> This is part 1 of 2 of the full documentation (pages 1–100 of 116).
> The content is paginated: fetch every part to see all of it.
> Next part: https://docs.cloudscaff.com/llms-full.txt/1
> Page index: https://docs.cloudscaff.com/llms.txt

# System Requirements

This section outlines the minimum and recommended hardware, software, and network specifications necessary to install, configure, and operate the system effectively.

### Supported Devices

* Desktop computers *(MacOS/Windows)*
* Laptops *(MacOS/Windows)*
* Tablets *(iOS/Android)*
* Mobile phones *(iOS/Android)*

### Supported Browsers

* Chrome
* Firefox
* Safari
* Edge *(May work, but not officially supported)*

### Internet Connection

Stable internet connection required on all devices and browsers *(system works in real-time)*


# Onboarding Overview

Cloudscaffs onboarding process explained

## Purpose

This onboarding guide explains the full process to get your account set up, activated, and ready for use.

Our onboarding approach is designed to be **simple, guided, and fast**. You do not need to have everything perfectly prepared before starting; our team will assist you throughout the process.

***

## Overview

**The onboarding process consists of the following optional steps.**

All steps can be completed independently within the system. The onboarding service is offered to help you get set up quickly and efficiently using your own data, but it is not required to use the platform.

1. Activate your subscription *(Skip if already completed)*
2. Complete the Cloudscaff Onboarding Template
3. Return the completed template
4. Configure scaffold management
5. Balance existing site inventory

***

## After Onboarding

Once onboarding is complete:

* Your account will be fully configured
* Users can log in and begin working
* Inventory, customers, and sites will be live
* Training sessions can be scheduled if required

***

### Ongoing Support

If you need help at any stage — onboarding or beyond — contact us at: **<info@cloudscaff.com>**

We look forward to working with you and supporting your team.


# Activate Subscription

This section explains how to activate your Cloudscaff subscription and helps prevent billing or onboarding confusion.

## Activating Your Subscription

To begin onboarding, your Cloudscaff subscription must be activated using the correct secure payment link.

### When You Can Skip This Step

You **do not need to activate a subscription** if either of the following applies:

* You are using the **Free plan** (3 projects, no billing required)
* You have **already completed payment** and your account is active

If you are unsure whether your subscription is active, please contact us at **<info@cloudscaff.com>**

***

### Activate Your Subscription

Select the appropriate **subscription card** and **click the activation link** for your chosen plan and billing period (Monthly, Yearly, or 3-Year).

You will be taken securely to Stripe to complete payment.

<table data-view="cards"><thead><tr><th></th><th></th><th></th><th></th><th></th><th></th><th></th><th></th></tr></thead><tbody><tr><td><h3>Lite</h3></td><td><strong>Projects included:</strong> 10</td><td><strong>Monthly price:</strong> $70</td><td><a href="https://buy.stripe.com/cNi3cv5WP1tOeLZ4ik0x20l">Click To Subscribe Monthly</a></td><td><strong>Yearly price:</strong> $700</td><td><a href="https://buy.stripe.com/00wbJ15WP2xS47l5mo0x20m">Click to Subscribe Yearly</a></td><td><strong>3-Year price:</strong> $1890</td><td><a href="https://buy.stripe.com/00w5kD9911tObzNeWY0x20n">Click to Subscribe for 3 Years</a></td></tr><tr><td><h3>Essential</h3></td><td><strong>Projects included:</strong> 20</td><td><strong>Monthly price:</strong> $130</td><td><a href="https://buy.stripe.com/4gMbJ1etldcwavJ5mo0x20o">Click To Subscribe Monthly</a></td><td><strong>Yearly price:</strong> $1300</td><td><a href="https://buy.stripe.com/3cI28r2KD0pKbzN9CE0x20p">Click to Subscribe Yearly</a></td><td><strong>3-Year price:</strong> $3510</td><td><a href="https://buy.stripe.com/aFabJ1dph2xS1ZddSU0x20q">Click to Subscribe for 3 Years</a></td></tr><tr><td><h3>Premium</h3></td><td><strong>Projects included:</strong> 50</td><td><strong>Monthly price:</strong> $240</td><td><a href="https://buy.stripe.com/eVq7sL4SLa0k0V98yA0x20r">Click To Subscribe Monthly</a></td><td><strong>Yearly price:</strong> $2400</td><td><a href="https://buy.stripe.com/6oU5kDad5goIavJ9CE0x20s">Click to Subscribe Yearly</a></td><td><strong>3-Year price:</strong> $6480</td><td><a href="https://buy.stripe.com/9B67sLetl6O8fQ33eg0x20t">Click to Subscribe for 3 Years</a></td></tr><tr><td><h3>Pro</h3></td><td><strong>Projects included:</strong> 100</td><td><strong>Monthly price:</strong> $350</td><td><a href="https://buy.stripe.com/7sY9AT1GzgoI9rF1680x20u">Click To Subscribe Monthly</a></td><td><strong>Yearly price:</strong> $3500</td><td><a href="https://buy.stripe.com/5kQ9ATfxpfkE0V91680x20v">Click to Subscribe Yearly</a></td><td><strong>3-Year price:</strong> $9450</td><td><a href="https://buy.stripe.com/9B614ncld0pKgU74ik0x20w">Click to Subscribe for 3 Years</a></td></tr><tr><td><h3>Pro Plus</h3></td><td><strong>Projects included:</strong> 200</td><td><strong>Monthly price:</strong> $460</td><td><a href="https://buy.stripe.com/cNifZhcldgoI5bp7uw0x20x">Click To Subscribe Monthly</a></td><td><strong>Yearly price:</strong> $4600</td><td><a href="https://buy.stripe.com/fZu3cvbh9fkE9rF3eg0x20y">Click to Subscribe Yearly</a></td><td><strong>3-Year price:</strong> $12420</td><td><a href="https://buy.stripe.com/cNieVd1Gz7ScbzN5mo0x20z">Click to Subscribe for 3 Years</a></td></tr></tbody></table>

***

### How Activation Works

1. **Click** the subscription activation link for your plan
2. You will be redirected to **Cloudscaff’s secure Stripe payment gateway**
3. Enter your billing details
4. Once payment is completed, your subscription will **activate automatically**

No further action is required.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F9fyhdA8R88TGkkcNSsO2%2FScreenshot%202026-02-10%20at%2010.23.15.png?alt=media&amp;token=9c243bf3-d53c-440d-9833-632ff46f8d66" alt=""><figcaption></figcaption></figure></div>

***

### If You Experience Any Issues

If you are unsure which plan applies to you, or if activation does not complete successfully, please contact our team: **<info@cloudscaff.com>**

We’ll be happy to assist.


# Onboarding Template

This section explains how to complete the Onboarding Template Step-by-Step.

## Overview

Download **Cloudscaff Onboarding Template (Excel file)**.

This template allows our team to prepare your account correctly before you begin using the system.

{% file src="/files/H7AHJtktoH2LPMLRENAT" %}

> ### Important Notes:
>
> * You do **not** need to complete every field
> * Provide whatever information you currently have available
> * Missing or incomplete data will be reviewed and completed by our team
> * Do not delay submission if the template is not 100% complete
> * Once submitted, your account will be configured within **24 to 48 hours**.

***

### Where to Send the Template

Please email the completed onboarding template to: **<info@cloudscaff.com>**

***

## Onboarding Template Tabs Explained

### TAB: Inventory Upload

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FA5hXYZNYPSj0MaJX9Y5U%2FScreenshot%202026-02-10%20at%2010.34.33.png?alt=media&amp;token=67bff29d-2cb5-4e56-97b4-88b11ecfe8ac" alt=""><figcaption></figcaption></figure></div>

***

#### Required Fields

* Description

#### Optional Fields

* Code
* Category
* Size
* Location
* Supplier
* Yard Qty
* Weight
* Hire Cost
* Replacement Cost
* Selling Cost
* Inventory Alert %

If you are missing any of these fields, do not worry — our team will assist.

***

#### What Cloudscaff Will Do

* Review and clean the data
* Format it for system import
* Complete required fields where possible
* Structure inventory for tracking and reporting

***

### TAB: Customer Details

The **Customer Details** tab allows you to create a list of your customers so we can help you add them to your Cloudscaff account.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F2tvxfGTGzqVGh5rcDvIM%2FScreenshot%202026-02-10%20at%2010.42.04.png?alt=media&amp;token=928d6f16-6451-4ad0-a760-3fb29a5e3919" alt=""><figcaption></figcaption></figure></div>

#### Required Fields

* Customer name

#### **Optional Fields**

* Email Address
* Representative
* Contact Number
* Registration Number
* VAT Number
* Address

Additional details can be added or updated at any time after onboarding.

***

### TAB: User Details

The **User Details** tab is used to create system access for your team.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fg2V3kzK27jSGQRR45k9n%2FScreenshot%202026-02-10%20at%2010.46.00.png?alt=media&amp;token=4de658b0-87d3-49f1-ae88-499fad3ec002" alt=""><figcaption></figcaption></figure></div>

#### Required Fields

* First Name
* Email Address

#### Optional Fields

* Last Name
* Role
* Password

***

#### How User Accounts Are Created

* Accounts are created for each listed user
* A temporary generic password is assigned (for example: ABC`123`)
* Each user can update their password after logging in

***

#### After Login

Users can:

* Update their passwords
* Access assigned features
* Begin working immediately

***

### TAB: Sites

The **Sites** tab is used to create your sites in Cloudscaff.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUNYSg08fcW4SunSUgtH9%2FScreenshot%202026-02-10%20at%2010.50.48.png?alt=media&amp;token=bbc810c0-8440-47ac-b3ce-7f19310cc87d" alt=""><figcaption></figcaption></figure></div>

#### Required Fields

* Site names
* Site details
* Customer linked to that site

***

#### What Happens Next

* Sites are created by our onboarding team
* Sites are ready for inventory allocation and scaffold tracking
* No further action is required from you after submission

***

## Returning Your Completed Template

### What to Send

* Completed onboarding template

Once your onboarding template is ready, please email it to: **<info@cloudscaff.com>**


# Scaffold Management Setup

To complete the setup of your Scaffold Management section, we require your existing safety documentation.

## Accepted Documents

You can send any of the following:

* Scaffold handover certificates
* Inspection certificates
* Green, yellow, or red tag documentation
* Existing scaffold safety checklists
* Term and conditions
* Regulation requirements
* Load requirements

> **Note:** Send your supporting documents to: **<info@cloudscaff.com>**

We will configure these directly into your Cloudscaff account.&#x20;


# Site Inventory Balancing

To accurately reflect items already on site, we require inventory movement records.

### Accepted Records

* Delivery notes
* Stock movement records
* Any existing site inventory documentation

These allow us to balance opening quantities per site.

> **Note:** Please send all records to **<info@cloudscaff.com>**.


# Accessing the System

You can access Cloudscaff directly in your browser or by installing the app.

## Types of Access

### Internet Browser:

* Chrome
* Firefox
* Safari
* Edge *(May work, but not officially supported)*

{% hint style="info" %}
[How to use Cloudscaff in your internet browser](/accessing-the-system/internet-browser)
{% endhint %}

### Mobile App (PWA)

* iOS
* Android

{% hint style="info" %}
[How to use Cloudscaff as a mobile app](/accessing-the-system/installing-the-moble-app)
{% endhint %}

### Desktop App (PWA)

* Chrome
* Safari

{% hint style="info" %}
[How to use Cloudscaff as a desktop app](/accessing-the-system/installing-the-desktop-app)
{% endhint %}

## What is a Progressive Web App (PWA)?

Progressive Web App (PWA) is a term used to denote a new software development methodology. Unlike traditional applications, progressive web apps are a hybrid of regular web pages (or websites) and a mobile application. This new application model attempts to combine features offered by most modern browsers with the benefits of a mobile experience.


# Internet Browser

Use Cloudscaff directly in your browser on any device—no installation needed.

## How to Use Cloudscaff in Your Internet Browser

### **Open Your Preferred Web Browser**

* On your computer or mobile device, open any modern web browser — such as **Chrome**, **Safari**, **Edge**, or **Firefox**.
* Ensure you have a stable internet connection, as Cloudscaff operates in real-time.

### **Visit the Cloudscaff Website**

In the browser’s address bar, type: [**`https://cloudscaff.com/`**](https://cloudscaff.com/)

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FhLv5gwN9pNZiFsggMMBY%2FScreenshot%202025-10-27%20at%2009.44.38.png?alt=media&amp;token=80b08aa5-946e-4574-ba37-b9f2b8642cae" alt=""><figcaption></figcaption></figure></div>

Press **Enter** to open the Cloudscaff homepage.

### **Navigate to the Login Page**

Once the homepage loads, look at the **top-right corner** of the screen.

<div align="left" data-full-width="false" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FdbRdMgTcPhQZGEfXxobl%2FScreenshot%202025-10-27%20at%2009.50.18.png?alt=media&amp;token=14b646e1-a1c8-4708-862c-b939018b7fc8" alt=""><figcaption></figcaption></figure></div>

Click the **“Login”** button.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FdnjrkXPGieFCnGlSEpNv%2FScreenshot%202025-10-27%20at%2009.53.37.png?alt=media&amp;token=dccc7c0f-7016-4bf4-b512-31fdc31df378" alt=""><figcaption></figcaption></figure></div>

### **Login to Cloudscaff**

You will be redirected automatically to the Cloudscaff login portal at: [**`https://app.cloudscaff.com/login`**](https://app.cloudscaff.com/login)

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUy6ftc66mXHESZbPHWd2%2FScreenshot%202025-10-27%20at%2009.52.09.png?alt=media&amp;token=1732b610-17df-4d3e-9111-74427db4155b" alt=""><figcaption></figcaption></figure></div>

### **Sign In to Your Account**

Enter your **email and password** to sign in.

After signing in, you’ll have full access to Cloudscaff directly from your browser — no installation required.

### **(Optional) Bookmark for Easy Access**

To make future logins faster, bookmark the page:

**On Chrome/Safari/Edge:** Press **Ctrl + D** (Windows) or **Command + D** (Mac).\
This will save Cloudscaff to your browser bookmarks for one-click access next time.


# Installing the Moble App

Install Cloudscaff on your phone or tablet for quick, app-like access anywhere.

## How to Use Cloudscaff as a Mobile App

***

## Android Devices

### **How to Install Cloudscaff on your Android Device Using Chrome**

### **Open Google Chrome**

On your Android phone or tablet, open the **Chrome browser**.

### **Visit the Cloudscaff Web App**

* In the Chrome address bar, type: [**`https://app.cloudscaff.com`**](https://app.cloudscaff.com/)
* Press **Enter** to open the Cloudscaff app page.

### **Open the Chrome Menu**

Tap the **three dots** (⋮) in the **top-right corner** of the screen to open the Chrome menu.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FBS2u7fIZneNNgxV0yepy%2Fin6.webp?alt=media&amp;token=715e1d76-5c0a-4ed9-b07c-502f5028eee7" alt="" width="270"><figcaption></figcaption></figure></div>

### **Select “Install App”**

Scroll through the menu options until you find **“Install app”** and tap it.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FNGQq32pntlAclNBDXBLV%2Fin7.webp?alt=media&amp;token=25259ca6-61ec-4de1-a36b-e8e286e1e994" alt="" width="270"><figcaption></figcaption></figure></div>

### **Confirm Installation**

* A pop-up will appear asking to install **Cloudscaff**.
* Tap **Install** to confirm.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGhSCtkc5GAAR3AXv2JwP%2Fin8.webp?alt=media&amp;token=3320b274-1991-435f-a3ed-6c33af865b1c" alt="" width="270"><figcaption></figcaption></figure></div>

### **Launch Cloudscaff**

* Once installation is complete, the **Cloudscaff app icon** will appear on your **home screen** or **app drawer**.
* Tap it to open Cloudscaff directly like any other mobile app.

***

## Apple Devices

### **How to Install Cloudscaff on your iPhone Using Safari**

### **Open Safari on your iPhone**

On your iPhone, open the **Safari browser**.

### **Visit the Cloudscaff Web App**

* In Safari’s address bar, type: [**`https://app.cloudscaff.com`**](https://app.cloudscaff.com/)
* Press **Go** to open the Cloudscaff app page.

### **Open the Share Menu**

At the **bottom center** of the Safari screen, tap the **Share icon** (a square with an upward arrow).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F9dvELGaHC4Yuusvv5Raf%2Fin3.webp?alt=media&amp;token=ba8a36d9-a6ab-42a3-aa07-e7ec6dcd889f" alt="" width="188"><figcaption></figcaption></figure></div>

### **Select “Add to Home Screen”**

Scroll down through the options until you find **“Add to Home Screen”** and tap it.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FinFiCmImAMUwaptyQmrL%2Fin4.webp?alt=media&amp;token=1525104c-687c-48d3-b7be-994013fb3edb" alt="" width="188"><figcaption></figcaption></figure></div>

### **Confirm Installation**

* You’ll see a preview of the Cloudscaff app icon and name.
* Tap **Add** in the **top-right corner** of the screen.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F6jP3Ebpq8NWJscuyULa6%2Fin5.webp?alt=media&amp;token=6286c97d-35a3-43b9-bc37-c115b78ac217" alt="" width="188"><figcaption></figcaption></figure></div>

### **Launch Cloudscaff**

* The **Cloudscaff icon** will now appear on your **Home Screen**.
* Tap it anytime to open Cloudscaff directly as a mobile app.


# Installing the Desktop App

Install Cloudscaff on your desktop for quick, app-like access anywhere.

## **How to Install Cloudscaff on your Computer Using Chrome**

### **Open Google Chrome**

* Make sure you are using the **Google Chrome browser** on your computer.
* Confirm it’s updated to the latest version (recommended for compatibility with Progressive Web Apps, or PWAs).

### **Visit the Cloudscaff Web App**

* In the address bar, type: [**`https://app.cloudscaff.com`**](https://app.cloudscaff.com/)
* Press **Enter** to open the Cloudscaff application page.

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FmvMAgU0gXYdKJV148l5P%2Fin1.webp?alt=media&amp;token=88eb8b39-85f3-467d-b71d-ae8b03e0613a" alt=""><figcaption></figcaption></figure></div>

### **Access the Install Option**

* Look at the **top right corner of your Chrome address bar**.
* You’ll see an **“Install” icon** (a computer screen with a down arrow) or a **plus (+)** symbol.
* Click the **Install** button.

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FMMSlBiXBZhFjSDP1HIVK%2Fin2.webp?alt=media&amp;token=bcbb703a-a77f-4055-a413-efc81b466cf4" alt=""><figcaption></figcaption></figure></div>

### **Confirm Installation**

* A small pop-up will appear asking if you’d like to install **Cloudscaff**.
* Click **Install** to confirm.

### **Launch Cloudscaff as a Desktop App**

* Once installation completes, **Cloudscaff will open in its own window**, separate from the browser.
* It will also be **added to your desktop or applications menu**—you can open it just like any other app.

### **(Optional) Pin Cloudscaff for Quick Access**

* On Windows: Right-click the app icon in your taskbar → **Pin to Taskbar**.
* On macOS: Drag the app icon to your **Dock** for easy access.

***

## How to Install Cloudscaff on your Mac Using Safari

### **Open Safari on Your Mac**

* Launch the **Safari browser** from your Dock or Applications folder.
* Ensure your macOS and Safari are up to date.

### **Download Google Chrome**

* In Safari’s address bar, go to: [**`https://www.google.com/chrome`**](https://www.google.com/chrome)
* Click **“Download Chrome for Mac”** and follow the on-screen steps to install Chrome.
* Once downloaded, open the **.dmg** file and drag **Google Chrome** into your **Applications** folder.

### **Open Google Chrome**

* After installation, open **Google Chrome** from your Applications folder or Launchpad.
* Sign in to Chrome if prompted (optional).

### **Visit the Cloudscaff Web App**

* In Chrome’s address bar, type: [**`https://app.cloudscaff.com`**](https://app.cloudscaff.com/)
* Press **Enter** to load the Cloudscaff app page.

### **Install Cloudscaff as a PWA**

* At the **top right corner** of Chrome’s address bar, look for the **Install icon** (computer screen with a down arrow or a plus “+” symbol).
* Click **Install**.

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FNYu9xtjj5huinH0kyOw9%2Fin1%20(1).webp?alt=media&amp;token=127e5a4c-1800-4144-a28e-3922e1f6225a" alt=""><figcaption></figcaption></figure></div>

### **Confirm the Installation**

* A prompt will appear asking to install **Cloudscaff**.
* Click **Install** to confirm.
* Cloudscaff will open in its **own window** as a standalone desktop app.

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FxanYCQlBC1lfJovQ54pp%2Fin2%20(1).webp?alt=media&amp;token=13c7cb1e-f2c9-4c2a-8408-39703f63cfd3" alt=""><figcaption></figcaption></figure></div>

### **(Optional) Keep Cloudscaff Handy**

To make access faster:

* On macOS, drag the **Cloudscaff app icon** into your **Dock**.
* You can also find it in **Launchpad** or **Applications**.


# Login to Cloudscaff

You can log in to Cloudscaff directly through your web browser or by using the installed PWA (Progressive Web App) on your desktop, laptop, tablet, or mobile device. Both options connect you securely

## **Browser Login**

### **Open Cloudscaff**

* If you’re accessing Cloudscaff through your **browser**, open any modern browser such as **Chrome**, **Safari**, **Edge**, or **Firefox**.
* In the address bar, type: [**`https://cloudscaff.com`**](https://cloudscaff.com/)
* Press **Enter** to visit the Cloudscaff landing page.

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FdbRdMgTcPhQZGEfXxobl%2FScreenshot%202025-10-27%20at%2009.50.18.png?alt=media&amp;token=14b646e1-a1c8-4708-862c-b939018b7fc8" alt=""><figcaption></figcaption></figure></div>

### **Go to the Login Page**

On the top-right corner of the Cloudscaff homepage, click **“Login.”**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FdnjrkXPGieFCnGlSEpNv%2FScreenshot%202025-10-27%20at%2009.53.37.png?alt=media&amp;token=dccc7c0f-7016-4bf4-b512-31fdc31df378" alt=""><figcaption></figcaption></figure></div>

You will be redirected automatically to the Cloudscaff login portal:  [**`https://app.cloudscaff.com/login`**](https://app.cloudscaff.com/login)

### **Sign In**

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUy6ftc66mXHESZbPHWd2%2FScreenshot%202025-10-27%20at%2009.52.09.png?alt=media&amp;token=1732b610-17df-4d3e-9111-74427db4155b" alt=""><figcaption></figcaption></figure></div>

* Enter your **email address** and **password**.
* Click **SIGN IN** to sign in to your account.
* After signing in, you’ll have full access to Cloudscaff directly from your browser — no installation required.

