into the browser like a keyboard. Configure the scanner to press Enter after each scan. You can still type or paste a code manually.

Continue an active session on mobile

From an in-progress Inventory Session on your computer, select Continue on mobile and scan the displayed QR code with your phone. This signs the phone browser into your usual InvyMate account and opens that session’s mobile scanner.

The code works once and expires after 60 seconds. Treat it as temporary sign-in access: anyone who scans it first can sign in as you. If it expires, close the dialog and create a new code. If it was scanned by the wrong device, sign out from that device or use your normal account controls to end the session.