***

## App Login

### Mobile or Desktop

### Open the **Cloudscaff App Icon**&#x20;

* This can be found on your **desktop**, **laptop**, **tablet**, or **mobile device**.
* The app will automatically open the same login portal: [**`https://app.cloudscaff.com/login`**](https://app.cloudscaff.com/login)

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUy6ftc66mXHESZbPHWd2%2FScreenshot%202025-10-27%20at%2009.52.09.png?alt=media&amp;token=1732b610-17df-4d3e-9111-74427db4155b" alt=""><figcaption></figcaption></figure></div>

### **Sign In**

* Enter your **email address** and **password**.
* Click **SIGN IN** to sign in to your account.
* Once logged in, you’ll have complete access to Cloudscaff with all the same features as the browser version.


# Login to Cloudscaff (Microsoft Sign-In)

This page explains how to access your Cloudscaff account using Microsoft Single Sign-On (SSO).

## Purpose

To help users securely log in to Cloudscaff using their existing Microsoft account without creating or managing additional login credentials.

***

## How to Access the Login Page

1. Open a web browser on your **mobile, desktop, or laptop**.
2. Enter the following URL in the address bar or click the link directly: <https://app.cloudscaff.com/login>
3. You will be redirected to the Cloudscaff login page.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fmw97IFPT1vPJR6rLgeP0%2FScreenshot%202026-01-19%20at%2020.07.53.png?alt=media&amp;token=be4f0280-cc5b-4fb2-983c-52fd3e5ab85d" alt=""><figcaption></figcaption></figure></div>

***

## Logging In with Microsoft

* On the Cloudscaff login page,&#x20;
* Leave the **Email address** and **Password** input fields blank

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FnEMCs4K97NlUow9GTcuj%2FScreenshot%202026-01-19%20at%2020.09.56.png?alt=media&amp;token=6ba9975e-ab22-4ff1-91b3-8a51635e9b1e" alt=""><figcaption></figcaption></figure></div>

* Click **Continue with Microsoft**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FwPrEYSD4GQ6Tqjfiz46E%2FScreenshot%202026-01-19%20at%2020.10.47.png?alt=media&amp;token=64d92f3e-0505-4659-a62a-ffbb45f494b7" alt=""><figcaption></figcaption></figure></div>

* You will be redirected to the Microsoft sign-in page.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F6wKdZzbqc0qie9OkhAeb%2FScreenshot%202026-01-19%20at%2020.11.30.png?alt=media&amp;token=3b5ffeea-7570-41a4-b21e-296bd98cc5fb" alt="" width="375"><figcaption></figcaption></figure></div>

* Enter your **existing Microsoft email address and password**.
* Complete any Microsoft security prompts if required.
* Once authenticated, you will be logged in to Cloudscaff automatically.

{% hint style="success" %}
Your Cloudscaff account has already been created, so there is no need to manually enter or register any details.
{% endhint %}

***

## After You’ve Logged In

* Please confirm with your account admin once you have successfully logged in.
* After confirmation, your account will be added to the **relevant branches and sites** in the system.

***

## Troubleshooting

If you experience any issues:

* Ensure you are using the correct Microsoft email address.
* Check that you are signed in to the correct Microsoft account if you have multiple accounts.
* Try refreshing the page or using a different browser.

If the issue persists, please contact support or reply to confirm what error message you are seeing.

***

## Next Steps

Once access is confirmed:

* You will be assigned to the appropriate branches.
* You can begin using Cloudscaff based on your assigned role and permissions.


# Navigation

The side navigation in Cloudscaff is your main workspace control panel. It provides quick access to all key modules.

## Side Navigation Overview

The side navigation in Cloudscaff is your main workspace control panel. It provides quick access to all key modules — from your profile and company branches to site and inventory management, logs, and reports.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FSbqZGxGdp20D3QPZ796u%2FScreenshot%202025-10-27%20at%2011.00.34.png?alt=media&amp;token=939979a3-0f46-4c70-8f97-e63f8bd24e8a" alt="" width="113"><figcaption></figcaption></figure></div>

***

## **Hamburger Icon**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVLJ0fBBKYPYTwdRovpcA%2FScreenshot%202025-10-27%20at%2011.29.47.png?alt=media&amp;token=5121f349-fdc7-4a6b-9610-2b850a4ff22a" alt="" width="62"><figcaption></figcaption></figure></div>

You can collapse or expand the side navigation by clicking the **hamburger icon (☰)** in the top-left corner.\
This helps maximize workspace on smaller screens like tablets or laptops.

***

## **User Profile Section**

Located at the very top of the sidebar, this area displays your **profile information**. The **User Profile** section allows you to manage your personal information and account details within Cloudscaff. Keeping your profile up to date ensures accurate communication, clear identification on reports and logs, and a personalized app experience.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FFjTUW9KZ7oKAHIMEfrGr%2FScreenshot%202025-10-27%20at%2011.10.05.png?alt=media&amp;token=c295df5b-4404-46aa-9661-7ce6488ed5c2" alt="" width="375"><figcaption></figcaption></figure></div>

* **Profile photo** and **name** (e.g., *Byron Wood*)
* **Email address** (e.g., *<byron@cloudscaff.com>*)
* **Settings icon** – Click this to update your personal or account settings.

### **Updating Your Profile**

Click the settings icon

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fcv1LG4tYoSGqmiRb8Clz%2FScreenshot%202025-10-27%20at%2011.08.53.png?alt=media&amp;token=27b584af-e9ff-4b60-a191-befb6afe9099" alt="" width="335"><figcaption></figcaption></figure></div>

#### **Profile Photo**

* You’ll see your current profile image displayed at the top of the screen.
* Click **“Change Image”** to upload a new photo from your device.
* Click **“Remove Image”** if you prefer to use the default avatar instead.
* Recommended size: **square image (1:1 aspect ratio)** for best display results.

#### **Email Address**

* Your registered email is displayed in the **Email** field.
* This is your unique login credential and cannot be changed directly from this screen.
* Contact your administrator if you need to update your login email.

#### **Name**

* Update your **name** as you’d like it to appear across the system — on reports, job logs, and notifications.
* Use your full name for clarity, especially if multiple users share the same company account.

#### **Contact Number (Optional)**

* You can enter your **mobile or office number** in the *Contact Number* field.
* This helps team members or clients reach you directly if needed.
* The field is optional, but recommended for users managing sites or deliveries.

#### **Save Changes**

* After making updates, click **“Update Profile”** at the bottom of the page.
* A confirmation message will appear once your changes are successfully saved.

> **Tips:**&#x20;
>
> Keep your contact information current to ensure smooth coordination with your team.
>
> Updating your profile image helps others easily identify you in shared dashboards and activity logs.

***

## **Branch Selector**

Below your profile, you’ll see the **Active Company Branches** list.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FXhNdMCxSSYbKTITpDYxt%2FScreenshot%202025-10-27%20at%2011.18.46.png?alt=media&amp;token=cbdc3119-437d-4777-bf51-07d9b14d6bed" alt="" width="375"><figcaption></figcaption></figure></div>

### **Switch Active Company**

If you manage or belong to multiple accounts, use this option to change between accounts quickly.

* Displays your current **company** (e.g., *Cloudscaff Demo*) and available **branches** (e.g., *Arsenal*).
* Switching branches updates your data view — including jobs, users, inventory, and reports — for that specific branch.

***

## **Tools to Choose From**

These are the core tools used for daily operations:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FssTrtfhSBj9ULI7YZuhj%2FScreenshot%202025-10-27%20at%2011.21.11.png?alt=media&amp;token=458c511d-4796-4859-9161-0798a5c20e7c" alt="" width="255"><figcaption></figcaption></figure></div>

***

## **Logs Overview**

These logs capture all records created within the **Site** section across your connected sites.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FaNtJACCD1evnUD1FpOoL%2FScreenshot%202025-10-29%20at%2008.59.50.png?alt=media&amp;token=41204696-1a29-47ca-be54-e09e4296da33" alt="" width="215"><figcaption></figcaption></figure></div>

### **Instructions Log**

View and access all site instructions that have been created.

{% hint style="info" %}
[Click here to learn about the Instruction Log](/logs/instructions-log)
{% endhint %}

### **Handovers Log**

A complete record of all handover certificates generated across your sites.

{% hint style="info" %}
[Click here to learn about the Handover Log](/logs/handover-log)
{% endhint %}

### **Scaffold Log**

A detailed record of scaffold activities, configurations, and safety-related documents.

{% hint style="info" %}
[Click here to learn about the Scaffold Log](/logs/scaffold-log)
{% endhint %}

### **Upcoming Dismantles Log**

View scaffolds that are approaching their dismantle date and require action.

{% hint style="info" %}
[Click here to learn about the Upcoming Dismantles Log](/logs/upcoming-dismantles)
{% endhint %}

### **Dismantle Log**

A record of all dismantled jobs that have been completed across your sites.

{% hint style="info" %}
[Click here to learn about the Dismantle Log](/logs/dismantle-log)
{% endhint %}

***

## **Site Management**

### **Sites**

Manage your active job sites.&#x20;

This section allows you to oversee every site-level operation — including scaffolds, inventory, safety checks, users, and assigned tasks.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fuavz6pCSgyUw3W2MJPmO%2FScreenshot%202025-10-29%20at%2008.59.40.png?alt=media&amp;token=22b4c1ac-2d12-4949-bdc6-1347cb85657f" alt="" width="220"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Click here to learn about Sites](/site-management/sites)
{% endhint %}

***

## **Inventory Management**

### **Inventory**

Manage all materials, quantities, and movements across sites and yards.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FrKO37650syHp3dy1i6rR%2FScreenshot%202025-10-29%20at%2008.59.33.png?alt=media&amp;token=bb919822-0e94-49fb-a77d-ba2f38c72333" alt="" width="217"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Click here to learn about Inventory](/inventory-management/inventory)
{% endhint %}

***

## Reporting

### **Reports**

Generate summaries for site performance, material usage, and crew activity.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fxly6lOLyysCZVCpK4BOd%2FScreenshot%202025-10-29%20at%2008.58.44.png?alt=media&amp;token=27074db9-81a0-4e38-8d44-db3959c5cad1" alt="" width="218"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Click here to learn about Reports](/reports/reports)
{% endhint %}

***

## **Notifications**

View alerts, approvals, and activity updates.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FN2M6I8z2lEDs7h2Smnsx%2FScreenshot%202025-10-29%20at%2008.57.45.png?alt=media&amp;token=6eedcbbc-f804-492e-97e0-074b54f08599" alt="" width="217"><figcaption></figcaption></figure></div>

A red indicator 🔴 shows when you have new notifications.

{% hint style="info" %}
[Click here to learn about Notifications](/notifications/notifications)
{% endhint %}

***

## **Account Management**

Below the main modules, you’ll find administrative tools:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FFzXiR31zPJ9j1qr0s1jh%2FScreenshot%202025-10-27%20at%2011.26.41.png?alt=media&amp;token=28f1ee2e-6d96-48f0-a02e-10b7149db204" alt="" width="254"><figcaption></figcaption></figure></div>

### **Manage Subscription**

View or update your current plan and billing details.

{% hint style="info" %}
[Click here to learn about how to Manage Subscription](/manage-subscription/manage-subscription)
{% endhint %}

### **Settings**

Configure company preferences, notification settings, and user permissions.

{% hint style="info" %}
[Click here to learn about Settings](/settings/accessing-settings)
{% endhint %}

### **Logout**

Safely sign out of your account.

{% hint style="info" %}
[Click here to learn about Logging out](/logout/logout)
{% endhint %}

***

## **Support & Version Information**

At the bottom of the sidebar, you’ll find helpful utilities:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FBR2Jfm8zXQ3RrytNmSbL%2FScreenshot%202025-10-27%20at%2011.27.49.png?alt=media&amp;token=0a98540c-41c2-4d04-8713-5f3f944386af" alt="" width="259"><figcaption></figcaption></figure></div>

* **Need Help?** – Opens the support center or contact form for quick assistance.
* **Check for Updates** – Manually verify if a new Cloudscaff version is available.
* **Version Number** – Displays the current software version (e.g., *v1.6.2*).
* **Company ID** – Your unique organization ID used for support or integration references (e.g., *9eaXpBDG4FVJHkAHK5d*).

##


# Accessing Settings

Once you’ve successfully logged in, the next step is to configure and optimize your Cloudscaff account.

## Navigation

In the **side navigation**, scroll down and click **Settings**.

<div align="left"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FaLr6uEPiKPIcT1nmOuAK%2FScreenshot%202025-10-27%20at%2011.34.20.png?alt=media&amp;token=800c2527-2043-4bde-bc1e-0c3b1ba8fcf6" alt="" width="111"><figcaption></figcaption></figure></div>

## Settings

The **Settings** page will appear, showing the following options:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCiUxTb0xKlnQIJ755c2c%2FScreenshot%202025-10-27%20at%2011.35.11.png?alt=media&amp;token=dc4d8806-9366-4370-8678-36ce82ff3bec" alt=""><figcaption></figcaption></figure></div>

### **Business Settings:**&#x20;

Manage your company information, branding, and operational preferences. Update your business details, upload logos, set tax rates, and configure document display options.

{% hint style="info" %}
[Click here to learn how to edit your Business Settings](/settings/business-settings)
{% endhint %}

### **Templates:**&#x20;

Customize the layout and content of your documents.

{% hint style="info" %}
[Click here to learn how to build and edit your Templates](/settings/templates)
{% endhint %}

### **User Profiles:**&#x20;

Manage system users, assign roles, and control access permissions. Each profile defines what team members can view or edit within Cloudscaff.

{% hint style="info" %}
[Click here to learn how to add and manage your Users](/settings/user-management)
{% endhint %}

### **Customer Profiles:**&#x20;

Create and manage customer accounts with contact details, addresses, and reference information. These profiles link directly to jobs, deliveries, and safety documents.

{% hint style="info" %}
[Click here to learn how to add and manage your Customers](/settings/customer-management)
{% endhint %}

### **Terms & Conditions:**&#x20;

Add and manage your company’s legal or operational terms that appear on documents. Keep your policies consistent across all client communications.

{% hint style="info" %}
[Click here to learn how to add and edit your Terms & Conditions](/settings/terms-and-conditions)
{% endhint %}


# Business Settings

Here you can manage and update your company information, branding, and general system preferences.

## **Purpose**

This information automatically appears on all documents, reports, and forms generated in Cloudscaff.

***

## **Business Info**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FO3oSiGyZlfBbujFHVZ7r%2FScreenshot%202025-10-27%20at%2011.49.13.png?alt=media&amp;token=22ee7678-1295-4bc4-baf8-fafa8f2c950f" alt=""><figcaption></figcaption></figure></div>

### **Upload Business Logo**

Add your company logo — it will automatically appear on all printed and digital documents.\
For best results, use an image sized **300px × 100px**.

### **Business Name**

Enter your **official company name** as it should appear on documentation.

### **Registration Number (optional)**

Add your company registration number, if applicable (e.g., `12312/123/112`).

### **VAT Number (optional)**

Enter your VAT or tax identification number (e.g., `341233455612453`).

***

## **Contact Info**

Provide contact details to be displayed on documents. This person’s name will automatically appear on all generated documents as the official **company representative**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZdMSwyITogAddsA2UuMO%2FScreenshot%202025-10-27%20at%2011.52.58.png?alt=media&amp;token=e8257b15-2e47-4061-8a77-98798551b6ab" alt=""><figcaption></figcaption></figure></div>

### **Representative Name (Rep Name)**

e.g., *John Doe*

### **Email Address:**&#x20;

e.g., *<leo@cloudscaff.com>*

### **Phone Number:**&#x20;

e.g., *+1 123 456 7891*

***

## **Business Address**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7JRwdW00f7desxLRnaoi%2FScreenshot%202025-10-27%20at%2011.55.13.png?alt=media&amp;token=a02fb3a5-1274-4036-838d-7144adb3f541" alt=""><figcaption></figcaption></figure></div>

### **Search for Location or Business**

Quickly find your address using the built-in Google Maps search. Simply start typing your street address, and select the correct location from the suggestions.

#### **If the Search Doesn’t Find Your Location**

If the integrated search cannot locate your exact address, you can manually enter or override the address fields to input your location directly.

### **Address Details**

* **Street:** Enter the street name and number.
* **Suburb (optional):** Include only if applicable.
* **City/State:** For example, *Todd Mission*.
* **ZIP Code:** For example, *77363*.
* **Country:** For example, *United States*.

***

## **Banking Details**

Include banking details that will appear on documents.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FeIbH9j531dbKgbcVKzww%2FScreenshot%202025-10-27%20at%2011.55.58.png?alt=media&amp;token=049e0f0a-eafe-4cdc-b484-33b1d0821188" alt=""><figcaption></figcaption></figure></div>

* **Bank Name (optional):** e.g., *Bank Name*
* **Bank Account Number (optional):** e.g., *12345678*
* **Branch Code (optional):** e.g., *123456*
* **Swift Code (optional):** e.g., *DD39BB*

***

## **General Settings**

Adjust key system and document display preferences.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fa7OIjJApWFWiYnn6Qd8j%2FScreenshot%202025-10-27%20at%2011.56.53.png?alt=media&amp;token=8116e069-186d-4c2b-9342-5ee55acb61a1" alt=""><figcaption></figcaption></figure></div>

### **Inventory Balance Setting:**

*Keep empty inventory items after yard transfer.*&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FntHW2R3HxUljAzSwuhch%2FScreenshot%202025-10-27%20at%2011.58.24.png?alt=media&amp;token=8243c6d2-5ac8-4d48-a089-8ea72e440896" alt=""><figcaption></figcaption></figure></div>

This setting controls whether Cloudscaff retains inventory items that have a zero balance after a yard transfer.

**When enabled:**

* Items with **zero quantity** will remain visible in your inventory list even after they’ve been transferred out.
* This helps maintain a **complete item history**, ensuring that every product — even temporarily out of stock — remains accessible for future updates, returns, or reordering.
* Recommended if you want **consistent tracking** of all items ever used or stored in your system.

**When disabled:**

* Items that reach **zero balance** after a yard transfer are automatically removed from the inventory list.
* Useful for companies that prefer to keep the inventory view **clean and limited** to items currently in stock.

### **Negative Inventory Setting:**

*Disable inventory levels from dropping below zero.*

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FkBIK4GpdEqusljeuZy5e%2FScreenshot%202025-10-27%20at%2011.58.29.png?alt=media&amp;token=a09051c3-a1a3-4624-bccd-2b066c1839d5" alt=""><figcaption></figcaption></figure></div>

This setting determines whether inventory quantities are allowed to fall below zero.

**When enabled:**

* The system will **prevent** users from processing deliveries that would push stock below zero.
* This ensures that your inventory data always reflects **real, available quantities**.
* Recommended for strict inventory control environments where all movements must be accurately logged before issuing materials.

**When disabled:**

* Inventory quantities can **temporarily go negative**.
* This is useful for fast-paced operations where items are dispatched before formal returns or transfers are recorded.
* The negative balance serves as an indicator that a **reconciliation or bulk update** is needed later to align actual stock levels.

### **Unit of Measure**

Defines how material dimensions are displayed throughout the platform.

You can choose between **metric** or **imperial** units based on your regional standards or company preference.

**Options:**

* **Metric:**
  * **m (meters)** – Standard measurement for most scaffolding and construction operations.
  * **mm (millimeters)** – Used for precision components or smaller items.
* **Imperial:**
  * **ft (feet)** – For projects following imperial standards.
  * **in (inches)** – For components requiring detailed measurements.

**Tip:** Choose the system (metric or imperial) that aligns with your client, project, or regional regulations. Cloudscaff supports both interchangeably.

### **Weight in Tons**

Toggle this setting **on or off** depending on how you want weight displayed in reports and documents.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FBNsSzfweKdOACdCq4HZV%2FScreenshot%202025-10-27%20at%2014.43.02.png?alt=media&amp;token=7ca686b3-fecc-47e8-bfbb-e4adbceb9b30" alt=""><figcaption></figcaption></figure></div>

* **On:** Converts and displays total weights in **tons** (metric) or **short tons** (imperial).
* **Off:** Displays weight in your selected **Unit of Mass** (e.g., kilograms or pounds).

### **Unit of Mass**

Select the base unit used for calculating and displaying material weight.

* **Metric:** **kg (kilograms)** or **t (tons)**
* **Imperial:** **lb (pounds)** or **short tons**

### **Currency**

Set your preferred **currency symbol** for all financial transactions and documents.\
Options include **$**, **€**, **£**, **R**, or any other regional currency.

### **Sales Tax %**

Define the **sales tax percentage** applied to all taxable transactions.

* Example: `15` for 15% sales tax.
* Set to `0` if your region excludes sales tax or handles it externally.

Supports both **VAT** (Value-Added Tax) and **GST** (Goods and Services Tax), depending on your region.

### **Use GST Instead of VAT**

Toggle based on your country’s tax system:

* **On:** Displays **GST** across all reports and documents.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FdH7dQZe1JdM9fDETtwDr%2FScreenshot%202025-10-27%20at%2014.51.54.png?alt=media&amp;token=b164f0d3-b01e-4f2a-8eee-b81628d2836a" alt="" width="375"><figcaption></figcaption></figure></div>

* **Off:** Displays **VAT**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F41CL31uvIg157R7oJjKZ%2FScreenshot%202025-10-27%20at%2014.51.49.png?alt=media&amp;token=3cb849a7-4e9d-4be3-bfd9-b363ad4f89c8" alt="" width="375"><figcaption></figcaption></figure></div>

***

## **Terminology**

Customize how key terms appear across the platform and documents.\
This allows regional or industry-specific naming for clarity.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FKAr5m6sn6YYHE3SOgQBB%2FScreenshot%202025-10-27%20at%2014.54.20.png?alt=media&amp;token=cbcc135b-e883-4c54-b996-448bf41d58c0" alt="" width="375"><figcaption></figcaption></figure></div>

### **Term for a Scaffold**

e.g., *Scaffold, System, Frame*

### **Term for a Board**

e.g., *Working Levels, Platforms, Decks*

### **Term for Hire**

e.g., *Rent*

***

## **Integrations**

* Use this section to connect Cloudscaff with third-party services (e.g., accounting).
* Future integrations will appear here for easy configuration.

***

> **Important Notes:**
>
> Ensure your **business and contact information** are accurate — these details automatically populate on documents and reports.
>
> Review your **General Settings** and **Terminology** to align Cloudscaff’s display language with your company’s standards.
>
> If you operate across different regions or branches, repeat this setup for each active company profile if needed.


# Templates

The templates section in Cloudscaff allows you to create and manage the customizable documents and classifications that form the foundation of your operational workflow.

## Purpose

These templates ensure your **Handover Certificates**, **Inspection Certificates**, and **site-related classifications** comply with your company standards, improve traceability, and provide accurate data for reporting and analytics.

## Accessing Templates

In the **side navigation**, click **Settings → Templates**

{% hint style="info" %}
[Click here to view how to access Templates](/settings/accessing-settings)
{% endhint %}

### **Open Templates**

Click **Templates**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F8tIoVcs6q6fI6CnNR42L%2FScreenshot%202025-10-29%20at%2011.42.04.png?alt=media&amp;token=fa17146c-e060-4843-a553-0d5df168719f" alt="" width="563"><figcaption></figcaption></figure></div>

Here you can build, manage, and update your **Handover Certificates**, **Inspection Certificates, and Site-related classifications**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F8sg3CRHlupVxToosmQLc%2FScreenshot%202025-10-27%20at%2017.21.06.png?alt=media&amp;token=73e423ea-4dee-4386-8bc5-7ec919070d84" alt=""><figcaption></figcaption></figure></div>

### **Inspection Certificate Template**

Design and customize your **Inspection Certificate** to align with your company’s inspection standards.\
This certificate can be used during **daily, weekly, or ad-hoc scaffold inspections** to verify that structures are safe for use.

Inspection certificate templates help standardize your company’s safety documentation and ensure all inspections are traceable, compliant, and formatted according to your internal specifications.

{% hint style="info" %}
[Click here to learn how to build an Inspection Certificate](/settings/templates/inspection-certificate-template-build-and-edit)
{% endhint %}

### **Handover Template**

Customize your **Handover Certificate**, which is issued once a scaffold is **erected and ready for use**.\
This document formally certifies that the scaffold meets your company’s compliance and safety requirements.

You can include sign-off sections for supervisors, safety officers, and clients, along with job or site details.

Handover certificate templates help standardize your company’s safety documentation and ensure all handovers are traceable, compliant, and formatted according to your internal specifications.

{% hint style="info" %}
[Click here to learn how to build a Handover Certificate](/settings/templates/handover-certificate-template-build-and-edit)
{% endhint %}

### **Scaffold Types**

Add and manage all the **scaffold types** your company uses in the system.

These types are used to:

* Standardize how scaffolds are recorded across jobs and reports.
* Enable reporting by scaffold type.
* Improve classification and analytics for large or multi-site operations.

{% hint style="info" %}
[Click here to learn how to create Scaffold Types](/settings/templates/scaffold-types-template-create-and-edit)
{% endhint %}

### **Site Categories**

Use **Site Categories** to classify the **type or nature of each site** within your company.\
Examples:

* *Industrial Site*
* *Maintenance Site*
* *Residential Project*

These categories are used for **data segmentation** and **reporting**, allowing you to filter or analyze performance, material movement, or safety data specific to certain industries or project types.

{% hint style="info" %}
[Click here to learn how to create Site Categories](/settings/templates/site-categories-template-create-and-edit)
{% endhint %}

### **Site Groups**

Create **Site Groups** to organize or tag related sites for easier management and reporting.

Groups can represent:

* **Cities**
* **Districts**
* **Regions**
* **States or Provinces**
* **Operational Process**

Grouping sites enables you to:

* Run consolidated reports per region or process.
* Compare productivity or material usage across groups.
* Simplify data management across multiple branches or territories.

{% hint style="info" %}
[Click here to learn how to create Site Groups](/settings/templates/site-groups-template-create-and-edit)
{% endhint %}

> **Tip:** Defining **templates**, **types**, **categories**, and **groups** early ensures that your Cloudscaff data remains structured, searchable, and analytics-ready — helping your business maintain compliance, accuracy, and operational efficiency.


# Inspection Certificate Template: Build and Edit

The Inspection Certificate Template allows you to design and standardize scaffold inspection forms in line with your company’s safety and compliance requirements.

## Purpose

The Inspection Certificate Template ensures that all inspections — whether daily, weekly, or on demand — follow a **standardized structure** that meets both **legal** and **operational compliance** requirements.

Each completed inspection confirms that a scaffold is **safe for use**, functioning as a digital **“green tag”** within Cloudscaff.

When you update an inspection template, those changes are applied **instantly across your entire organization** — ensuring every team member, on any device or site, always works from the **latest approved version**.

{% hint style="info" %}
[Learn how to use an Inspection Certificate](/site-management/scaffolds/inspections)
{% endhint %}

## Access the Inspection Template

In the **side navigation**, click **Settings → Templates → Inspection Template**.

{% hint style="info" %}
[Click here to view how to access Templates](/settings/templates)
{% endhint %}

The inspection template editor will open, displaying the current configuration or a blank form if it’s your first time creating one.

## Building an Inspection Certificate

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVhnMb8FzyYQS8vpP34Qu%2FScreenshot%202025-10-27%20at%2019.04.32.png?alt=media&amp;token=43a62153-e45b-4908-87a9-4f8b8e125571" alt=""><figcaption></figcaption></figure></div>

### **Add a Category**

Each inspection template can be divided into one or more **categories** to group related safety checks.

Click inside the **Category field** and enter a name (e.g., *Structural Stability*, *Access Points*, *Guardrails*, or *Platforms*).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZjCXpBmoJTQBBqrKn99j%2FScreenshot%202025-10-27%20at%2019.07.30.png?alt=media&amp;token=da0a70c3-4b83-4f09-8103-1e6901793e10" alt="" width="210"><figcaption></figcaption></figure></div>

To add another category, click the **green plus (+)** button at the bottom of the screen.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiZSQkGbPw6UucwAOtMk8%2FScreenshot%202025-10-27%20at%2019.09.59.png?alt=media&amp;token=e4e46489-c043-4014-a5ba-6b062209b124" alt="" width="98"><figcaption></figcaption></figure></div>

Categories make your inspections organized and ensure that every safety aspect is covered systematically.

> **Tip:** You can add multiple categories to break down your checklist by scaffold sections, site areas, or inspection focus points.

### **Add a Question**

Under each category, you can create multiple **inspection questions**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F3vcUx25B5y6DVJu96E3T%2FScreenshot%202025-10-27%20at%2019.07.35.png?alt=media&amp;token=42e56859-a310-4e82-bc18-2ae5434b000a" alt="" width="221"><figcaption></figcaption></figure></div>

To add additional questions within a category, click **Add Question**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FzkYiUyhDY1szLrDsToYb%2FScreenshot%202025-10-27%20at%2019.09.55.png?alt=media&amp;token=c5d8662c-5d9c-4a2d-aac5-7580c2ebde23" alt="" width="198"><figcaption></figcaption></figure></div>

Each question should represent a specific inspection requirement.

**Example:**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCibJzzqnqGVEqVHe1qQB%2FScreenshot%202025-10-27%20at%2019.18.33.png?alt=media&amp;token=7932f663-a17b-4d23-b634-99ab19466d35" alt=""><figcaption></figcaption></figure></div>

### **Functionality**

Each question automatically becomes a **Yes/No field** during inspection.

* **Yes** = Pass (compliant)
* **No** = Fail (non-compliant)

If a **category is left blank**, Cloudscaff will automatically mark it as **Not Applicable (N/A)** in the final inspection record.

### **Add Additional Categories or Questions**

To add another category, click the **green plus (+)** button at the bottom of the screen.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiZSQkGbPw6UucwAOtMk8%2FScreenshot%202025-10-27%20at%2019.09.59.png?alt=media&amp;token=e4e46489-c043-4014-a5ba-6b062209b124" alt="" width="98"><figcaption></figcaption></figure></div>

To add additional questions within a category, click **Add Question** again.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FzkYiUyhDY1szLrDsToYb%2FScreenshot%202025-10-27%20at%2019.09.55.png?alt=media&amp;token=c5d8662c-5d9c-4a2d-aac5-7580c2ebde23" alt="" width="132"><figcaption></figcaption></figure></div>

You can build as many categories and questions as needed to fully match your inspection protocol.

### **Remove Items**

#### **Category Items**

To delete a **category,** click the **red delete button** in the top right corner of the category field.&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fc56bxt38Roi1h4UGaw2o%2FScreenshot%202025-10-27%20at%2019.22.32.png?alt=media&amp;token=0c78158c-7c96-462b-9aab-be6eb64e1b50" alt="" width="80"><figcaption></figcaption></figure></div>

When you delete a category, all questions created under that category will also be permanently removed.

#### Question Items

To delete a **question**, click the **red trash icon** next to the item.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0MlrXZUmDdSPwnqyGgFY%2FScreenshot%202025-10-27%20at%2019.22.45.png?alt=media&amp;token=d35dc418-f61c-4995-a061-f05d645e3b1c" alt="" width="64"><figcaption></figcaption></figure></div>

When you delete a question, only that question will be permanently removed.

### Edit Items

To edit existing entries, click inside the text field and type your updates.

***

### **Save and Update**

Once your categories and questions are finalized, click **Update Template** (bottom-right corner).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZ8y58ytCklfHBbuggi9Y%2FScreenshot%202025-10-28%20at%2008.51.06.png?alt=media&amp;token=aec0b4ac-2c40-48de-8d27-b72363c57e98" alt="" width="225"><figcaption></figcaption></figure></div>

The system will automatically save and apply your changes **across all connected users and devices**.

> **Tip:** Any future inspection using this template will now follow your updated configuration.

***

### **How It Works in Practice**

* When a team member performs a scaffold inspection, they will see your custom template exactly as defined here.
* Each question can be marked **Yes (Pass)**, **No (Fail)**, or **N/A (Not Applicable)** if left unchecked.
* Upon submission, the inspection results are instantly available in **Reports** and **Site Logs**, ensuring transparency and accountability across the organization.
* Any failed item automatically flags the scaffold for corrective action before it can be marked safe for use again.

### **Best Practices**

* Keep categories short and descriptive (e.g., “Access,” “Platforms,” “Bracing,” “Signage”).
* Use simple, action-based language for questions (e.g., *“Are all ladders secured?”* instead of *“Ladder safety”*).
* Review and update your inspection template regularly to reflect new safety standards or client requirements.
* Train your site inspectors to ensure consistency when marking **Yes**, **No**, or **N/A** responses.

{% hint style="info" %}
[Adding Terms and Conditions to your Inspection Certificate](broken://pages/S2izh4RadEXwUpIqNDGM)
{% endhint %}


# Handover Certificate Template: Build and Edit

The Handover Certificate Template allows you to design and standardize scaffold handover forms in line with your company’s safety and compliance requirements.

## Purpose

The Handover Certificate Template ensures that every scaffold installation is formally verified, documented, and approved before being released for use.

This process provides a standardized record confirming that the structure has been erected in accordance with design specifications, safety standards, and site requirements.

Each completed handover certificate serves as an official authorization — confirming that the scaffold has been inspected, is structurally sound, and is safe for access by site personnel.

It also provides traceability and accountability, recording who erected, inspected, and accepted the scaffold.

When you update a handover template, those changes are applied instantly across your organization, ensuring that all teams — across sites and devices — use the latest approved version that meets your company’s safety and compliance policies.

{% hint style="info" %}
[Learn how to use Handover Certificates](/site-management/scaffolds/handovers)
{% endhint %}

***

## Access the Handover Template

In the **side navigation**, click **Settings → Templates → Handover Template**.

{% hint style="info" %}
[Click here to view how to access Templates](/settings/templates)
{% endhint %}

The handover template editor will open, displaying the current configuration or a blank form if it’s your first time creating one.

## Building a Handover Certificate

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FFPO7F0oGbJMcSiA4oBLc%2FScreenshot%202025-10-29%20at%2012.02.58.png?alt=media&amp;token=bc91724d-710b-495f-bbe8-d19775e0dd15" alt=""><figcaption></figcaption></figure></div>

When creating a Handover Certificate, Cloudscaff automatically populates key scaffold details captured during the scaffold creation process.

This includes the scaffold’s **length, width, and height**, as well as the **board configuration** — showing the board’s **length, width, and height off the ground**.

Any **modifications or adjustments** made to the scaffold after its initial build are also automatically reflected in the handover record.

This automation ensures every handover certificate provides an accurate and complete representation of the scaffold as it stands on site — removing the need for manual data entry and reducing the risk of human error.

By building your certificate on this foundation, you can focus on customizing your layout, adding required sign-off sections, and aligning the document with your company’s safety and compliance standards.

{% hint style="info" %}
[Learn how to create a Scaffold](/site-management/scaffolds)
{% endhint %}

***

### **Add a Category**

Each handover template can be divided into one or more **categories** to group related safety checks.

Click inside the **Category field** and enter a name (e.g., *Structural Stability*, *Access Points*, *Guardrails*, or *Platforms*).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZjCXpBmoJTQBBqrKn99j%2FScreenshot%202025-10-27%20at%2019.07.30.png?alt=media&amp;token=da0a70c3-4b83-4f09-8103-1e6901793e10" alt="" width="210"><figcaption></figcaption></figure></div>

To add another category, click the **green plus (+)** button at the bottom of the screen.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiZSQkGbPw6UucwAOtMk8%2FScreenshot%202025-10-27%20at%2019.09.59.png?alt=media&amp;token=e4e46489-c043-4014-a5ba-6b062209b124" alt="" width="98"><figcaption></figcaption></figure></div>

Categories make your inspections organized and ensure that every safety aspect is covered systematically.

> **Tip:** You can add multiple categories to break down your checklist by scaffold sections, site areas, or inspection focus points.

### **Add a Question**

Under each category, you can create multiple **inspection questions**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F3vcUx25B5y6DVJu96E3T%2FScreenshot%202025-10-27%20at%2019.07.35.png?alt=media&amp;token=42e56859-a310-4e82-bc18-2ae5434b000a" alt="" width="221"><figcaption></figcaption></figure></div>

To add additional questions within a category, click **Add Question**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FzkYiUyhDY1szLrDsToYb%2FScreenshot%202025-10-27%20at%2019.09.55.png?alt=media&amp;token=c5d8662c-5d9c-4a2d-aac5-7580c2ebde23" alt="" width="198"><figcaption></figcaption></figure></div>

Each question should represent a specific inspection requirement.

**Example:**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCibJzzqnqGVEqVHe1qQB%2FScreenshot%202025-10-27%20at%2019.18.33.png?alt=media&amp;token=7932f663-a17b-4d23-b634-99ab19466d35" alt=""><figcaption></figcaption></figure></div>

### **Functionality**

Each question automatically becomes a **Yes/No field** during inspection.

* **Yes** = Pass (compliant)
* **No** = Fail (non-compliant)

If a **category is left blank**, Cloudscaff will automatically mark it as **Not Applicable (N/A)** in the final inspection record.

### **Add Additional Categories or Questions**

To add another category, click the **green plus (+)** button at the bottom of the screen.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiZSQkGbPw6UucwAOtMk8%2FScreenshot%202025-10-27%20at%2019.09.59.png?alt=media&amp;token=e4e46489-c043-4014-a5ba-6b062209b124" alt="" width="98"><figcaption></figcaption></figure></div>

To add additional questions within a category, click **Add Question** again.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FzkYiUyhDY1szLrDsToYb%2FScreenshot%202025-10-27%20at%2019.09.55.png?alt=media&amp;token=c5d8662c-5d9c-4a2d-aac5-7580c2ebde23" alt="" width="132"><figcaption></figcaption></figure></div>

You can build as many categories and questions as needed to fully match your inspection protocol.

### **Remove Items**

#### **Category Items**

To delete a **category,** click the **red delete button** in the top right corner of the category field.&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fc56bxt38Roi1h4UGaw2o%2FScreenshot%202025-10-27%20at%2019.22.32.png?alt=media&amp;token=0c78158c-7c96-462b-9aab-be6eb64e1b50" alt="" width="80"><figcaption></figcaption></figure></div>

When you delete a category, all questions created under that category will also be permanently removed.

#### Question Items

To delete a **question**, click the **red trash icon** next to the item.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0MlrXZUmDdSPwnqyGgFY%2FScreenshot%202025-10-27%20at%2019.22.45.png?alt=media&amp;token=d35dc418-f61c-4995-a061-f05d645e3b1c" alt="" width="64"><figcaption></figcaption></figure></div>

When you delete a question, only that question will be permanently removed.

### Edit Items

To edit existing entries, click inside the text field and type your updates.

***

### **Maximum Load of a Scaffold**

<figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FeQAnrGgowvIDfnRLwzLf%2FScreenshot%202025-10-29%20at%2016.38.02.png?alt=media&amp;token=05c4452f-70d6-4a47-9e3e-5ffc7158fc0a" alt=""><figcaption></figcaption></figure>

The **maximum load** is the total weight a scaffold can safely support — including workers, tools, materials, and environmental forces — **without risk of collapse or instability**.

It defines the scaffold’s **safe working capacity** and must always comply with **your country, state, or regional safety regulations** (e.g., OSHA, EN, SANS).

#### **Key Components**

* **Dead Load:** The self-weight of the scaffold structure.
* **Live Load:** The weight of workers, tools, and materials.
* **Environmental Load:** Wind, rain, or debris forces affecting stability.

### **Add a Load Rating**

Under maximum load options, you can create multiple **load ratings**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FRkI24bbUhRFj7QErUZIG%2FScreenshot%202025-10-30%20at%2004.44.24.png?alt=media&amp;token=9db83f30-4a8a-4d85-aac9-af6f5dae190a" alt="" width="309"><figcaption></figcaption></figure></div>

To add additional loads within the load options, click **Add Option**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F6TctKsgHOlju5CJrWanG%2FScreenshot%202025-10-30%20at%2004.41.37.png?alt=media&amp;token=386977d8-a1d2-47c6-bc91-7d53e99cf072" alt="" width="177"><figcaption></figcaption></figure></div>

Each load should represent a specific load requirement.

### Typical Load Ratings

***

#### Metric Units

{% columns %}
{% column %}
**Type**

Light Duty

Medium Duty

Heavy Duty

Special Dute
{% endcolumn %}

{% column %}
**Approx. Max Load**

\~120 kg/m²

\~240 kg/m²

\~360–450 kg/m²

As specified by the engineer
{% endcolumn %}
{% endcolumns %}

#### Imperial Units

{% columns %}
{% column %}
**Type**

Light Duty

Medium Duty

Heavy Duty

Special Dute
{% endcolumn %}

{% column %}
**Approx. Max Load**

\~25 lb/ft²

\~50 lb/ft²

\~75–90 lb/ft²

As specified by the engineer
{% endcolumn %}
{% endcolumns %}

***

### **Handover Details**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F34xFlYrhLdaRjhh69RKI%2FScreenshot%202025-10-30%20at%2008.18.47.png?alt=media&amp;token=1ab83c14-ebfd-447c-b297-7e115ee4f9bd" alt=""><figcaption></figcaption></figure></div>

The **Handover Details** field is used to capture any **important information or notes** that require priority visibility during the scaffold handover process. This information must be given priority visibility for both **internal teams** and **customers**.

This section is designed to ensure that all critical details — whether operational, safety-related, or contractual — are clearly documented and displayed on the **handover certificate**, providing full transparency and compliance across sites.

#### **What to Include**

Use this field to record:

* Important notes from your **Green Tag**.
* **Safety or hazard warnings** relevant to scaffold use.
* **Customer-specific instructions**, access restrictions, or project terms.
* **Special conditions** such as limited working hours, shared access zones, or load restrictions.
* Any **additional remarks** that must appear on printed or digital copies of the handover certificate.

> **Tip:** Keep your notes clear and concise.&#x20;
>
> The information entered here will appear on both **internal records** and **customer-facing handover certificates**, helping ensure that all parties understand the same conditions and responsibilities.

***

### **Save and Update**

Once your categories, questions, maximum loads, and handover details are finalized, click **Update Template** (bottom-right corner).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZ8y58ytCklfHBbuggi9Y%2FScreenshot%202025-10-28%20at%2008.51.06.png?alt=media&amp;token=aec0b4ac-2c40-48de-8d27-b72363c57e98" alt="" width="225"><figcaption></figcaption></figure></div>

The system will automatically save and apply your changes **across all connected users and devices**.

> **Tip:** Any future handovers using this template will now follow your updated configuration.

***

### **How It Works in Practice**

* When a team member performs a scaffold handover, they will see your custom template exactly as defined here.
* Each question can be marked **Yes (Pass)**, **No (Fail)**, or **N/A (Not Applicable)** if left unchecked.
* Upon submission, the handover results are instantly available in **Reports** and **Site Logs**, ensuring transparency and accountability across the organization.
* Any failed item automatically flags the scaffold for corrective action before it can be marked safe for use again.

### **Best Practices**

* Keep categories short and descriptive (e.g., “Access,” “Platforms,” “Bracing,” “Signage”).
* Use simple, action-based language for questions (e.g., *“Are all ladders secured?”* instead of *“Ladder safety”*).
* Review and update your handover template regularly to reflect new safety standards or client requirements.
* Train your site inspectors to ensure consistency when marking **Yes**, **No**, or **N/A** responses.

{% hint style="info" %}
[Adding Terms and Conditions to your Handover Certificate](broken://pages/uT7o1yKEOD4KUpUugvjp)
{% endhint %}


# Scaffold Types Template: Create and Edit

This section is where you define and manage the different types of scaffolding your company erects and uses in day-to-day operations.

By standardizing these scaffold types, you eliminate spelling errors during scaffold creation and ensure consistency across data, analytics, and reporting.

***

## Purpose

The Scaffold Types Template allows your organization to define a clear, standardized list of scaffold types used in all projects.

Each type acts as a selectable option when creating a scaffold, helping ensure consistent terminology and improving tracking and reporting across sites.

{% hint style="info" %}
[Learn how to create a Scaffold](/site-management/scaffolds)
{% endhint %}

***

## Access the Scaffold Types Template

In the **side navigation**, click **Settings → Templates → Scaffold Types Template**.

{% hint style="info" %}
[Click here to view how to access Templates](/settings/templates)
{% endhint %}

The scaffold types template editor will open, displaying the current configuration or a blank form if it’s your first time creating one.

## Creating Scaffold Types

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F3bPOZnVseThh9lYzvX3e%2FScreenshot%202025-10-30%20at%2008.26.02.png?alt=media&amp;token=a37c2693-db13-4875-9f84-69e7a4d7c98f" alt=""><figcaption></figcaption></figure></div>

You can create as many scaffold types as your company requires. Each type represents a structural or operational category — for example, **Birdcage**, **Suspended**, or **Tower**.

***

### **Adding a Scaffold Type**

Click inside the **Type field** and enter a type (e.g., *Double*, *Cantilever*, *Stair Tower*).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FTk8wMmkb1iJN2x3QLbVn%2FScreenshot%202025-10-30%20at%2008.26.08.png?alt=media&amp;token=8cf610a3-4c5e-4bd3-95ff-b761be573cb9" alt="" width="265"><figcaption></figcaption></figure></div>

### **Add Additional Scaffold Types**

To add another scaffold type, click the green **Add Type** button at the bottom of the last Type field.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F3JYlyc03OuiCmIhImA4c%2FScreenshot%202025-10-30%20at%2008.26.13.png?alt=media&amp;token=7ad3d2bd-5a25-4508-b8ac-c0e19eacbefc" alt="" width="165"><figcaption></figcaption></figure></div>

> **Tip:** When you click “**Update Template**,” all scaffold types are automatically sorted alphabetically **(A–Z)** to keep the list neat and standardized.

**Example:**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FOTSUUW7eDUa28dR1T3T5%2FScreenshot%202025-10-30%20at%2008.44.55.png?alt=media&amp;token=9ea2fbce-d08e-40b1-a323-d5768009b187" alt=""><figcaption></figcaption></figure></div>

### **Functionality**

The types you define here appear as options in the **scaffold creation process**, allowing each scaffold to be linked to its type.

This ensures accurate categorization for:

* **Reporting** (e.g., total scaffolds by type)
* **Analytics** (usage frequency, most common structures)
* **Compliance** (ensuring correct type selection for inspections and handovers)

### **Remove Scaffold Types**

To delete a **scaffold type**, click the **red trash icon** next to the item.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0MlrXZUmDdSPwnqyGgFY%2FScreenshot%202025-10-27%20at%2019.22.45.png?alt=media&amp;token=d35dc418-f61c-4995-a061-f05d645e3b1c" alt="" width="64"><figcaption></figcaption></figure></div>

When you delete a scaffold type, only that type will be permanently removed.

> **Tip:** Use caution — deleted types will no longer be available when creating scaffolds.

### Edit Scaffold Types

To edit existing entries, click inside the text field and type your updates.

***

### **Save and Update**

Once your scaffold types are finalized, click **Update Template** (bottom-right corner).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZ8y58ytCklfHBbuggi9Y%2FScreenshot%202025-10-28%20at%2008.51.06.png?alt=media&amp;token=aec0b4ac-2c40-48de-8d27-b72363c57e98" alt="" width="225"><figcaption></figcaption></figure></div>

The system will automatically save and apply your changes **across all connected users and devices**.

> **Tip:** Any future scaffold created using this template will have access to the scaffold types that you have added.

***

### **How It Works in Practice**

Once scaffold types are set:

* They appear as selectable options in the **Scaffold Creation Form**.
* Each created scaffold automatically carries its **type metadata**, used in dashboards and reports.
* When you click **Update Template**, your list of scaffold types is saved and automatically arranged from **A–Z** for consistency.
* Updates instantly apply across all devices and users.

### **Best Practices**

* Keep names short and descriptive.
* Use consistent terminology (e.g., *Stair Tower* instead of *Tower with Stairs*).
* Review your list periodically to remove outdated or redundant types.
* Align your scaffold types with internal terminology and safety documentation.
* Let the A–Z auto-sort handle organization — no need to reorder manually.

> **Tips:**
>
> * Group similar scaffold types conceptually (e.g., all suspended types).
> * Use capitalization consistently.
> * Only delete a type if it’s **no longer in use** in any active scaffold.
> * Add new types as your projects evolve or new scaffold configurations are introduced.


# Site Categories Template: Create and Edit

Standardize and categorize all job sites to enable accurate analytics, grouping, and reporting.

This section is where you define and manage your company’s **Site Categories** — allowing each job site to be classified based on its project type or operational focus.

By standardizing these categories, you ensure that all site data, analytics, and reports can be grouped, filtered, and analyzed more effectively.

***

## Purpose

Site Categories allow you to organize and filter your sites according to the type of work being performed — such as **Construction**, **Industrial**, or **Maintenance**.

When a site is created, assigning it to a category helps structure your organization’s data, enabling detailed insights and reports for each type of project.

{% hint style="info" %}
[Learn how to create a Site](/site-management/sites/how-to-create-a-site)
{% endhint %}

***

## Access the Site Categories Template

In the **side navigation**, click **Settings → Templates → Site Categories**.

{% hint style="info" %}
[Click here to view how to access Templates](/settings/templates)
{% endhint %}

The site categories template editor will open, displaying the current configuration or a blank form if it’s your first time creating one.

## Creating Site Categories

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVTSRdjA3EwOrouQQLI3w%2FScreenshot%202025-10-30%20at%2009.05.07.png?alt=media&amp;token=3baee32f-066b-4fb3-b6fd-c7ef18f315e4" alt=""><figcaption></figcaption></figure></div>

You can create as many categories as needed to reflect the nature of your company’s work.&#x20;

Each category defines the kind of environment or industry a site belongs to — helping you maintain consistent naming and analysis across your organization.

***

### **Adding a Site Category**

Click inside the **Category field** and enter a category name (e.g., *Construction*, *Industrial*, *Events & Entertainment*).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FntokKG3kF6zCqlFOJExG%2FScreenshot%202025-10-30%20at%2009.05.14.png?alt=media&amp;token=981063cf-4f96-4703-b495-a47b94b7720b" alt="" width="210"><figcaption></figcaption></figure></div>

### **Add Additional Category Types**

To add another category type, click the green **Add Category** button at the bottom of the last Category field.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCzfFSEOHmIjHgGNOyWz7%2FScreenshot%202025-10-30%20at%2009.05.20.png?alt=media&amp;token=f098368e-3ea7-4ae9-997d-a910a66a6a48" alt="" width="144"><figcaption></figcaption></figure></div>

> **Tip:** When you click “**Update Template**,” all category types are automatically sorted alphabetically **(A–Z)** to keep the list neat and standardized.

**Example:**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F21XW2rBgxWGeKHEEHR3T%2FScreenshot%202025-10-30%20at%2009.04.10.png?alt=media&amp;token=0cd8d002-e887-4b24-bfcd-e45df08b6a4d" alt=""><figcaption></figcaption></figure></div>

### **Functionality**

When you create or edit a site, you’ll be able to assign it to one of your defined categories.

This links the site’s data — such as scaffolds, inventory, handovers, and inspections — to that specific category.

It enables you to:

* **Analyze** scaffold and inventory usage per category
* **Report** on performance by site type (e.g., industrial vs. heritage sites)
* **Compare** productivity and material utilization across different categories

### **Remove Site Categories**

To delete a **site category**, click the **red trash icon** next to the item.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0MlrXZUmDdSPwnqyGgFY%2FScreenshot%202025-10-27%20at%2019.22.45.png?alt=media&amp;token=d35dc418-f61c-4995-a061-f05d645e3b1c" alt="" width="64"><figcaption></figcaption></figure></div>

When you delete a site category, only that type will be permanently removed.

> **Tip:** Use caution — deleted categories will no longer be available when creating sites.

### Edit Site Categories

To edit existing entries, click inside the text field and type your updates.

***

### **Save and Update**

Once your site categories are finalized, click **Update Template** (bottom-right corner).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZ8y58ytCklfHBbuggi9Y%2FScreenshot%202025-10-28%20at%2008.51.06.png?alt=media&amp;token=aec0b4ac-2c40-48de-8d27-b72363c57e98" alt="" width="225"><figcaption></figcaption></figure></div>

The system will automatically save and apply your changes **across all connected users and devices**.

> **Tip:** Any future sites created using this template will have access to the site categories that you have added.

***

### **How It Works in Practice**

Once your categories are set:

* They appear as selectable options in the **Site Creation Form**.
* Each new site automatically carries its **category tag**, linking it to all associated data.
* Reports and analytics can be filtered by category for deeper operational insights.
* When you click **Update Template**, your list of categories is saved and **automatically arranged alphabetically (A–Z)**.

### **Best Practices**

* Keep category names short and descriptive.
* Avoid creating duplicates (e.g., *Film* vs. *Film & Television*).
* Align categories with your internal reporting or business sectors.
* Regularly review and remove categories that are no longer used.
* Let the A–Z auto-sort feature handle organization.

> **Tips:**
>
> * Use consistent capitalization (e.g., “Bridge & Highway,” not “bridge & highway”).
> * Only delete a category if no active sites are assigned to it.
> * Add new categories when expanding into new industries or service types.
> * Categorizing sites accurately improves the reliability of your data analysis and forecasting.


# Site Groups Template: Create and Edit

Organize and group sites within categories to improve filtering, reporting, and data insights.

This section allows you to create and manage **Site Groups**, which are stored within your **Site Categories**.

Site Groups provide a more detailed layer of organization — letting you segment sites inside a specific category for deeper analytics, tracking, and reporting.

{% hint style="info" %}
[Learn how to create Site Categories](/settings/templates/site-categories-template-create-and-edit)
{% endhint %}

***

## Purpose

Site Groups allow you to break down a **Site Category** into smaller, more specific segments.

For example, if your category is **Industrial**, your site groups might include **Refineries**, **Power Plants**, and **Factories**.

This additional layer helps refine your data, allowing you to run reports and analyze site activity, scaffolds, and inventory usage with greater precision.

{% hint style="info" %}
[Learn how to create a Site](/site-management/sites/how-to-create-a-site)
{% endhint %}

***

## Access the Site Groups Template

In the **side navigation**, click **Settings → Templates → Site Groups**.

{% hint style="info" %}
[Click here to view how to access Templates](/settings/templates)
{% endhint %}

The site group template editor will open, displaying the current configuration or a blank form if it’s your first time creating one.

## Creating Site Groups

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FLm05t176V2Mt1hpiGKOd%2FScreenshot%202025-10-30%20at%2009.05.31.png?alt=media&amp;token=1a07f94f-72c4-4bd0-88d2-df4878a5cb9a" alt=""><figcaption></figcaption></figure></div>

You can create as many site groups as needed within each category.

Each group represents a sub-classification of your site category and helps you manage operational and reporting structures more effectively.

***

### **Adding a Site Group**

Click inside the **Group field** and enter a group name (e.g., *City Name (New York)*, *Region Name (East Coast)*, *Project Classification (Refinery)*).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fb2bJlfnwTGMRjSpbIuub%2FScreenshot%202025-10-30%20at%2009.05.41.png?alt=media&amp;token=2c5ac88b-088c-420d-b7d6-7a0424db9c1f" alt="" width="225"><figcaption></figcaption></figure></div>

### **Add Additional Groups**

To add another group, click the green **Add Group** button at the bottom of the last Group field.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FDwEEf3PtfZjL0IWEaRY6%2FScreenshot%202025-10-30%20at%2009.05.46.png?alt=media&amp;token=a8ccb111-0d82-44e9-85cb-6635ce18fc06" alt="" width="126"><figcaption></figcaption></figure></div>

> **Tip:** When you click “**Update Template**,” all groups are automatically sorted alphabetically **(A–Z)** to keep the list neat and standardized.

**Example:**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FazRuRo9VqZYzYrovb5q4%2FScreenshot%202025-10-30%20at%2009.06.38.png?alt=media&amp;token=b47feb55-48e0-4e67-9ce9-b83a901a8905" alt=""><figcaption></figcaption></figure></div>

### **Functionality**

Each site category can have multiple site groups stored under it.

When you create or edit a site, you’ll first select the **category**, and then choose a **group** within that category.

This helps you:

* **Segment** data within a category (e.g., “Industrial → Power Plants”).
* **Filter** analytics dashboards by group or category.
* **Generate** reports that show performance, usage, or inventory at a more granular level.

### **Remove Site Groups**

To delete a **site group**, click the **red trash icon** next to the item.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0MlrXZUmDdSPwnqyGgFY%2FScreenshot%202025-10-27%20at%2019.22.45.png?alt=media&amp;token=d35dc418-f61c-4995-a061-f05d645e3b1c" alt="" width="64"><figcaption></figcaption></figure></div>

When you delete a site group, only that item will be permanently removed.

> **Tip:** Use caution — deleted groups will no longer be available when creating sites.

### Edit Site Group

To edit existing entries, click inside the text field and type your updates.

***

### **Save and Update**

Once your site groups are finalized, click **Update Template** (bottom-right corner).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZ8y58ytCklfHBbuggi9Y%2FScreenshot%202025-10-28%20at%2008.51.06.png?alt=media&amp;token=aec0b4ac-2c40-48de-8d27-b72363c57e98" alt="" width="225"><figcaption></figcaption></figure></div>

The system will automatically save and apply your changes **across all connected users and devices**.

> **Tip:** Any future sites created using this template will have access to the site groups that you have added.

***

### **How It Works in Practice**

Once site groups are set:

* When creating a new site, select its **category**, then assign it to a **group** within that category.
* This association allows your dashboards, analytics, and reports to display detailed breakdowns — for example, comparing **industrial** jobs by **region** or **facility type**.
* When you click **Update Template**, your list of groups is saved and automatically arranged **A–Z**.
* Any updates you make sync instantly across your organization and devices.

### **Best Practices**

* Use clear, descriptive names (e.g., *East Coast Region*, *Western Projects*).
* Keep naming consistent across categories and groups.
* Avoid duplicates that could confuse analytics.
* Review and clean up groups periodically to ensure they remain relevant.
* Use the A–Z auto-sort to maintain clarity and organization.

> **Tips:**
>
> * Site groups work **inside** site categories — so plan your structure before creating them.
> * You can use location-based naming (e.g., *City Name*, *Region Name*) for easier regional reporting.
> * Only delete a group if it’s no longer used in any active site.
> * Combining categories and groups provides powerful filtering in your reports — for example:\
>   *“Show all Industrial → Power Plant scaffolds built this month.”*


# User Management

The User Management section lets you create and manage user accounts, roles, and access permissions.

## Purpose

User Management ensures that every person using Cloudscaff:

* Has the correct role and permissions
* Can only access the sites they work in
* Is traceable in logs, inventory transactions, and scaffold activities

***

## Accessing User Profiles

In the **side navigation**, click **Settings → User Profiles**

{% hint style="info" %}
[Click here to view how to access User Profiles](/settings/accessing-settings)
{% endhint %}

## **Open User Profiles**

Click **User Profiles**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F8m3uDf18tTBdrf54WzNC%2FScreenshot%202025-10-30%20at%2009.59.13.png?alt=media&amp;token=c657e5b0-f376-411b-bd61-8d77e7a31555" alt="" width="563"><figcaption></figcaption></figure></div>

From here, you can view all users, edit their details, assign or adjust roles, and manage system permissions.

### User List Overview

The user list displays all **active users** in your organization.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGo7YiVNU3bk2lEn9RQoh%2FScreenshot%202025-10-30%20at%2010.25.52.png?alt=media&amp;token=e08034e5-bd9a-46a8-b9c7-0b44b79e3a21" alt=""><figcaption></figcaption></figure></div>

Each row represents one user and includes the following fields:

<table><thead><tr><th width="125.63671875">Field</th><th>Description</th></tr></thead><tbody><tr><td><strong>Profile</strong></td><td>Displays the user’s profile picture or avatar.</td></tr><tr><td><strong>Title</strong></td><td>The user’s job title or function, e.g., <em>Supervisor</em>, <em>Foreman</em>, Inventory Admin, etc.</td></tr><tr><td><strong>Roles</strong></td><td>Defines the user’s assigned role in the system (e.g., <em>Super Admin</em>, <em>Manager</em>, <em>Viewer</em>). Roles determine what the user can access and modify.</td></tr><tr><td><strong>Name</strong></td><td>The user’s full name.</td></tr><tr><td><strong>Email</strong></td><td>The email address used to log in and receive notifications.</td></tr><tr><td><strong>Phone</strong></td><td>The user’s contact number (optional).</td></tr><tr><td><strong>Permissions</strong></td><td>Shows how many permissions or access points are currently active for that user.</td></tr></tbody></table>

***

## **Actions and Controls**

### **Active Users (x)**&#x20;

Displays how many users are currently active in the system.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGPvSySpAAALAspXCmtL7%2FScreenshot%202025-10-30%20at%2011.06.43.png?alt=media&amp;token=79497bef-72f0-49f8-bbcd-460ffcb4dd81" alt="" width="175"><figcaption></figcaption></figure></div>

### **Search Bar**

Quickly find users by email, name, or title.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fca4YLO6KqYsvaTEBK7th%2FScreenshot%202025-10-30%20at%2011.07.20.png?alt=media&amp;token=ea9cc8b7-f159-43ee-b128-40e34a3f5194" alt="" width="326"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to use the Search Bar](/general-tools-and-features/search-and-filter-bar)
{% endhint %}

### **Editing Roles and Permissions**

Click **Edit Roles** in the top-right corner to manage system-wide user roles and permissions.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Ft749H8n9mkzr4N4xexhU%2FScreenshot%202025-10-30%20at%2011.09.01.png?alt=media&amp;token=b7587454-9740-4282-9cc5-9b9c507c736a" alt="" width="171"><figcaption></figcaption></figure></div>

This area allows you to:

* Define access rules per role
* Adjust permissions (e.g., view, edit, create, delete)
* Apply consistent access structures across all teams

{% hint style="info" %}
[Click here to learn how to Edit Roles and Permissions](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

### **Adding a User**

Click the **➕** icon in the bottom-right corner to open the “**Add User**” form.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7q6wW4sVImz8ETqwPSXC%2FScreenshot%202025-10-30%20at%2011.10.42.png?alt=media&amp;token=752afc96-bfc4-4b41-b5db-535205c5c82f" alt="" width="70"><figcaption></figcaption></figure></div>

You’ll be able to:

* Enter user details (name, email, phone, title)
* Assign a role
* Save to activate the user

{% hint style="info" %}
[Click here to learn how to Add User](/settings/user-management/add-user)
{% endhint %}

{% hint style="warning" %}
**Important Note:**

If a user has already been added to one Cloudscaff account, you **cannot add them to another account using the same email address**.

Each email address is unique to a single Cloudscaff organization.

If you need that user to access multiple accounts, the correct process is to **add a new branch to their existing profile**.

This allows them to move seamlessly between branches under the same user identity — without creating duplicate accounts.

If you need assistance linking a user to another branch or resolving an email conflict, please contact our support team at **<support@cloudscaff.com>** for help.
{% endhint %}

***

### **SSO Invitations (Single Sign On)**

#### **Pending Invitations**

The **Pending Invitations** section lists users who have been invited to join your organization using **SSO (Single Sign-On)** but have **not yet completed their login**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FpviJWG6xY1Tihw3fCYVl%2FScreenshot%202025-10-30%20at%2011.11.46.png?alt=media&amp;token=0b61cefa-231f-4533-acc6-57f503a0bda8" alt="" width="375"><figcaption></figcaption></figure></div>

This list automatically appears when users are created via **SSO (Single Sign-On)** or manually invited through the system.&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FedeBP6a39hN7ApJMSd78%2FArtboard%201.jpg?alt=media&amp;token=2c1c6fbc-1015-49a7-bedb-a81546ac2b51" alt=""><figcaption></figcaption></figure></div>

Pending Invitations help administrators:

* Track all invited users who haven’t joined Cloudscaff yet.
* View when invitations were sent or resent.
* Manage and resend access links as needed.
* Maintain visibility over onboarding progress for large teams.

{% hint style="info" %}
[Click here to learn how to use SSO](/settings/user-management/add-user#enable-sso-invitation)
{% endhint %}

***

## **Editing or Managing a User**

Click on a user’s row to open their **profile management** page.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQDJvz1ReyVDICswqC9vX%2FScreenshot%202025-10-30%20at%2011.46.41.png?alt=media&amp;token=b4a2a539-af82-4f26-a156-a78a72e2a856" alt=""><figcaption></figcaption></figure></div>

From here, you can:

* Edit personal details (name, title, email, phone)
* Change role
* Adjust permissions
* Deactivate or remove the user

{% hint style="info" %}
[Click here to learn how to Edit User](/settings/user-management/edit-user)
{% endhint %}

***

## **Example View**

<table><thead><tr><th width="109.453125">Profile</th><th width="109.390625">Title</th><th width="98.34765625">Role</th><th width="97.3984375">Name</th><th width="121.8046875">Email</th><th width="121.03125">Phone</th><th>Permissions</th></tr></thead><tbody><tr><td>🟡 User Image</td><td>Manager</td><td>Super Admin</td><td>Byron Wood</td><td>byron@cloudscaff.com</td><td>0824978074</td><td>127</td></tr></tbody></table>

This view shows one active user — the Super Admin — who has full system access (127 permissions enabled).

## **Best Practices**

* Assign roles carefully to maintain proper data security.
* Use role-based permissions instead of individual overrides whenever possible.
* Keep contact information up to date for notifications and accountability.
* Disable (not delete) users who leave your organization to preserve record history.

> **Tip:** A structured user setup ensures accountability across your entire organization. By ensuring every user invitation and onboarding action is visible and traceable, administrators can monitor who has access, and who is responsible for each account.
>
> Maintaining this visibility supports secure access control, audit readiness, and consistent user management across all sites and branches.


# Add User

Add and configure new users with roles, access levels, and optional SSO login settings.

## Purpose <a href="#purpose" id="purpose"></a>

Adding users ensures that everyone working within your organization has secure access to Cloudscaff with the correct level of visibility, authority, and accountability.

Each user created here can be assigned a role that defines what they can see and do — maintaining both control and compliance across your operations.

***

## Accessing Add User Page <a href="#accessing-user-profiles" id="accessing-user-profiles"></a>

In the **side navigation**, click **Settings → User Profiles → Click (+) Button**

{% hint style="info" %}
​[Click here to view how to access User Profiles](https://app.gitbook.com/o/NbjppYCBHdjT4PFa7TUI/s/sVJ0qURLvzCOxTGXEZIZ/settings/accessing-settings)
{% endhint %}

The user list displays all **active users** in your organization.

## **Open Add User Form** <a href="#open-user-profiles" id="open-user-profiles"></a>

Click the **➕** icon in the bottom-right corner to open the “**Add User**” form.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7q6wW4sVImz8ETqwPSXC%2FScreenshot%202025-10-30%20at%2011.10.42.png?alt=media&amp;token=752afc96-bfc4-4b41-b5db-535205c5c82f" alt="" width="70"><figcaption></figcaption></figure></div>

***

## Adding a User&#x20;

### Add User Form

The **Add User** form captures all the essential information for creating a user profile, assigning permissions, and inviting them to log in (via password or SSO)

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FRnlaDipN6G5bKcA7Wtei%2FScreenshot%202025-10-30%20at%2012.35.38.png?alt=media&amp;token=88ff2506-f314-4807-8d3a-a752873f87ea" alt="" width="375"><figcaption></figcaption></figure></div>

You can:

* Add new users manually with a password, or
* Enable **SSO (Single Sign-On)** to allow login via Google / Microsoft credentials.\
  You can also assign the user’s role, which controls their access and functionality in the system.

### **Step-by-Step Process to Add a User**

#### **Email**

The user’s email address is used for login.&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FU6iJSlBzZIG2tpu0tcjA%2FScreenshot%202025-10-30%20at%2013.20.42.png?alt=media&amp;token=69b68d12-2476-4c0c-b9a9-1924e5f308cc" alt="" width="254"><figcaption></figcaption></figure></div>

#### **Full Name**

The user’s first and last names are to be displayed in documents and logs.&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F4DMaHvRqIT4O6kOMcDFf%2FScreenshot%202025-10-30%20at%2013.20.47.png?alt=media&amp;token=4592f2aa-7ba4-43e9-ba6c-a228c9d40efd" alt="" width="253"><figcaption></figcaption></figure></div>

#### **Contact Number**

This is an optional field phone number are to be displayed in documents and logs.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FyaNrdYC7UZxROQoVQgC1%2FScreenshot%202025-10-30%20at%2013.20.58.png?alt=media&amp;token=ce20675e-fee5-4d26-9c62-a6f00f51af47" alt="" width="246"><figcaption></figcaption></figure></div>

#### **Title**

User’s position or title, e.g., *Site Manager*, *Supervisor*, *Foreman*, etc.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FTA6KGjA44IZ2PtLwzVGx%2FScreenshot%202025-10-30%20at%2013.21.03.png?alt=media&amp;token=f2430bf0-1a38-40fd-a32f-4cb436b70dd7" alt="" width="236"><figcaption></figcaption></figure></div>

#### **Enable SSO Invitation**

Toggle this on to allow login via **Google** or **Microsoft** instead of a password. When enabled, the system sends an invitation email that the user must accept via SSO.

#### SSO Invite Toggled Off

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FPkS72pBpaF7tEGfMGnAW%2FScreenshot%202025-10-30%20at%2013.21.09.png?alt=media&amp;token=2a902081-7911-4534-8199-1eeace3b2673" alt="" width="563"><figcaption></figcaption></figure></div>

#### SSO Invite Toggled On

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F4jycct8WmGkw3nLgkC9l%2FScreenshot%202025-10-30%20at%2013.21.19.png?alt=media&amp;token=785d9e83-d6af-4deb-98ce-e10af362b5c5" alt="" width="563"><figcaption></figcaption></figure></div>

#### **Password (only if SSO disabled)**

Set a secure password for manual login users. Hidden automatically when SSO is active.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Foz7gTh67b4eCbW36iqsT%2FScreenshot%202025-10-30%20at%2013.21.31.png?alt=media&amp;token=2be6f08f-9355-49a0-a33f-25d7344eeef8" alt="" width="239"><figcaption></figcaption></figure></div>

{% hint style="warning" %}
**Password Note:**

The **“Forgot Password”** option is used to **reset your password** — whether you’ve forgotten it or you want to change the **temporary password** provided by your administrator.

In both cases, you’ll follow the same process:

1. Log out of your account.
2. On the login page, click **“Forgot Password.”**
3. Follow the on-screen steps to set a new, secure password.

This ensures your account remains secure and personalized to you.
{% endhint %}

{% hint style="info" %}
[Click here to learn how to Reset Password](/logout/forgot-or-reset-password)
{% endhint %}

### **Set Roles and Permissions for a User**

Opens the **Roles** where you can assign one or multiple predefined roles (e.g., *Super Admin*, *Site Admin*, *Reports Access*, etc.).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FclVIv61Y8FAxqwvzN6NH%2FScreenshot%202025-10-30%20at%2013.19.21.png?alt=media&amp;token=0b0275b0-3394-4943-a85f-cfef1e621b08" alt="" width="563"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to set or update Roles and Permissions for users](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

#### **Roles Display**

After setting a user’s **Roles and Permissions**, their assigned roles will appear **just below the selection field**, confirming which access levels have been applied to that user.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCTMvsMDzDSONzPJpTL9C%2FScreenshot%202025-10-30%20at%2020.15.52.png?alt=media&amp;token=18ccae13-c925-49f4-96fb-4c481cb91ae7" alt="" width="563"><figcaption></figcaption></figure></div>

### **Create User / Send SSO Invitation**

Final action button — label changes based on whether SSO is enabled or not.

If **SSO is not enabled**, click the **Create User** button — the user will be added directly into the system and can log in using the temporary password you’ve assigned.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FEjc5UiLfLlLMSyoefzKY%2FScreenshot%202025-10-30%20at%2020.15.58.png?alt=media&amp;token=6f887a47-6df3-4307-bfdc-87a261dd10a0" alt="" width="563"><figcaption></figcaption></figure></div>

If **SSO is enabled**, click the **Send SSO Invitation** button — the user will receive an email invitation to join via your organization’s Single Sign-On.

Once they accept and log in for the first time, they’ll automatically appear in your **Active Users** list.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZX94Kpe8ZDq6hLrfhLZv%2FScreenshot%202025-10-30%20at%2020.16.11.png?alt=media&amp;token=ec752e5b-07b9-4f90-a64d-fcc3695951e1" alt="" width="563"><figcaption></figcaption></figure></div>

## **How It Works in Practice**

1. Open **Settings → Users → Add User (+)**.
2. Fill in the user details and select whether to enable SSO.
3. Assign the appropriate role(s) via the **Select Role** button — this determines their permissions.
4. Click **Create User** (for password users) or **Send SSO Invitation** (for SSO users).
5. If SSO is enabled, the user appears under **Pending Invitations** until they accept. If SSO is not enabled, the user will appear in the **Active User** list.
6. Once accepted or created, the user appears in the **Active Users** list, where you can manage roles, branches, and permissions.

***

## **Best Practices**

* Always use company email addresses for consistency and security.
* Assign the **minimum required permissions** to maintain data integrity.
* Use descriptive titles for clarity in analytics and handovers.
* Prefer SSO login for easier onboarding and centralized authentication.
* Review user access periodically to ensure relevance.

***

## **Using Email Aliases**

If some users don’t have official company email addresses, you can create **email aliases** for them to access Cloudscaff.

For example, if *Jon* doesn’t have a company email, you can create an alias such as **<jon@companyemail.com>**.

The system will recognize the alias as a **valid login address**, allowing the user to sign in and work under the company domain.

{% hint style="danger" %}
**Important:**

Email aliases **cannot send or receive emails**, as they do not exist as real mailboxes.

If the user forgets their password, the **reset email cannot be delivered**, and their password cannot be recovered.

For long-term access, it’s recommended to assign real company email addresses where possible.
{% endhint %}

> #### **Tips:**
>
> * Use **SSO Invitations** for large organizations — it speeds up onboarding and reduces password management.
> * Double-check roles before creating users to prevent accidental admin access.
> * Keeping user profiles accurate improves traceability in reports and compliance audits.
> * Each user created contributes to **greater accountability across your entire organization** — every scaffold, inspection, and handover is automatically tied to a verified user identity.


# Edit User

Edit existing user profiles to update names, contact details, titles, and roles.

Edit existing user profiles to update key details such as their **Name**, **Contact Number**, **Title**, and **Roles**.\
This section allows administrators to manage existing team members without affecting their login credentials or linked accounts.

> **Notes:**&#x20;
>
> Once a user has been created, their **email address, password, and SSO configuration** cannot be changed.&#x20;
>
> If the user needs to change their password, they can do this by following the forgot password process.&#x20;
>
> To update login details or transfer access between accounts, please contact <support@cloudscaff.com> for assistance.

{% hint style="info" %}
[Learn how to Reset Password](/logout/forgot-or-reset-password)
{% endhint %}

***

## Accessing Edit User Page <a href="#accessing-user-profiles" id="accessing-user-profiles"></a>

In the **side navigation**, click **Settings → User Profiles → Click on a user in the user List**

{% hint style="info" %}
​[Click here to view how to access User Profiles](https://app.gitbook.com/o/NbjppYCBHdjT4PFa7TUI/s/sVJ0qURLvzCOxTGXEZIZ/settings/accessing-settings)
{% endhint %}

The user list displays all **active users** in your organization.

## **Open Edit User Form** <a href="#open-user-profiles" id="open-user-profiles"></a>

Click on a user in the user list. This will open the **Edit User Form**, allowing you to modify their details, roles, and permissions.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGo7YiVNU3bk2lEn9RQoh%2FScreenshot%202025-10-30%20at%2010.25.52.png?alt=media&amp;token=e08034e5-bd9a-46a8-b9c7-0b44b79e3a21" alt=""><figcaption></figcaption></figure></div>

If you have many users in the account, use the **search bar** to quickly find and select the user you want to edit.

{% hint style="info" %}
[Learn how to use Search](/general-tools-and-features/search-and-filter-bar)
{% endhint %}

{% hint style="info" %}
[Learn how to use Pagination ](/general-tools-and-features/table-pagination-and-rows-per-page-selector)
{% endhint %}

***

### **Edit User Form**

<div align="left"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F5j5uw77pUn1oBqBsy2jr%2FScreenshot%202025-10-31%20at%2008.40.43.png?alt=media&amp;token=c0051d45-fae7-407f-b855-8cdd80162a7f" alt=""><figcaption></figcaption></figure> <figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FSFZUb0q4SI0lk4iHClMr%2FScreenshot%202025-10-31%20at%2008.40.53.png?alt=media&amp;token=91d1534a-fb28-43ff-946a-5785ed4c3b5f" alt=""><figcaption></figcaption></figure></div>

The Edit User form is similar to the Add User form but with the following differences:

* The **Email** field is locked and cannot be edited.
* **Password** and **SSO settings** are not displayed.
* You can update:
  * **Full Name:** The user’s first and last names — used throughout documents and logs.
  * **Contact Number:** Optional field for adding a phone number.
  * **Title:** Define the user’s position or job title (e.g., Site Manager, Supervisor, Developer).

> **Tip:** Use accurate titles and contact details — they appear on all documents and logs in the system.

***

## **Set Role and Permissions**

Click **Select Role** to open the **Role Builder**, where you can assign or remove user roles.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FucopMzluUbQzv0dC99NU%2FScreenshot%202025-10-31%20at%2010.04.02.png?alt=media&amp;token=b611db53-8a21-4a67-848b-3181bdc80fd8" alt="" width="563"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to create roles and permissions](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

### **Selecting Roles**

The example below shows the types of roles that have been created by an administrator in the system and are available to allocate to a user.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FDUAOSJK7kDrRCTZ2V3ze%2FScreenshot%202025-10-31%20at%2008.41.02.png?alt=media&amp;token=182bd550-4023-444f-8c56-3294063fcd4e" alt=""><figcaption></figcaption></figure></div>

Each role includes a title and a description to help you select the correct role or combination of roles for the user.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FEvlwhEhbl87cahZUlYHE%2FScreenshot%202025-10-31%20at%2010.14.34.png?alt=media&amp;token=f2f6bd73-df1b-4d0f-a0db-a1cc60f42338" alt="" width="375"><figcaption></figcaption></figure></div>

When assigning or managing roles, you can quickly identify their function and permissions by looking at the available indicators in the list.

#### **Checkbox**

Displays which role has been selected to be applied to the user.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FDyKKuid42QTKxaVJgjOv%2FScreenshot%202025-10-31%20at%2010.11.11.png?alt=media&amp;token=06047208-3d11-4d8d-9df7-3a127615ff5e" alt="" width="60"><figcaption></figcaption></figure></div>

#### **Permission Count**

The number displayed on the top right of the role name indicates how many permissions are set within that role.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fx857gt7FCzdEtEDmVRRe%2FScreenshot%202025-10-31%20at%2010.11.18.png?alt=media&amp;token=ffe32727-4ad2-4fc7-851a-86a5593784b5" alt="" width="144"><figcaption></figcaption></figure></div>

#### **Edit Button**

If you need to modify a role, click the edit icon on the far right of the role row. This opens the Role Builder, where you can view or adjust the permissions.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FoITIkyO8NtBxAix6H4DX%2FScreenshot%202025-10-31%20at%2010.14.48.png?alt=media&amp;token=458c202e-ad32-45dd-aede-fe8cd6e62c46" alt="" width="69"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to Add or Update Permissions to Roles](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

#### **Add a Role Button**

If you need to create a new role, click the yellow plus button at the bottom-right corner of the screen to open the Role Builder.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCzRZsFFDuuRuC3OfU0d7%2FScreenshot%202025-10-30%20at%2011.10.42.png?alt=media&amp;token=502812b8-75a0-457d-a2e1-c881c4b93588" alt="" width="70"><figcaption></figcaption></figure></div>

### You can select multiple roles where applicable.

<figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fk5qMACcGjcwcqpPN5rW5%2FScreenshot%202025-10-31%20at%2008.55.59.png?alt=media&amp;token=50d8db5d-4630-4ccc-8426-f93922e04dde" alt=""><figcaption></figcaption></figure>

### Set Roles

Once selections are made, click **Set Roles** to apply your changes.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fhx8FZFA42IfFEQa9y5Uk%2FScreenshot%202025-10-31%20at%2010.26.04.png?alt=media&amp;token=0c818aa2-6fba-4d9e-91fc-96d2dbb1b1fa" alt="" width="92"><figcaption></figcaption></figure></div>

***

### Visual Confirmation of Roles Being Set

The assigned roles will appear beneath the **Set Role permissions** section in the Edit User form.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F35SuMBizbqgpIAVOqjpe%2FScreenshot%202025-10-31%20at%2008.42.29.png?alt=media&amp;token=0c29b2ce-6ba9-4e5d-8aa5-b620a063cc58" alt="" width="375"><figcaption></figcaption></figure></div>

***

## **Saving Changes**

After updating user information and setting roles:

1. Review the fields for accuracy.
2. Click **UPDATE USER** at the bottom of the form.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fa1FapC7NECpkka3PBHpE%2FScreenshot%202025-10-31%20at%2010.31.18.png?alt=media&amp;token=d5c1aed1-55e9-4d40-b5d3-cedb136271ab" alt="" width="174"><figcaption></figcaption></figure></div>

The system will immediately apply the updates across all devices.

> **Note:** If a user is logged in while their roles are updated, they may need to refresh their session to see the new access permissions.

***

### **Best Practices**

* Review user access regularly to ensure permissions reflect current roles.
* Assign the minimum required access to maintain operational control.
* Use clear and accurate job titles for documentation and reporting consistency.

***

### **Example Workflow**

1. Navigate to **Settings → User Profiles.**
2. Select a user and click **Edit (✏️).**
3. Update the **Name**, **Contact Number**, and **Title** fields.
4. Click **Select Role** to adjust permissions.
5. Click **UPDATE USER** to confirm.

The user’s updated details and permissions will immediately reflect in all linked sections of Cloudscaff.


# Role Builder: Add or Update Roles

This section explains how to open the Role Builder, create new roles, or edit existing ones.

The Role Builder allows administrators to **create new roles** or **update existing roles** within Cloudscaff. Roles define what users can see and do within the system — ensuring access, control, and security are maintained across all teams.

> **Note:** Only users with sufficient permissions can create or modify roles. Any updates made to a role will apply automatically to all users currently assigned to that role.

***

## **Purpose**

The **Roles and Permissions** system in Cloudscaff is designed to control what each user can access, view, and perform within your organization’s account.

It ensures that every user — from site workers to administrators — operates within a clearly defined scope of authority, maintaining data security, operational control, and compliance across all sites and branches.

* **Roles** define **who** a user is in the system (for example, *Site Admin*, *Inventory User*, or *Supervisor*).
* **Permissions** define **what** that role can do — such as creating scaffolds, viewing reports, approving handovers, or managing inventory.

> **Notes:** By assigning specific roles with tailored permissions:
>
> * Administrators can ensure each user only accesses the areas relevant to their responsibilities.
> * Sensitive information and high-level tools remain restricted to authorized personnel.
> * Workflow consistency is maintained across teams, preventing accidental changes or unauthorized actions.

***

## **Accessing the Role Builder**

You can access the Role Builder in two ways:

1. **From User Profiles**
   * Navigate to **Settings → User Profiles → Edit Roles button.**
   * Click the "**Edit Roles**" Button in the top right corner&#x20;
2. **From Edit User Page**
   * Navigate to **Settings → User Profiles → Click on a user.**
   * Select a user and click **Select Role** under **Set Role Permissions.**

Both these options will open the **Role Builder,** where you can use the "**Add**" or "**Modify**" role buttons.

***

## **Role Builder**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FEOCYDllLjS4wUMGNlrbd%2FScreenshot%202025-10-31%20at%2012.56.19.png?alt=media&amp;token=e659a6a7-4899-4ec5-a8d7-706910b0f3b8" alt=""><figcaption></figcaption></figure></div>

Once inside the Role Builder, you can either:

### **Create a new role**&#x20;

Click the plus (+) button

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCzRZsFFDuuRuC3OfU0d7%2FScreenshot%202025-10-30%20at%2011.10.42.png?alt=media&amp;token=502812b8-75a0-457d-a2e1-c881c4b93588" alt="" width="70"><figcaption></figcaption></figure></div>

This will display the blank Role Builder page

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FA5A2Nr1o49tI0nsncLgb%2FScreenshot%202025-10-31%20at%2010.56.05.png?alt=media&amp;token=ba83d8d7-74a7-4e04-b8f0-f894dc64e995" alt=""><figcaption></figcaption></figure></div>

### **Edit an existing role**

Click the edit button

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FoITIkyO8NtBxAix6H4DX%2FScreenshot%202025-10-31%20at%2010.14.48.png?alt=media&amp;token=458c202e-ad32-45dd-aede-fe8cd6e62c46" alt="" width="69"><figcaption></figcaption></figure></div>

This will display the Role Builder page already populated with the data of that role

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fn15xxrZ1DXEhv2FJ0Kfc%2FScreenshot%202025-10-31%20at%2011.00.08.png?alt=media&amp;token=26254e8b-0191-48fb-99df-7dd710d6b3bf" alt=""><figcaption></figcaption></figure></div>

***

## **Fields Overview**

### **Role Name**

Enter the name for the role you are creating or updating.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fcg1EEMQHOnoy313t31GD%2FScreenshot%202025-10-31%20at%2013.00.10.png?alt=media&amp;token=b4c978ac-7f4e-4cfa-9258-c4882f628fdd" alt="" width="563"><figcaption></figcaption></figure></div>

Use clear and descriptive titles that reflect the scope of permissions (e.g., *Inventory Admin*, *Site User – Scaffold Management*).

### **Description**

Provide a short summary of what this role allows users to do.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fh5jaB8zkjlCoTmL9dQoc%2FScreenshot%202025-10-31%20at%2013.00.17.png?alt=media&amp;token=9d09b75e-f487-4ce0-be5c-0194fb5d5257" alt="" width="563"><figcaption></figcaption></figure></div>

This description appears in the Role List and helps identify the role’s purpose.

### **Adding Permissions to a Role**

Click the "**Click here**" button. This will open the **Permissions Selector**, which displays all available permissions in the system.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fss45k6tDJIIJRN5dN6h5%2FScreenshot%202025-10-31%20at%2013.00.24.png?alt=media&amp;token=3d879e3b-b398-4fc9-9318-4f7d75b5a39c" alt="" width="563"><figcaption></figcaption></figure></div>

From here, you can choose exactly which permissions the role will be granted access to.

{% hint style="info" %}
[Learn how to add permissions to a role](/settings/user-management/add-or-update-permissions)
{% endhint %}

***

## **Example: Creating a New Role**

When adding a new role:

1. Enter the **Role Name.**
2. Add a **Description.**
3. Click **Set Role Permissions – Click Here** to open the list of permissions.
4. Select all applicable permissions for this role.
5. Click **Create** to save and add the role.

> **Tip:**\
> Use the **Create** button in the bottom-right corner of the screen to confirm the new role.\
> The role will now appear in the Role Builder list, available to assign to any user.

***

## **Example: Editing an Existing Role**

When editing an existing role:

1. The **Role Name** and **Description** fields will prefill with the current values.
2. The permissions currently assigned to the role will be displayed as highlighted tags below the **Permissions** heading.
3. You can add or remove permissions by reopening the permissions list using the **Click Here** button.
4. Click **Update** to save changes.

> **Note:**\
> Changes made to an existing role take effect immediately for all users assigned to that role.

***

## **Understanding Permissions in a Role**

Each permission represents a specific capability or access area within Cloudscaff.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FIJBdT1ExivnZ2kBZe4ow%2FScreenshot%202025-10-31%20at%2013.18.16.png?alt=media&amp;token=9362294c-d13f-4d2f-a591-e2e9f3edb30d" alt=""><figcaption></figcaption></figure></div>

Permissions are displayed as labeled tags (e.g., *sites-requests-create*, *sites-returns-view*, *sites-transfers-release*).

These define what a user can do in the system once assigned to the role.

> **Example:**\
> The role *Site User – Inventory Management* includes permissions such as creating, viewing, and updating site inventory requests, transfers, and returns.

***

## **Saving Changes**

When you are done configuring or updating a role:

Click **Create** if you are adding a new role.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FMOM5XQRm1eSFFAc6cspV%2FScreenshot%202025-10-31%20at%2014.11.06.png?alt=media&amp;token=f410a642-61fc-4b3e-bb24-818293c602e1" alt="" width="92"><figcaption></figcaption></figure></div>

Click **Update** if you are editing an existing one.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FP4pY7f6dQCFlDzhp3MMb%2FScreenshot%202025-10-31%20at%2014.10.49.png?alt=media&amp;token=e4361677-a2dd-4574-bc72-7302e086a2cf" alt="" width="95"><figcaption></figcaption></figure></div>

Your changes will be saved and applied instantly across the system.

> **Important:**\
> Users assigned to the modified role may need to refresh their session to load the updated permissions.

***

### **Best Practices**

* Always use consistent naming conventions (e.g., *Site User – Scaffold Management*).
* Keep descriptions clear to make role selection easier for administrators.
* Review role permissions regularly to maintain security and compliance.
* Avoid duplicating roles unless they serve different departments or access levels.
* Restrict permission access to only what is required for the user’s function.

***

### **Example Workflow**

1. Navigate to **Settings → User Profiles.**
2. Click **Select Role** under a user’s profile to open the Role Builder.
3. Choose to **Add (+)** a new role or **Edit** an existing one.
4. Fill in the **Role Name** and **Description** fields.
5. Click **Set Role Permissions – Click Here** to choose applicable permissions.
6. Click **Create** or **Update** to save.

The new or updated role will now be available for assignment to any user in the system.


# Add or Update Permissions

Permissions define what each user can see, create, edit, approve, or delete across the Cloudscaff system.

Permissions control access to modules, data, and specific functions, ensuring that every team member only interacts with information relevant to their role.

***

## Purpose

In Cloudscaff, permissions are used to:

* **Protect company data** — limit sensitive or financial data to specific roles (e.g., only managers can approve or delete).
* **Define responsibilities** — grant access according to job functions (e.g., yard staff manage deliveries, site users submit requests).
* **Streamline workflows** — make sure that only authorized users can approve, receive, release, or void records.
* **Improve accuracy** — prevent errors by restricting who can modify or void important documents.
* **Maintain compliance** — ensure that safety, inspection, and handover approvals come from verified roles.

***

## Accessing Permissions

You can access **Permissions** in two ways:

1. Navigate to **Settings → User Profiles → Edit Roles** **→ Click the Plus (+) or Edit Role** button **→** Set Role permissions (**Click here**).
2. Navigate to **Settings → User Profiles → Click on a user** in the user list **→**  Set Role permissions for this user (**Select role**) **→ Click the Plus (+) or Edit Role** button **→** Set Role permissions (**Click here**).

***

## Understanding the Permissions Layout

The **Permissions UI** is designed to make role setup clear and easy to understand — every section is color-coded, with tools grouped and labeled so you know what area of the system you’re applying permissions to.

***

### Section Headers (Colored Blocks)

Each major section of the system is displayed in its own **colored block** (for example, *Sites*, *Inventory*, or *Scaffolds*).

These colored sections help you quickly recognize what part of the system you’re working in.

* **Red section** — relates to **Roles** and system-level permissions.
* **Blue section** — relates to **Inventory** **Management** permissions.
* **Green section** — relates to **Site Management** (sites, scaffolds, JSPs, etc.).

Each section title (like **Sites** or **Inventory**) clearly states the module’s purpose and scope.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FkrHeN7FfWDpNxmUdqinq%2FScreenshot%202025-11-01%20at%2015.57.16.png?alt=media&amp;token=0b7a8399-ddcd-47c3-842d-5855a8f4ac8f" alt=""><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVaymfojDQpGj6Wytz6lB%2FScreenshot%202025-11-01%20at%2015.55.28.png?alt=media&amp;token=3a9a5890-625a-457e-aae3-b2952187a564" alt=""><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FSdMHl7bMuMEd3vLR96hV%2FScreenshot%202025-11-01%20at%2015.58.18.png?alt=media&amp;token=3bd41cf8-2545-440a-a997-642436b32a06" alt=""><figcaption></figcaption></figure></div>

***

### Section Titles and Descriptions

Within each section, you’ll find a **title** and a **short description** that explain what that part of the system controls.

These descriptions give you an overview of what the section or module is used for — for example:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FTHU5E8aK1pGztcf6jtjz%2FScreenshot%202025-11-01%20at%2009.54.58.png?alt=media&amp;token=581c4d71-9816-42d9-8f9e-85cb7c074214" alt=""><figcaption></figcaption></figure></div>

This section holds all the permissions related to Site management.

***

### *Tool Titles and Descriptions*

Example: In the **Sites** section, you can enable permissions for managing **Deliveries** sent to a site. When enabled, users can **view**, **receive**, or **void** deliveries as needed.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FgnsAKTMMTXtWceGgWls6%2FScreenshot%202025-11-01%20at%2009.57.04.png?alt=media&amp;token=329f0e15-9b0e-4c13-9680-a8226674928c" alt=""><figcaption></figcaption></figure></div>

> **Important:**\
> If a tool’s permission is turned **on** within a section, that section and it's active tools become visible and accessible to the user.

***

### “Select All” and “Unselect All” Buttons

At the top-right corner of each permission section, you’ll see **Select All** and **Unselect All** links.

* **Select All** enables every toggle in that section.\
  Use this when granting full access to that module.
* **Unselect All** disables every toggle.\
  Use this to reset or remove all access before reconfiguring.

These controls let you quickly manage large permission sets with one click.

{% columns %}
{% column %}

#### **Select All**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F4LWXnCnPccCSIjhhSs1B%2FScreenshot%202025-11-01%20at%2009.34.10.png?alt=media&amp;token=92ed2e1e-5fe7-414f-8231-70371039e955" alt="" width="188"><figcaption></figcaption></figure></div>

When clicked, **Select All** turns on every permission toggle within that section or tool.

{% endcolumn %}

{% column %}

#### **Unselect All**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FvOA9xuKiwOAt8RWOCjew%2FScreenshot%202025-11-01%20at%2009.34.18.png?alt=media&amp;token=46bb904b-1f38-4c2e-9344-5518ba3b27fc" alt="" width="188"><figcaption></figcaption></figure></div>

When clicked, **Unselect All** turns off every permission toggle within that section or tool.
{% endcolumn %}
{% endcolumns %}

***

### Toggles

Inside each group, you’ll see **individual toggle buttons** labeled by action type:\
**Create**, **View**, **Update**, **Delete**, **Approve**, **Void**, and so on.

Each toggle controls a specific action for that feature.

When the toggle is **switched on** (orange), the user or role has permission to perform that action.

When it’s **off** (grey), that capability is disabled.

{% columns %}
{% column %}
**Toggle is OFF**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FhghMEWt9vDs1VtMY7SF1%2FScreenshot%202025-11-01%20at%2016.06.52.png?alt=media&amp;token=7abcc7af-4eb5-4468-87dc-1120270f496c" alt="" width="99"><figcaption></figcaption></figure></div>
{% endcolumn %}

{% column %}
**Toggle is ON**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FKAsiV9PtraDASpD9FkCE%2FScreenshot%202025-11-01%20at%2016.06.59.png?alt=media&amp;token=442388ea-709f-48a2-a631-35b599784e09" alt="" width="98"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

### Tools

Within each section (like **Sites**), you’ll see a list of **tools** — for example, **Inventory**, **Deliveries**, or **Tasks**. Each tool includes a set of **toggles** that control specific actions, such as *Create*, *View*, *Update*, or *Void*.

When a toggle is turned **on**, that tool becomes active for the role.

When the role is then assigned to a user, the user will see and be able to use those active tools in their profile.

> **Example:**\
> If a role has the **Deliveries** tool active with *View* and *Receive* toggled on, users with that role will be able to view and receive deliveries but won’t be able to void them.&#x20;
>
> Similarly, if the **Inventory** tool is active with *View* and *Reports* toggled on, users will be able to view inventory data and generate reports but not edit or add new inventory items.

<figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FDZx7uxGRuMqi2hxCRBEO%2FPermission%20list.jpg?alt=media&amp;token=07757d66-fdc6-4da1-a205-0135613a3e18" alt=""><figcaption></figcaption></figure>

***

### Clean, Consistent Layout

Every permission card follows the same clean structure:

* **Title** – The feature or function (e.g., *Scaffolds*).
* **Subtitle** – A short explanation of what the function does.
* **Toggles** – The specific actions allowed (Create, View, Update, etc.).
* **Quick Actions** – “Select All” and “Unselect All” links for fast setup.

This consistency makes the interface easy to learn and extremely efficient when configuring multiple roles.

***

### Save & Confirmation

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FpPuDXNRV1V3GLpO2Gyzf%2FScreenshot%202025-11-02%20at%2004.35.02.png?alt=media&amp;token=1c69739f-138f-4099-a721-6753d6de9ef6" alt=""><figcaption></figcaption></figure></div>

Once your permissions are set, clicking **Select** (top right of the screen) saves the configuration.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FShSmx6TR8yV00AvfPRuk%2FScreenshot%202025-11-02%20at%2004.35.08.png?alt=media&amp;token=1f11337b-0e8d-4d2a-a0d5-3df0faed29f9" alt="" width="96"><figcaption></figcaption></figure></div>

The role permissions are now active and will apply immediately for users assigned to that role.

If you change your mind before saving, click **Cancel** (top left) to discard changes.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FFWlJr7GQbIT7zYg303dH%2FScreenshot%202025-11-02%20at%2004.36.39.png?alt=media&amp;token=e6685887-4c69-4590-b09a-f7c32f31bc9c" alt="" width="109"><figcaption></figcaption></figure></div>

***

## Permission Toggles

When adding or removing permissions, you’ll see various toggles. Each one defines what the selected role can see and do inside the system.

{% hint style="info" %}
[Learn what permission toggles mean](/settings/user-management/understanding-permission-toggles)
{% endhint %}


# Understanding Permission Toggles

When adding or removing permissions, you’ll see various toggles listed inside a section. Each one defines what the selected role can see and do inside the system.

## Tool Toggles

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Approve:**

Finalize or sign-off on a record
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FB9rAqsbvK41I1l263vgW%2FScreenshot%202025-11-01%20at%2009.46.11.png?alt=media&amp;token=a602d1f4-59ec-44a8-a69d-fce110b3bfda" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Create:**

Add new records or entries
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FRpfNa3tEV4D9mE6ky94p%2FScreenshot%202025-11-01%20at%2009.44.49.png?alt=media&amp;token=0041fbf2-3c74-40a8-9998-3dede512e9d8" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Delete:**

Permanently remove a record
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FnSR5Ec5cATubsrLGu573%2FScreenshot%202025-11-01%20at%2009.45.34.png?alt=media&amp;token=41be0a0c-1788-4502-bea0-c6072a3da7c9" alt="" width="375"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Edit:**

Modify or correct existing records
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F1A8smDD1ZVxkicrvxdSH%2FScreenshot%202025-11-01%20at%2009.46.42.png?alt=media&amp;token=723f4dd1-d4fd-4b2f-8033-9b65936dc0d6" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Enable:**&#x20;

Activates a role, module, or permission group
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F5aZYiLDtIdgCuN58mNeV%2FScreenshot%202025-11-02%20at%2004.43.11.png?alt=media&amp;token=52fa7e25-9950-4977-883f-b93f771e5eb7" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Immediate:**

Process an action instantly, skipping checks
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQa5B6nbIEDUOuomjAtWJ%2FScreenshot%202025-11-01%20at%2009.47.20.png?alt=media&amp;token=3a8f937a-2d0a-4e1b-85fb-f7620f4fcfff" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Receive:**

Confirm arrival or receipt
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FALckTmxDleMROnmbqZBz%2FScreenshot%202025-11-01%20at%2009.47.00.png?alt=media&amp;token=02b5273f-693e-4f30-a732-8b0b06d59e28" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Release:**

Dispatch or send materials out
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FzBhcZ1z2yz4VFyFGvQDY%2FScreenshot%202025-11-01%20at%2009.47.10.png?alt=media&amp;token=320bf777-75e4-412a-b00d-6f6d3c46f298" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Reports:**

Access analytics and reporting modules
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F4ZkQmCavkDSbNJOl9y6T%2FScreenshot%202025-11-01%20at%2009.46.23.png?alt=media&amp;token=c6eef366-d48c-4ae9-83f5-623b7fccb9dc" alt=""><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Reserve:**

Hold stock to use for a later point in time
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F8G1BaZjAjCvFkd5NunPV%2FScreenshot%202025-11-02%20at%2005.10.21.png?alt=media&amp;token=1018b2e5-66c2-411c-9464-dc1bd0db0d30" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Reverse:**

Undo a processed action or adjustment
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fn7gHcQrRYryMiS3VDGJn%2FScreenshot%202025-11-02%20at%2005.13.13.png?alt=media&amp;token=55bdbbbb-984b-492e-b28d-86e9386f9d16" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Submit:**&#x20;

Send to next workflow stage
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fbzpo58P1XGzyP85jEZgx%2FScreenshot%202025-11-01%20at%2009.46.48.png?alt=media&amp;token=07173cb1-5966-49b4-ad16-44c538c5995d" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Update:**

Modify or correct existing records
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FkWbotOBl40uloec78u45%2FScreenshot%202025-11-01%20at%2009.45.05.png?alt=media&amp;token=53f1a099-3416-4a63-91e3-31e4c44678f6" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**View:**

See and open existing records
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fynq6rrKgreRafN8xZbs5%2FScreenshot%202025-11-01%20at%2009.44.57.png?alt=media&amp;token=8a516403-b2a6-4a54-b88f-0cb898422842" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Void:**

Cancel or mark as invalid (kept for audit)
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F2EGdQoOd3HB1ojZvc7vq%2FScreenshot%202025-11-01%20at%2009.45.13.png?alt=media&amp;token=48c43947-af01-4149-bd46-ee33b49db055" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

## Notification Toggle

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Approved:**

Notifies you when an item or request is approved.
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FkbpYAx1buRFzFecjg77G%2FScreenshot%202025-11-02%20at%2005.24.24.png?alt=media&amp;token=50f665e1-203d-4135-aa0f-f3e5daec9794" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Closed:**

Notifies you when a record or site is closed.
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FtfVmhuYyHg4UXnu6lcCw%2FScreenshot%202025-11-02%20at%2005.23.53.png?alt=media&amp;token=fa0c867f-7dd5-47b4-92dd-0fd5922931f8" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Created:**

Notifies you when a new record is created.
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7j3t0MgWxJ92BXr2mtWl%2FScreenshot%202025-11-02%20at%2005.23.39.png?alt=media&amp;token=292591fc-3ec9-46b7-9c1b-9a76bcdefa61" alt=""><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Processed:**

Notifies you when a return or over-return has been processed.
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fi349sTxWAKJXORv9m6fM%2FScreenshot%202025-11-02%20at%2005.26.02.png?alt=media&amp;token=df36e1a7-11e7-4d4d-a773-97c2636f4ece" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Received:**

Notifies you when inventory or an item is received.
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FrmiANdKbSXCyXsTDLEwW%2FScreenshot%202025-11-02%20at%2005.25.49.png?alt=media&amp;token=0a501025-3987-46e8-9cd2-a08ad9da342d" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Rejected:**

Notifies you when an item or request is rejected.
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FrnlC2HY2wVV7QlHsNx6w%2FScreenshot%202025-11-02%20at%2005.25.26.png?alt=media&amp;token=d8850d75-63dc-448c-b3a4-841ba3b32bf0" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Released:**

Notifies you when inventory or an item is released.
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGsUw7k81OkwVVtcCdu99%2FScreenshot%202025-11-02%20at%2005.25.42.png?alt=media&amp;token=0e162222-5dc7-435e-8bcb-996cafac7699" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Submitted:**

Notifies you when a request, return, or form is submitted.
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fd449hbovgcVwwnlkDtFC%2FScreenshot%202025-11-02%20at%2005.25.19.png?alt=media&amp;token=f19f3302-ce64-494f-b148-fc4a87c402c9" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column width="66.66666666666666%" valign="middle" %}
**Updated:**

Notifies you when an existing record is updated.
{% endcolumn %}

{% column width="33.33333333333334%" valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FeyziCPMWHemf8ki4Xb7c%2FScreenshot%202025-11-02%20at%2005.23.45.png?alt=media&amp;token=a74b7e10-a0c0-4a16-a3c6-0742b341465b" alt="" width="188"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***


# Permissions Structure Overview

This page provides a complete overview of all system permissions, their associated tools, and available toggles.

Use this as your reference when setting up or troubleshooting role-based access and notifications.

***

## **System Roles**

### Roles

System roles and their associated permissions

<table><thead><tr><th width="159.0703125">Tool</th><th width="483.78125">Description</th><th>Toggles</th></tr></thead><tbody><tr><td><strong>Super Admin</strong></td><td>Unrestricted role — grants complete access to all features, settings, and permissions.</td><td>Enable</td></tr><tr><td><strong>Site Admin</strong></td><td>Administrative role — grants automatic access to all sites and related data.</td><td>Enable</td></tr><tr><td><strong>Inventory Admin</strong></td><td>Administrative role — grants full access to edit, adjust, and manage all inventory data.</td><td>Enable</td></tr><tr><td><strong>Customer</strong></td><td>Customer role — limits access to customer-facing features and related data only.</td><td>Enable</td></tr></tbody></table>

> **Important Note:**\
> Enabling the **Customer** permission will **override all create actions** across the system.
>
> This means users assigned to a role containing this permission will be restricted from creating new records, entries, or documents.&#x20;
>
> The **Customer** role is strictly **view and read-only**, intended for external or client-side access.&#x20;
>
> If this permission is accidentally added to an internal or administrative role, that role will have **limited functionality** until removed.

***

## **Enquiry Management**

### Enquiries

Permissions related to managing enquiries

| Tool          | Description                                                                                            | Toggles                    |
| ------------- | ------------------------------------------------------------------------------------------------------ | -------------------------- |
| **Enquiries** | Manage enquiries — create new records, view records, update information, and void entries when needed. | Create, View, Update, Void |

***

## **Site Management**

### Sites

Manage job sites and related data

| Tool                    | Description                                                                                | Toggles                                                 |
| ----------------------- | ------------------------------------------------------------------------------------------ | ------------------------------------------------------- |
| **Sites**               | Create, view, update, or delete job sites.                                                 | Create, View, Update, Delete                            |
| **Scaffolds**           | Create, view, update, or void scaffold records.                                            | Create, View, Update, Void                              |
| **Scaffold Register**   | View and update the complete list of scaffolds on a site.                                  | View, Update                                            |
| **Map**                 | View geo-located scaffolds on the site map.                                                | View                                                    |
| **Inventory**           | View site inventory data and generate related reports.                                     | View, Reports                                           |
| **Inventory Movements** | Create custom inventory movement reports and view transactions.                            | Create                                                  |
| **JSP**                 | Manage Job Safety Plans — create, view, update, and approve.                               | Create, View, Update, Approve                           |
| **Tasks**               | Create and manage task assignments, track progress, and update details.                    | Create, View, Update                                    |
| **Requests**            | Create, view, edit, submit, or void inventory requests from site to yard.                  | Create, View, Edit, Submit, Void                        |
| **Deliveries**          | Receive and manage inventory deliveries; view processed deliveries or void as needed.      | View, Receive, Void                                     |
| **Returns**             | Create, view, update, submit, release, or void return records.                             | Create, View, Update, Submit, Release, Void             |
| **Transfers**           | Manage site-to-site inventory transfers — create, view, update, receive, release, or void. | Create, View, Update, Receive, Release, Immediate, Void |
| **Site Instructions**   | Manage site instruction records — create, view, update, or void.                           | Create, View, Update, Void                              |

***

### Scaffolds

Manage scaffold records and compliance documents

| Tool                      | Description                                                              | Toggles                       |
| ------------------------- | ------------------------------------------------------------------------ | ----------------------------- |
| **Scaffold Instructions** | Manage scaffold-specific instructions — create, view, update, and void.  | Create, View, Update, Void    |
| **Inspections**           | Generate scaffold inspection certificates — create, view, approve.       | Create, View, Approve         |
| **Handovers**             | Generate scaffold handover certificates — create, view, update, approve. | Create, View, Update, Approve |
| **Dismantles**            | Generate scaffold dismantle certificates — create, view, approve.        | Create, View, Approve         |

> **Example:**\
> To activate the Handover Permission, navigate to **Role Builder → Scaffolds Section → Tool: Handovers**, and toggle **Create** and **Approve** on.

***

## **Logs**

### Activity Logs

View historical data and operations

| Tool              | Description                                               | Toggles |
| ----------------- | --------------------------------------------------------- | ------- |
| **Instructions**  | View all recorded site instructions across all job sites. | View    |
| **Handovers**     | View all handover certificates across sites.              | View    |
| **Scaffold Log**  | Track scaffold activities and updates.                    | View    |
| **Dismantle Log** | View dismantle activity records (read-only).              | View    |

***

## **Inventory Management**

### Inventory

Manage company-wide inventory and movements

| Tool               | Description                                                                      | Toggles                                                 |
| ------------------ | -------------------------------------------------------------------------------- | ------------------------------------------------------- |
| **Inventory**      | Create, view, update, and delete inventory records.                              | Create, View, Update, Delete                            |
| **Bulk Updates**   | Adjust inventory quantities in bulk — create, update, approve, reverse, or void. | Create, View, Update, Approve, Reverse, Void            |
| **Requests**       | Process inventory requests — view, approve, or void.                             | View, Approve, Void                                     |
| **Deliveries**     | Manage deliveries — create, view, update, reserve, release, immediate, or void.  | Create, View, Update, Reserve, Release, Immediate, Void |
| **Returns**        | Manage returns — create, view, update, approve, immediate, or void.              | Create, View, Update, Approve, Immediate, Void          |
| **Over Returns**   | Manage over-returns — view, edit, reverse, approve, or void.                     | View, Edit, Reverse, Approve, Void                      |
| **Transfers**      | Manage transfers — create, view, update, receive, release, immediate, or void.   | Create, View, Update, Receive, Release, Immediate, Void |
| **Yard Transfers** | Move inventory between yards — create, view, update, or void.                    | Create, View, Update, Void                              |
| **Site Movements** | Create custom movement reports and view transactions.                            | Create                                                  |

***

## **Reporting**

### Reports

Access and analyze operational and financial data

| Tool                          | Description                                    | Toggles |
| ----------------------------- | ---------------------------------------------- | ------- |
| **Inventory**                 | View site inventory summaries.                 | Enable  |
| **Stock Item**                | View item quantities, availability, and usage. | Enable  |
| **Motor**                     | View motor quantities and usage.               | Enable  |
| **Consumable**                | View consumable item usage across sites.       | Enable  |
| **Revenue**                   | View financial tracking and revenue summaries. | Enable  |
| **Tonnage by Location**       | View tonnage usage grouped by yard.            | Enable  |
| **Tonnage by Site Group**     | View tonnage usage grouped by site tags.       | Enable  |
| **Inventory Price List**      | View inventory pricing details.                | Enable  |
| **Inventory Summary**         | View summarized inventory data.                | Enable  |
| **Inventory Log by Site**     | View inventory grouped by site.                | Enable  |
| **Inventory Log by Location** | View inventory grouped by yard.                | Enable  |
| **Lost Inventory**            | View details of missing or lost stock.         | Enable  |
| **User Permissions**          | View all system roles and permissions.         | Enable  |

***

## **System Settings**

### Settings

Manage configuration and system-level preferences

| Tool         | Description                                     | Toggles |
| ------------ | ----------------------------------------------- | ------- |
| **Settings** | View and manage configuration logs and updates. | View    |

***

## **Miscellaneous**

### Miscellaneous

Additional and optional feature controls

| Tool                    | Description                                        | Toggles |
| ----------------------- | -------------------------------------------------- | ------- |
| **Hide Weight**         | Hide all weight-related information in the system. | Enable  |
| **Hide Rates**          | Hide all rate and cost-related information.        | Enable  |
| **Manage Subscription** | Manage billing, plan, and subscription settings.   | Enable  |

***

## **System Notifications**

### Notifications

Choose triggers to get notified about specific events and updates

| Tool                        | Description                                   | Toggles                       |
| --------------------------- | --------------------------------------------- | ----------------------------- |
| **Sites**                   | Key site lifecycle events.                    | Created, Updated, Closed      |
| **Scaffolds**               | Scaffold records created or updated.          | Created, Updated              |
| **Inspection Certificates** | When inspection certificates are issued.      | Created                       |
| **Handover Certificates**   | When handover certificates are issued.        | Created                       |
| **Dismantle Certificates**  | When dismantle certificates are issued.       | Created                       |
| **Inventory Requests**      | Status changes of inventory requests.         | Submitted, Approved, Rejected |
| **Inventory Deliveries**    | Inventory released or received at site.       | Released, Received            |
| **Inventory Returns**       | When returns are submitted or processed.      | Submitted, Processed          |
| **Inventory Over Returns**  | When over-returns are submitted or processed. | Submitted, Processed          |
| **Inventory Transfers**     | When transfers are created or received.       | Created, Received             |

> You can select or unselect all toggles per section using the **Select All / Unselect All** buttons.

***

## **Quick Reference Example**

**How to activate the Handover Permission**\
Go to **Settings → User Profiles → Edit Role → Scaffolds Section**\
Find **Tool: Handovers**\
Description: “Generate scaffold handover certificates”\
Toggle on **Create** and **Approve**


# Permission Reference: Quick Activation Guide

This reference lists every permission alphabetically, showing where it belongs, what it controls, and which toggles to enable.

Use this page when you want to quickly locate and activate specific tools or permissions for a role.

***

### **A–B**

| Tool             | Section              | Description                                                                      | Toggles to Enable                            |
| ---------------- | -------------------- | -------------------------------------------------------------------------------- | -------------------------------------------- |
| **Bulk Updates** | Inventory Management | Adjust inventory quantities in bulk — create, update, approve, reverse, or void. | Create, View, Update, Approve, Reverse, Void |

***

### **C–D**

| Tool                       | Section              | Description                                                                    | Toggles to Enable                                       |
| -------------------------- | -------------------- | ------------------------------------------------------------------------------ | ------------------------------------------------------- |
| **Consumable Report**      | Reports              | View consumable quantities, availability, and usage.                           | Enable                                                  |
| **Customer**               | System Roles         | Customer role — limited to customer-facing data.                               | Enable                                                  |
| **Deliveries (Site)**      | Site Management      | Manage site deliveries — receive, view, or void records.                       | View, Receive, Void                                     |
| **Deliveries (Inventory)** | Inventory Management | Manage inventory deliveries — create, view, update, reserve, release, or void. | Create, View, Update, Reserve, Release, Immediate, Void |
| **Dismantle Certificates** | Scaffolds            | Generate scaffold dismantle certificates.                                      | Create, View, Approve                                   |
| **Dismantle Log**          | Logs                 | View dismantle activity records (read-only).                                   | View                                                    |

***

### **E–H**

| Tool             | Section       | Description                                               | Toggles to Enable             |
| ---------------- | ------------- | --------------------------------------------------------- | ----------------------------- |
| **Enquiries**    | Enquiries     | Manage enquiries — create, view, update, or void entries. | Create, View, Update, Void    |
| **Handovers**    | Scaffolds     | Generate scaffold handover certificates.                  | Create, View, Update, Approve |
| **Handover Log** | Logs          | View recorded handover certificates.                      | View                          |
| **Hide Rates**   | Miscellaneous | Hide all rate and cost-related information in the system. | Enable                        |
| **Hide Weight**  | Miscellaneous | Hide all weight-related information in the system.        | Enable                        |

***

### **I–L**

| Tool                          | Section              | Description                                                        | Toggles to Enable             |
| ----------------------------- | -------------------- | ------------------------------------------------------------------ | ----------------------------- |
| **Inspections**               | Scaffolds            | Generate scaffold inspection certificates — create, view, approve. | Create, View, Approve         |
| **Instructions**              | Logs                 | View all recorded site instructions.                               | View                          |
| **Inventory (Site)**          | Site Management      | View site inventory and generate related reports.                  | View, Reports                 |
| **Inventory (Master)**        | Inventory Management | Manage master inventory database — create, view, update, delete.   | Create, View, Update, Delete  |
| **Inventory Deliveries**      | Notifications        | Notify when deliveries are released or received.                   | Released, Received            |
| **Inventory Movements**       | Site Management      | Create and analyze site movement reports.                          | Create                        |
| **Inventory Over Returns**    | Notifications        | Notify when over-returns are submitted or processed.               | Submitted, Processed          |
| **Inventory Price List**      | Reports              | View inventory pricing details.                                    | Enable                        |
| **Inventory Requests**        | Notifications        | Notify when inventory requests change status.                      | Submitted, Approved, Rejected |
| **Inventory Returns**         | Notifications        | Notify when returns are submitted or processed.                    | Submitted, Processed          |
| **Inventory Summary**         | Reports              | View summarized inventory data.                                    | Enable                        |
| **Inventory Transfers**       | Notifications        | Notify when transfers are created or received.                     | Created, Received             |
| **Inventory Log by Location** | Reports              | View inventory grouped by yard.                                    | Enable                        |
| **Inventory Log by Site**     | Reports              | View inventory grouped by site.                                    | Enable                        |
| **Inventory Admin**           | System Roles         | Administrative role for all inventory operations.                  | Enable                        |

***

### **M–R**

| Tool                     | Section              | Description                                                                | Toggles to Enable                              |
| ------------------------ | -------------------- | -------------------------------------------------------------------------- | ---------------------------------------------- |
| **Manage Subscription**  | Miscellaneous        | Manage subscription, plans, and billing.                                   | Enable                                         |
| **Map**                  | Site Management      | View scaffolds on a geo-located map.                                       | View                                           |
| **Miscellaneous**        | Miscellaneous        | Group for optional features.                                               | Enable                                         |
| **Motor Report**         | Reports              | View motor quantities, availability, and usage.                            | Enable                                         |
| **Over Returns**         | Inventory Management | Manage over-returns — view, edit, reverse, approve, or void.               | View, Edit, Reverse, Approve, Void             |
| **Requests (Site)**      | Site Management      | Create, view, edit, submit, or void inventory requests.                    | Create, View, Edit, Submit, Void               |
| **Requests (Inventory)** | Inventory Management | Approve or void inventory requests from sites.                             | View, Approve, Void                            |
| **Returns (Site)**       | Site Management      | Manage returns from site — create, view, update, submit, release, or void. | Create, View, Update, Submit, Release, Void    |
| **Returns (Inventory)**  | Inventory Management | Manage inventory returns — create, view, update, approve, or void.         | Create, View, Update, Approve, Immediate, Void |
| **Revenue Report**       | Reports              | View financial tracking and revenue summaries.                             | Enable                                         |
| **Roles**                | System Roles         | Define and assign system roles with permissions.                           | Enable                                         |

***

### **S–T**

| Tool                      | Section              | Description                                                                | Toggles to Enable                                       |
| ------------------------- | -------------------- | -------------------------------------------------------------------------- | ------------------------------------------------------- |
| **Scaffold Log**          | Logs                 | Track scaffold activities and updates.                                     | View                                                    |
| **Scaffold Register**     | Site Management      | View or update the full list of scaffolds on a site.                       | View, Update                                            |
| **Scaffolds**             | Site Management      | Manage scaffolds — create, view, update, or void.                          | Create, View, Update, Void                              |
| **Scaffold Instructions** | Scaffolds            | Create and manage scaffold-specific instructions.                          | Create, View, Update, Void                              |
| **Settings**              | System Settings      | Manage configuration logs and system settings.                             | View                                                    |
| **Site Admin**            | System Roles         | Administrative role for full site access.                                  | Enable                                                  |
| **Site Instructions**     | Site Management      | Create, view, update, or void site instruction records.                    | Create, View, Update, Void                              |
| **Site Movements**        | Inventory Management | Analyze inventory movements on site.                                       | Create                                                  |
| **Sites**                 | Site Management      | Manage job sites — create, view, update, delete.                           | Create, View, Update, Delete                            |
| **Stock Item Report**     | Reports              | View inventory item quantities and usage.                                  | Enable                                                  |
| **Super Admin**           | System Roles         | Unrestricted role — complete access.                                       | Enable                                                  |
| **Tasks**                 | Site Management      | Create, view, or update site tasks.                                        | Create, View, Update                                    |
| **Tonnage by Location**   | Reports              | View tonnage usage grouped by yard.                                        | Enable                                                  |
| **Tonnage by Site Group** | Reports              | View tonnage usage grouped by tag.                                         | Enable                                                  |
| **Transfers (Site)**      | Site Management      | Manage site-to-site transfers — create, update, release, receive, or void. | Create, View, Update, Receive, Release, Immediate, Void |
| **Transfers (Inventory)** | Inventory Management | Manage transfers between sites or yards.                                   | Create, View, Update, Receive, Release, Immediate, Void |

***

### **U–Z**

| Tool                    | Section              | Description                                            | Toggles to Enable          |
| ----------------------- | -------------------- | ------------------------------------------------------ | -------------------------- |
| **Upcoming Dismantles** | Logs                 | View and manage upcoming dismantles within the system. | View                       |
| **User Permissions**    | Reports              | View system roles and their assigned permissions.      | Enable                     |
| **Yard Transfers**      | Inventory Management | Move inventory between yards.                          | Create, View, Update, Void |

***

#### **How to Use This Reference**

1. Find the **tool name** you want to activate (for example, *Handovers*).
2. Note the **Section** and **Description** to identify where it lives.
3. Go to **Settings → User Profiles → Edit Role → \[Section] → \[Tool]**.
4. Switch on the listed **Toggles**.
5. Save your role updates.


# Customer Management

Manage customer profiles, contact details, and information to ensure accurate records on documents, and reports.

## Purpose

Customer Management allows you to:

* Create and maintain customer profiles linked to your projects and sites.
* Store contact and business details such as representative, VAT, and registration numbers.
* Streamline communication and document generation across your organization.

## Accessing Customer Profiles

In the **side navigation**, click **Settings → Customer Profiles**

{% hint style="info" %}
[Click here to view how to access Customer Profiles](/settings/accessing-settings)
{% endhint %}

## **Open Customer Profiles**

Click **Customer Profiles**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FcjLGBCV6ZdkusQomZJmI%2FScreenshot%202025-11-03%20at%2009.21.55.png?alt=media&amp;token=da8c28a0-c619-43ef-a4f6-5ae0ad8619e1" alt="" width="375"><figcaption></figcaption></figure></div>

## Customer Profiles Overview

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZ9nclrKNhmshCxlEhMQk%2FScreenshot%202025-11-03%20at%2009.22.02.png?alt=media&amp;token=32ac5628-2afb-421a-a798-ec3bd597e0f2" alt=""><figcaption></figcaption></figure></div>

### **Customers List Page**

This is the main list view where all customers in your organization are displayed.

#### **Fields shown:**

* **Company** — The customer’s registered business name.
* **Representative** — The assigned contact person for the company.
* **Email** — The contact email of the representative or company.
* **Country** — The customer’s location.

#### **Actions and Controls:**

**Search Bar:**&#x20;

* Use the top search field to filter customers by *company name, email, or country*.&#x20;
* The search activates after three characters are entered.&#x20;
* Click the **“X”** to clear your search and view the full list again.

{% hint style="info" %}
[Learn how to use the search bar](/general-tools-and-features/search-and-filter-bar)
{% endhint %}

**Rows per Page Selector (100):**

Choose how many customer entries to display at once.

{% hint style="info" %}
[Learn how to use the rows per page](/general-tools-and-features/table-pagination-and-rows-per-page-selector)
{% endhint %}

**Floating Action Button (➕):**\
Found in the bottom-right corner — clicking it opens the **Create Customer** form.

{% hint style="info" %}
[Learn how to use the create button](/general-tools-and-features/create-button-+)
{% endhint %}

At the bottom, you’ll see “0 selected / x total,” indicating how many customers are currently selected from the list.

***

## Customers List (After Adding a New Customer)

### **Updated Customer List**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FXqPewu93hICMdvFiJz97%2FScreenshot%202025-11-03%20at%2009.26.19.png?alt=media&amp;token=889c83c7-963c-4381-84ea-cb7dfbbafc67" alt=""><figcaption></figcaption></figure></div>

Once saved, the system redirects you back to the **Customers List View**.

The newly added **Sample Customer** now appears in the list alongside existing entries.

**Displayed Columns:**

* **Company:** Sample Customer
* **Representative:** John Doe
* **Email:** <sample@customer.com>
* **Country:** United States

The total count at the bottom updates accordingly (e.g., “0 selected / 2 total”).

***

## Best Practices

* **Always use accurate company names** to maintain consistency across documents.
* **Add representative details** to improve traceability in quotes, invoices, and reports.
* **Use the VAT toggle** for international or non-taxable clients.
* **Review address entries** via the integrated map search for better data accuracy.
* **Keep customer profiles up to date** for smoother project assignment and document linking.

> Tips:
>
> Use **Search** frequently to avoid duplicates before adding new customers.
>
> Keep the **Contact Number** and **Representative** fields filled in to ensure quick communication.
>
> Customers created here automatically become available on all documents.
>
> If a customer changes details (like VAT or address), update their profile — changes apply system-wide instantly.


# Add Customer

Create and store new customer profiles with full contact, address, and VAT details for accurate invoicing and record management.

## Creating a New Customer

## **Empty Create Customer Form**

When you click the ➕ button, the system opens a clean **Create Customer** form.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FxiCQL31fcDss2HoTxG0J%2FScreenshot%202025-11-03%20at%2009.22.23.png?alt=media&amp;token=6846a72a-edc4-4ff5-9e51-e0c3753ca759" alt=""><figcaption></figcaption></figure></div>

## **Fields available:**

### **Customer Name (required)**

The official company name.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FtbjB86FkmDF1FrzpZMiM%2FScreenshot%202025-11-03%20at%2011.38.37.png?alt=media&amp;token=cc53f476-23e4-4f58-b94f-c92fd49b12a5" alt="" width="375"><figcaption></figcaption></figure></div>

> **Important Note:**\
> When creating a new customer, the **Customer Name** field is the **only required field** needed to successfully add a customer to the system.
>
> All other fields — such as **email address, representative, contact number, registration number, VAT number, and address details** — are optional and can be added or updated later at any time.
>
> This flexibility allows you to quickly create customer records, even if you don’t yet have their full company or contact information. The customer profile can still be used immediately in estimates, invoices, and site assignments.

### **Email Address (optional)**

Contact email.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FvYsSlntEJ16nNN3H41t4%2FScreenshot%202025-11-03%20at%2011.41.42.png?alt=media&amp;token=e98bb0a9-99d8-4d79-8c42-87ea0bf36757" alt="" width="375"><figcaption></figcaption></figure></div>

### **Representative (optional)**

Main contact person.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FvYsSlntEJ16nNN3H41t4%2FScreenshot%202025-11-03%20at%2011.41.42.png?alt=media&amp;token=e98bb0a9-99d8-4d79-8c42-87ea0bf36757" alt="" width="375"><figcaption></figcaption></figure></div>

**Contact Number (optional)**

### Customer’s phone number.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FrMU8o6tCjgfJFayKWVkg%2FScreenshot%202025-11-03%20at%2011.41.59.png?alt=media&amp;token=fcc341d6-b1b5-47fa-97dd-17886d36fe9f" alt="" width="375"><figcaption></figcaption></figure></div>

### **Registration Number (optional)**

Company registration or business ID.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FFRwW6SMk5G6JUA8KJJCv%2FScreenshot%202025-11-03%20at%2011.42.06.png?alt=media&amp;token=22d6a8ce-6341-41bd-b568-30a7b6d89898" alt="" width="375"><figcaption></figcaption></figure></div>

### **VAT Number (optional)**

For tax-registered customers.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F1tkZ7AHHlRR4hBlUJVb6%2FScreenshot%202025-11-03%20at%2011.42.14.png?alt=media&amp;token=ff4b2912-7806-4496-aa84-4a8a37a73151" alt="" width="375"><figcaption></figcaption></figure></div>

### **Exclude VAT on Estimates and Invoices (toggle)**

Activate this if VAT should not be applied to the customer’s documents.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fgr0bOl2dDTe1dc2Bw8iV%2FScreenshot%202025-11-03%20at%2011.43.08.png?alt=media&amp;token=b51010ea-c217-4171-bc96-da21e8589122" alt=""><figcaption></figcaption></figure></div>

### **Search for Location or Business**

Use this Google-integrated search field to autofill address details.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F5a8fnpVwkxnKXS7OGZBv%2FScreenshot%202025-11-03%20at%2011.48.24.png?alt=media&amp;token=c3f7bf47-575e-4185-8ef3-18ee33618965" alt="" width="563"><figcaption></figcaption></figure></div>

### **Address Fields (optional)**

Address, Suburb, State/City, Zip, Country.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FItHjWX0Kr0LMsQa0j4qF%2FScreenshot%202025-11-03%20at%2011.48.30.png?alt=media&amp;token=0ca216f1-98b4-4644-8c1c-b8569e2dfe6a" alt="" width="563"><figcaption></figcaption></figure></div>

## **Action Button**

Click **Create Customer** to save the new customer.

{% columns %}
{% column %}
The create customer button is greyed out if no customer name is provided

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F1rXiPexZ4o7IZfk8wHow%2FScreenshot%202025-11-03%20at%2011.49.58.png?alt=media&amp;token=76fb22ee-85f2-482a-9f7d-7ee789cad026" alt="" width="208"><figcaption></figcaption></figure></div>
{% endcolumn %}

{% column %}
The create customer button becomes active if a customer's name is provided

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiH030j5uuWr1YqYKkEly%2FScreenshot%202025-11-03%20at%2011.46.12.png?alt=media&amp;token=3e5a7f0b-b874-43ba-87c0-d97982d0e530" alt="" width="209"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

## Example: Filled Customer Form

### Here, the form is filled with sample data:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FRLWo1NNwn8JeYNXEA3zx%2FScreenshot%202025-11-03%20at%2009.25.44.png?alt=media&amp;token=e05eb065-44fd-4219-829d-406d4fb399a9" alt=""><figcaption></figcaption></figure></div>

* Customer Name: *Sample Customer*
* Email: *<sample@customer.com>*
* Representative: *John Doe*
* Contact Number: *1234567890*
* Address: *838B 5th Ave, New York, NY 10065, USA*
* State/City: *New York*
* Country: *United States*
* VAT toggle: Enabled to exclude VAT on invoices.

When all required and optional details are entered, click **Create Customer** (bottom-right).

***

## Example: Updated Address Breakdown

### **Alternate View of Filled Form (shortened state)**

This shows a slight edit where:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FHQdv1lJpQ4xTACWqI5nT%2FScreenshot%202025-11-03%20at%2009.26.01.png?alt=media&amp;token=c68d51e1-8038-49a9-b1fe-0b6a2995ce14" alt=""><figcaption></figcaption></figure></div>

* *Suburb* now shows *New York*.
* *State/City* shortened to *NY*.\
  This demonstrates flexibility in address formatting — ideal for different regional data entry conventions.

When all required and optional details are entered, click **Create Customer** (bottom-right).


# Edit Customer

Open an existing customer from the list, update any details (or delete the record), and save changes—no need to re-enter unchanged fields.

## Purpose

Keep customer information accurate by updating names, contacts, addresses, VAT settings, and other details whenever they change.

***

## Accessing Customers

1. In the side navigation, go to **Settings → Customer Profiles → Click on a Customer**.

***

## Open the Customer to Edit

**Search**: In the search bar, type at least 3 characters of the **company name**, **email**, or **country** to filter.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FKAi6DQ9NzOHrgkN0koKv%2FScreenshot%202025-11-04%20at%2013.02.38.png?alt=media&amp;token=7cdaf4a4-8fd0-46f9-8e02-21b28808d702" alt=""><figcaption></figcaption></figure></div>

> Tip: Click the **X** in the search bar to clear the filter and see the full list again.

**Select**: Click the **row** of the customer you want to edit.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F8iJHS11pm2j0lRfVijT3%2FScreenshot%202025-11-04%20at%2013.00.58.png?alt=media&amp;token=08be11ca-d9b6-41ea-b103-49a75a57a463" alt=""><figcaption></figcaption></figure></div>

The **Customer form** opens, populated with the existing details.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FmAt3wLCdQOkX8pyV4c6w%2FScreenshot%202025-11-04%20at%2013.03.26.png?alt=media&amp;token=a09e1682-397c-420a-9d1a-457856cbf291" alt=""><figcaption></figcaption></figure></div>

***

### Editable Fields

* **Customer Name** *(required)*
* **Email Address** *(optional)*
* **Representative** *(optional)*
* **Contact Number** *(optional)*
* **Registration Number** *(optional)*
* **VAT Number** *(optional)*
* **Search for Location or Business** (Google-integrated lookup)
* **Address** / **Suburb** / **State/City** / **Zip** / **Country** *(all optional)*
* **Exclude VAT on Estimates and Invoices** *(toggle)*

> Note: **Customer Name** is the only required field. You can update any subset of fields and leave others unchanged.

***

### Update the Customer

* Edit the necessary fields.
* (Optional) Use **Search for location or business** to autofill address details, then adjust any field as needed.
* Set **Exclude VAT on Estimates and Invoices** if this customer should not be charged VAT.
* Click **Update Customer** to save.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F82YpC1SfePjlwJ9YpxOV%2FScreenshot%202025-11-04%20at%2013.05.02.png?alt=media&amp;token=be1a4e96-461c-47b9-8d71-dfdeb1adcdea" alt="" width="210"><figcaption></figcaption></figure></div>

**Result:** You return to the **Customers** list with the revised details shown in the table.

***

### Delete the Customer (use with care)

* Open the customer (click its row in the table).
* Click **Delete Customer**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F6VYXrpcrOLNYpJGRMFCB%2FScreenshot%202025-11-04%20at%2013.05.54.png?alt=media&amp;token=0fb34f90-240c-448a-a9a1-2a03c60620e2" alt="" width="207"><figcaption></figcaption></figure></div>

* Confirm in the prompt to permanently remove the record.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0LPW7Dgz2S9KL52gQSAa%2FScreenshot%202025-11-04%20at%2013.07.23.png?alt=media&amp;token=b9b51907-e310-4758-a056-33dcc9de89e2" alt="" width="274"><figcaption></figcaption></figure></div>

> Caution: Deletion is irreversible. Ensure the customer is no longer needed before confirming.

***

## Best Practices

* **Search before editing** to avoid changing the wrong record when names are similar.
* **Keep contacts current** (email, phone, representative) for smooth communication and document delivery.
* **Use the VAT toggle** per customer to keep invoices and estimates compliant.
* **Address via lookup** for consistent, geocoded entries; manually adjust if required.

***

## Troubleshooting

* **Can’t find the customer?** Clear the search (**X**) or widen your search term.
* **Validation error?** Ensure **Customer Name** is present—this is the only required field.
* **Address not found?** Enter address fields manually.

***

## Quick Links

{% hint style="info" %}
[Learn how to **Add a New Customer** (➕)](/settings/customer-management/add-customer)
{% endhint %}

{% hint style="info" %}
[Learn how to **Use the Search Bar**](/general-tools-and-features/search-and-filter-bar)
{% endhint %}


# Terms & Conditions

Add and manage the Terms & Conditions that automatically appear on your scaffold documents—such as handovers, inspections, dismantles, and certifications.

## Purpose

Terms & Conditions allow your organization to attach custom legal or operational requirements to all generated scaffold documents.

When added, these appear automatically every time a document is created, ensuring compliance and consistent communication with customers and site teams.

If left blank, no Terms & Conditions will be attached to that document type.

## Accessing Terms & Conditions

In the **side navigation**, click **Settings → Terms & Conditions**

{% hint style="info" %}
[Click here to view how to access Terms & Conditions](/settings/accessing-settings)
{% endhint %}

## **Open Terms & Conditions**

Click **Customer Profiles**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FdBfvVZzczrkbuBwOQuWL%2FScreenshot%202025-11-04%20at%2013.12.03.png?alt=media&amp;token=289e063b-8cd8-4217-8d6f-cf8c09236a0c" alt="" width="375"><figcaption></figcaption></figure></div>

***

### Terms & Conditions Dashboard

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FKlkTPuXgecLd8D6lwpuT%2FScreenshot%202025-11-04%20at%2013.12.12.png?alt=media&amp;token=a9d654a7-1f81-4262-a782-a6298ab60742" alt=""><figcaption></figcaption></figure></div>

This page displays four management tiles:

* **Scaffold T’s & C’s**\
  Update Terms & Conditions for scaffold documents.
* **Handover T’s & C’s**\
  These will appear on every handover certificate you generate.
* **Inspection T’s & C’s**\
  Add inspection-specific requirements and disclaimers.
* **Dismantle T’s & C’s**\
  These apply to dismantle certificates and work orders.

Click any tile to open its editor.

***

### Editing Terms & Conditions

#### Step-by-Step

* From the Terms & Conditions dashboard, click on the template you want to edit\
  (e.g., **Handover T’s & C’s**)

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fkqdk8YLTUA7EVcmMuVdx%2FScreenshot%202025-11-04%20at%2013.31.46.png?alt=media&amp;token=b1961f54-4a23-4cc1-b688-50137fcbde4b" alt="" width="375"><figcaption></figcaption></figure></div>

* A text editor will open with an empty or previously saved field.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Froq6fiPxZyLVTaiRxWmE%2FScreenshot%202025-11-04%20at%2013.42.12.png?alt=media&amp;token=14616510-cc5a-49d7-828a-9c7650a4548f" alt="" width="375"><figcaption></figcaption></figure></div>

* Enter your Terms & Conditions
  * You can write paragraphs, bullet points, safety notices, or legal statements.
* Click **Update Terms** to save.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FLGzxKg7VsXMjIduZbY58%2FScreenshot%202025-11-04%20at%2013.41.43.png?alt=media&amp;token=d6f7c13e-70fd-476e-881a-af820c82c060" alt="" width="173"><figcaption></figcaption></figure></div>

***

## How It Works in Practice

* Once saved, the Terms & Conditions are automatically inserted into every document of that type.
  * Handover Terms are embedded into **Handover Certificates**
  * Inspection Terms appear on **Inspection Certificates**
  * Scaffold Terms apply to **Scaffold Sheets / Documents**
  * Dismantle Terms appear on **Dismantle Certificates**

> **Tip:**\
> If a field is left blank, nothing will appear on that document type.
>
> This gives full control to customize requirements per certificate.

***

## Real Example

* If you add safety disclaimers to **Handover T’s & C’s**, every handover document will include them without having to paste or type them manually.
* If you add billing clauses to **Scaffold T’s & C’s**, they will appear each time you generate a scaffold document.

***

## Best Practices

* Keep wording clear and consistent across all document types.
* Include safety notes, liability reminders, and operational rules.
* Review these periodically to align with updated regulations or company policies.
* If your company works in multiple regions, customize terms per requirement.


# What are Logs?

Logs record and track all operational actions that take place on your sites — including handovers, scaffold activities, upcoming dismantles, and completed dismantles.

Every log serves as a permanent record, creating full audit-traceability for safety, compliance, and operational reporting.

## **Purpose**

Logs provide a single source of truth for scaffold activity across your company.

You can use logs to:

* Track work completed on every scaffolded site
* Review safety checks, inspections, approvals, and signatures
* Generate certified documents for clients and auditors
* Provide proof of work for billing, safety compliance, and handover requirements
* Ensure accountability — each record is tied to a verified user account

All log activity is synced across your organization and visible to users with the correct permissions.

***

## **Where to Find Logs**

In the side navigation, scroll down to **Instructions**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FMzjL9OQwiSqExTl0NO5c%2FScreenshot%202025-11-06%20at%2012.29.31.png?alt=media&amp;token=670d0e6f-857d-4b13-878b-ac87512591af" alt=""><figcaption></figcaption></figure></div>

### Log Types:

{% columns %}
{% column %}
**Instructions Log:** \
This is a list of instructions issued from all sites
{% endcolumn %}

{% column valign="middle" %}

<div align="center" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FvUAeUPz9K26hD5NLFmGH%2FScreenshot%202025-11-06%20at%2012.29.46.png?alt=media&amp;token=8eb1e7e3-a8bd-49fd-81af-ff5de95d4759" alt="" width="360"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

{% hint style="info" %}
[View Instructions Log](/logs/instructions-log)
{% endhint %}

***

{% columns %}
{% column %}
**Handover Log:** \
This is a list of handover certificates issued from all sites
{% endcolumn %}

{% column valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FJKSBp5y1h51G3gLfvg6s%2FScreenshot%202025-11-06%20at%2012.29.55.png?alt=media&amp;token=039b1d1e-7e26-40cc-a03c-be9df1959aba" alt="" width="361"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

{% hint style="info" %}
[View Handover Log](/logs/handover-log)
{% endhint %}

***

{% columns %}
{% column %}
**Scaffold Log:** \
This is a list of erected scaffolds from all sites
{% endcolumn %}

{% column valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FggLcstixxihqv7qWGJ4E%2FScreenshot%202025-11-06%20at%2012.30.13.png?alt=media&amp;token=6cb04de5-03d2-4f99-8209-6f1708898460" alt="" width="362"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

{% hint style="info" %}
[View Scaffold Log](/logs/scaffold-log)
{% endhint %}

***

{% columns %}
{% column %}
**Upcoming Dismantles Log:** \
This is a list of erected scaffolds approaching their dismantling dates from all sites
{% endcolumn %}

{% column valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FowHvinTRlxfn17te1I90%2FScreenshot%202025-11-06%20at%2012.30.22.png?alt=media&amp;token=7ae5c248-6ca7-4e1e-8319-94c833c543af" alt="" width="362"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

{% hint style="info" %}
[View Upcoming Dismantles Log](/logs/upcoming-dismantles)
{% endhint %}

***

{% columns %}
{% column %}
**Dismantle Log:** \
This is a list of dismantled scaffolds from all sites
{% endcolumn %}

{% column valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F1IY9sB43UGG1nsHBgXPy%2FScreenshot%202025-11-06%20at%2012.30.32.png?alt=media&amp;token=d155305a-68d8-4632-b92b-5a0a3a6fa521" alt="" width="361"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

{% hint style="info" %}
[View Dismantle Log](/logs/dismantle-log)
{% endhint %}

#### Each log opens a list view containing:

* Search bar
* Data tables
* Status indicators
* Action buttons and exports
* Linked sites and related documents

***

## **Understanding How Logs Work**

Whenever work is completed in Cloudscaff, building a scaffold, issuing a handover, inspecting a scaffold, scheduling a dismantle, or completing a dismantle, the corresponding log automatically updates.

Logs are used to:

* Store historical data permanently
* Export data for further analysis
* Download documents for reference purposes
* Feed reporting dashboards
* Trigger notifications for upcoming, overdue, or failed items
* Support audit and compliance requirements

> Logs cannot be bypassed or deleted by accident.\
> All entries are time-stamped and assigned to the responsible user.

***

### **Search and Filters**

All logs use the same standard Cloudscaff table controls:

#### **Search**

* Type at least **3 characters** to filter results
* The **clear (×)** icon resets results to show the full list

{% hint style="info" %}
[Learn how to use Search and Filtering](#search-filters-and-sorting)
{% endhint %}

#### **Pagination & Row Selector**

* Use pagination to view additional pages
* Use “Rows per page” to expand how many entries display on screen

{% hint style="info" %}
[Learn how to use Pagination & Row Selector ](/general-tools-and-features/table-pagination-and-rows-per-page-selector)
{% endhint %}

***

### **Download Documents from Logs**

Certain logs allow for the downloading of certified documents:

| Log           | Document Type                                 |
| ------------- | --------------------------------------------- |
| Handovers Log | Handover Certificate                          |
| Scaffold Log  | Handover Certificate & Inspection Certificate |
| Dismantle Log | Dismantle Certificate                         |

Each Log has a **Download Document** action inside the record detail.

***

### **Role Permissions**

Access to Logs is controlled in **Settings → User Profiles → Roles**.

Permissions determine whether users can:

* View log entries
* Create new entries
* Edit or update entries
* Approve entries
* Generate documents

Users with Customer-level access may have limited view-only permissions.

{% hint style="info" %}
[For help creating roles, see: **Role Builder**](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

***

### **Audit Trail & Data Integrity**

Every log entry records:

* The user who performed the action
* The time and date
* Linked sites, scaffolds, and documents
* Any attachments, signatures, or notes

This ensures logs can be used for:

* Client verification
* Internal audits
* Safety compliance
* Insurance or legal disputes
* Operational reporting


# Instructions Log

A list of all instructions issued across every site. Used to track work orders, safety notes, or task-specific requests logged against a site.

## Purpose

The Instructions Log provides a permanent record of every instruction created and issued across your company’s sites.

It ensures all site actions are traceable, time-stamped, and linked to the responsible user.

You can use it to:

* Track work orders or requests from supervisors and clients
* Record written instructions tied to a specific scaffold or site
* View who issued the instruction and when it was completed
* Provide proof of instruction handover for accountability and safety

***

## **How the Instructions Log Works**

The Instructions Log records general instructions issued across all sites. These instructions may relate to work requests, access notes, safety communication, or client requests.

The system follows this workflow:

* **Instruction is created**
  * When a user issues an instruction on a site, it is automatically added to the **Instructions Log**.
  * Each record shows who issued the instruction, the date, and which site it applies to.
* **Instruction is viewed and actioned**
  * Supervisors and site teams can view the full instruction record, including notes and uploaded documents.
  * Once the instruction is actioned or completed, status can be recorded for traceability.
* **Permanent audit record**
  * Instructions remain in the log for historical reference.
  * The full log can be exported for operational, safety, or client reporting.

This ensures all site instructions are documented, traceable, and linked to a responsible user, improving communication and compliance on every job site.

***

## How to Access

In the side navigation, scroll to **Instructions → Instructions Log**.

This opens the full list of issued site instructions.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FvUAeUPz9K26hD5NLFmGH%2FScreenshot%202025-11-06%20at%2012.29.46.png?alt=media&amp;token=8eb1e7e3-a8bd-49fd-81af-ff5de95d4759" alt="" width="360"><figcaption></figcaption></figure></div>

***

## Table Layout

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fn3XwbkkX6OgGLrVgqRf3%2FScreenshot%202025-11-06%20at%2013.24.38.png?alt=media&amp;token=3c3878a7-0e08-4e15-96e6-794c9e70ac0c" alt=""><figcaption></figcaption></figure></div>

Each row in the table represents a site instruction and includes the following fields:

| Column     | Description                                                               |
| ---------- | ------------------------------------------------------------------------- |
| Code       | Unique auto-generated instruction reference number                        |
| Site Name  | The site that the instruction belongs to                                  |
| Customer   | Customer name linked to the site                                          |
| Date       | Date the instruction was created                                          |
| Created By | User who issued the instruction                                           |
| Status     | Status label showing whether the instruction is completed or still active |

***

### Status Types

| Status       | Meaning                                              |
| ------------ | ---------------------------------------------------- |
| Completed    | Instruction has been issued and finished             |
| Pending/Open | Instruction has been logged but is not yet completed |

Status labels are color-coded for visibility.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fe07cTYRX3YYBIc2RgbH8%2FScreenshot%202025-11-08%20at%2003.52.42.png?alt=media&amp;token=2ae36f9d-68b9-4967-8a63-395cedf80d2c" alt="" width="183"><figcaption></figcaption></figure></div>

***

### Available Actions

Inside each instruction record, you can:

* View the full instruction details
* Read notes or attached information
* See who created the instruction and when

{% hint style="info" %}
[Learn how to issue a site instruction](/site-management/site-instructions)
{% endhint %}

***

### Search, Filters and Pagination

The Instructions Log uses standard Cloudscaff table controls.

Search

* Type at least three characters to filter results
* Use the clear (×) icon to reset the search

Pagination

* Use the pagination controls at the bottom of the table to move between pages

Rows Per Page

* Select how many instructions appear at once (for example 7, 10, 15)

{% hint style="info" %}
[Learn about the Search Bar (Data Tables)](/general-tools-and-features/search-and-filter-bar)
{% endhint %}

{% hint style="info" %}
[Learn about Table Pagination and Rows Per Page Selector](/general-tools-and-features/table-pagination-and-rows-per-page-selector)
{% endhint %}

***

## Best Practices

* Use clear, descriptive notes to simplify tracking and auditing
* Close instructions when completed to maintain accurate site records
* Export monthly for internal review or client reporting
* Ensure users issuing instructions have the correct Role Permissions


# Handover Log

A complete record of all handovers issued from every site. Used to track handover status, green-tags, safety status, signatures, certificate history, and proof of safe scaffold transfer to the client.

## Purpose

The Handovers Log stores every handover certificate created in the system.&#x20;

Each entry is automatically assigned to a site, scaffold and a customer, and includes attached signatures and certificate details.

**Use this log to:**

* View signed and unsigned handover certificates
* Confirm the handover certificate dates and the responsible person
* Access and download Handover Certificates
* Track client approvals

***

## **How the Handover Log Works**

The Handover Log stores all handover certificates issued across every site. A scaffold will appear in this log the moment a handover is created.

The system follows this workflow:

* **Handover is created**
  * When a scaffold is erected and a handover is issued, the handover is immediately recorded in the **Handover Log**.
  * Each handover includes customer details, handover dates, signatures, and uploaded documents or photos.
* **Signatures and completion**
  * Once all required signatures are completed, the handover record is marked as signed.
  * The handover certificate can be downloaded at any time for client or audit use.
* **Linked to scaffold activity**
  * The scaffold that was handed over will appear in the **Scaffold Log** as an active scaffold.
  * All certificates remain permanently stored in the Handover Log, even after the scaffold is dismantled.

This ensures every scaffold has a traceable, legally recorded handover, stored permanently for compliance and reporting purposes.

***

## How to Access

In the side navigation, go to:\
**Instructions → Handover Log**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FJKSBp5y1h51G3gLfvg6s%2FScreenshot%202025-11-06%20at%2012.29.55.png?alt=media&amp;token=039b1d1e-7e26-40cc-a03c-be9df1959aba" alt="" width="361"><figcaption></figcaption></figure></div>

***

## Table Layout

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCHKsLsppZ4IodfDNAC1r%2FScreenshot%202025-11-06%20at%2013.21.49.png?alt=media&amp;token=319f08d6-93f7-4a86-8931-b534b6c68c9d" alt=""><figcaption></figcaption></figure></div>

Each row includes:

| Column     | Description                                                   |
| ---------- | ------------------------------------------------------------- |
| Code       | Unique handover certificate number (auto-generated)           |
| Customer   | The customer receiving the scaffold                           |
| Site       | Site the handover was created for                             |
| Start Date | The erection date or the date the scaffold was made available |
| End Date   | Expected dismantle date or certificate end date               |
| Created    | Date the handover was generated                               |
| Notes      | Any notes added at the time of creation                       |
| Created By | User responsible for issuing the handover                     |
| Uploads    | Number of photos or documents uploaded to the record          |
| Status     | Indicates if the handover is signed or still pending          |

***

## Status Types

| Status               | Meaning                                                              |
| -------------------- | -------------------------------------------------------------------- |
| Signed               | All required signatures are complete and the scaffold is handed over |
| Pending (if visible) | Waiting for one or more signatures                                   |

***

### Available Actions

Inside each handover, you can:

* View the full handover record
* Review signatures
* View notes and attachments
* Download the Handover Certificate

{% hint style="info" %}
[Learn how to build a handover certificate](/settings/templates/handover-certificate-template-build-and-edit)
{% endhint %}

{% hint style="info" %}
[Learn how to use a handover certificate](/site-management/scaffolds/handovers)
{% endhint %}

***

#### Search, Filters and Pagination

Search

* Type at least three characters to filter by code, site or status
* Use the clear (×) icon to reset

Pagination

* Pagination buttons appear at the bottom of the page

Rows Per Page

* Adjust the number of rows displayed at once

{% hint style="info" %}
[Learn how the Search Bar (Data Tables)](/general-tools-and-features/search-and-filter-bar)
{% endhint %}

{% hint style="info" %}
[Learn how Table Pagination and Rows Per Page Selector](/general-tools-and-features/table-pagination-and-rows-per-page-selector)
{% endhint %}

***

## Best Practices

* Make sure customer names and site names are accurate before issuing a certificate
* Add clear notes for safety, access or special conditions
* Export reports monthly for compliance and billing
* Ensure all signatories have completed the digital signature process


# Scaffold Log

A complete list of all active erected scaffolds across your company. Used for tracking scaffold details, handovers, inspections, hire periods, and modifications.

## Purpose

The Scaffold Log is the live record of all scaffolds that have been handed over and are currently in use on a site.

Use it to:

* Identify all active scaffolds
* Track erection and dismantle dates
* View handover and inspection history
* Monitor hire dates and rates
* Log notes or changes to the structure

***

## **How the Scaffold Log Works**

The Scaffold Log is the live record of every scaffold that is currently erected and in use on a site.\
A scaffold will appear in this log automatically after it has been handed over and signed.

The system follows this workflow:

* **Scaffold is erected and handed over**
  * Once a scaffold is created and a handover is completed, the scaffold automatically moves into the **Scaffold Log**.
  * This indicates the scaffold is active, safe for use, and available on site.
* **Ongoing activity is recorded**
  * Any inspections, notes, or modifications performed on the scaffold are recorded inside the scaffold’s record.
  * Inspection Certificates and Handover Certificates can be viewed or downloaded directly from the log.
* **If a dismantle date is set**
  * When a dismantle date approaches, the scaffold will automatically move into the **Upcoming Dismantles Log** 3 days before dismantle is due.
* **When dismantled**
  * Once the scaffold is dismantled and completion is confirmed, it is removed from this log and permanently moved into the **Dismantle Log**.

The Scaffold Log keeps all active scaffolds visible until they are dismantled, ensuring complete traceability throughout their lifecycle on site.

***

## How to Access

In the side navigation, go to:\
**Instructions → Scaffold Log**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FggLcstixxihqv7qWGJ4E%2FScreenshot%202025-11-06%20at%2012.30.13.png?alt=media&amp;token=6cb04de5-03d2-4f99-8209-6f1708898460" alt="" width="362"><figcaption></figcaption></figure></div>

***

## Table Layout

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fs3ZJ1UyXqJ2dJxuaW9Xk%2FScreenshot%202025-11-06%20at%2013.23.23.png?alt=media&amp;token=569de36b-2d05-473d-9e74-2489a0c1b81d" alt=""><figcaption></figcaption></figure></div>

Each scaffold record shows:

| Column           | Description                                                                         |
| ---------------- | ----------------------------------------------------------------------------------- |
| Site             | Site the scaffold belongs to                                                        |
| Code             | Unique scaffold identifier (SCA number) - Hyperlink into the scaffold documentation |
| Description      | Written description of the scaffold or area                                         |
| Location         | Physical position on site                                                           |
| Size (L/W/H)     | Scaffold measurements                                                               |
| Volume           | Calculated volume of the scaffold                                                   |
| No. of Platforms | Number of platform, decks, working levels, boards etc.                              |
| Total Area       | Working area of the scaffold                                                        |
| Status           | Indicates scaffold is active and handed over                                        |
| Notes            | Any comments added                                                                  |
| Erection Date    | When the scaffold was erected                                                       |
| Dismantle Date   | Scheduled dismantle date                                                            |
| Extension Notes  | Notes on extended hire or usage                                                     |
| Hire Date        | Start of billing period or hire                                                     |
| Hire Rate        | Daily/weekly hire rate                                                              |
| Handover         | Link to the handover certificate and date                                           |
| Inspection       | Link to the latest inspection                                                       |
| Inspect          | Button to perform a new inspection                                                  |

***

## Status Types

| Status            | Meaning                                   |
| ----------------- | ----------------------------------------- |
| Handed Over       | Scaffold is active and in use on the site |
| Failed Inspection | Scaffold has failed it's inspection       |

***

## Available Actions

Inside each scaffold record, you can:

* Review scaffold specifications
* View the full handover certificate
* View the full inspection certificate
* Perform a new inspection and generate an inspection certificate
* Click on the scaffold SCA number to access the scaffold details
* Export the log to Excel

***

### Search and Filters

Search

* Type at least three characters to filter by code, site or status
* Use the clear (×) icon to reset

{% hint style="info" %}
Details, see: [Search Bar (Data Tables)](/general-tools-and-features/search-and-filter-bar)
{% endhint %}

***

## Best Practices

* Use consistent, clear scaffold descriptions for quick identification
* Perform inspections on schedule for compliance
* Add notes when extending hire or site access changes
* Keep all related certificates attached to the record for auditing

***

## Related Pages

{% hint style="info" %}
[Learn how to build a scaffold](/site-management/scaffolds)
{% endhint %}

{% hint style="info" %}
[Learn how handover certificates work](/site-management/scaffolds/handovers)
{% endhint %}

{% hint style="info" %}
[Learn how inspection certificates work](/site-management/scaffolds/inspections)
{% endhint %}


# Upcoming Dismantles

A list of all active scaffolds approaching their dismantle dates. Used to plan resources and scheduling before dismantling takes place.

## Purpose

This log tracks scaffolds that are still erected but nearing dismantle.

It is used to coordinate teams, assign inspectors, notify customers and keep deadlines organised.

Use it to:

* See which scaffolds require dismantling soon
* Inspect before dismantle
* Extend hire if the scaffold must remain longer
* Move a scaffold to the Dismantle Log once taken down

***

## How the Upcoming Dismantle Log Works

The Upcoming Dismantles Log automatically manages scaffold status based on the scheduled dismantle date.

No manual sorting or moving of scaffolds is required.

The system follows this workflow:

* **Three days before a scaffold’s dismantle date**
  * The scaffold will automatically appear in the **Upcoming Dismantles Log**.
  * This indicates that it is approaching dismantle and requires attention, planning, inspection, or extension.
* **If the scaffold is dismantled**
  * Once dismantling is completed and recorded, the scaffold is removed from the Upcoming Dismantles Log.
  * It will then appear in the **Dismantle Log**, along with its dismantle details and certificate.

{% hint style="info" %}
[See dismantle log](/logs/dismantle-log)
{% endhint %}

* **If the scaffold is extended beyond the dismantle date**
  * When an extension moves the dismantle date more than 3 days into the future:
    * It will be removed from the Upcoming Dismantles Log.
    * The scaffold will appear back in the **Scaffold Log**, where its updated erection period and hire details continue to be tracked.

{% hint style="info" %}
[See scaffold log](/logs/scaffold-log)
{% endhint %}

This ensures that:

* Only scaffolds that require dismantle attention are shown in the Upcoming Dismantles Log
* Scaffolds are never lost, deleted, or hidden
* Status and movement between logs are fully automated for accuracy and compliance

***

## How to Access

In the side navigation:\
**Instructions → Upcoming Dismantles Log**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FowHvinTRlxfn17te1I90%2FScreenshot%202025-11-06%20at%2012.30.22.png?alt=media&amp;token=7ae5c248-6ca7-4e1e-8319-94c833c543af" alt="" width="362"><figcaption></figcaption></figure></div>

***

## Table Layout

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCUuoYRHM4c6k3SrZeFIn%2FScreenshot%202025-11-06%20at%2013.23.39.png?alt=media&amp;token=89ff5950-5a6b-4f14-8bdd-d126f455fa04" alt=""><figcaption></figcaption></figure></div>

Each record shows:

| Column           | Description                                                                         |
| ---------------- | ----------------------------------------------------------------------------------- |
| Site             | Site name                                                                           |
| Code             | Unique scaffold identifier (SCA number) - Hyperlink into the scaffold documentation |
| Description      | Scaffold description                                                                |
| Location         | Physical location on site                                                           |
| Size (L/W/H)     | Dimensions                                                                          |
| Volume           | Scaffold volume                                                                     |
| No. of Platforms | Number of platform levels                                                           |
| Total Area       | Working area                                                                        |
| Status           | Shows "Handed Over" until dismantled                                                |
| Notes            | Any comments added                                                                  |
| Erection Date    | Original erection date                                                              |
| Dismantle Date   | Scheduled dismantle date                                                            |
| Extension Notes  | Notes if the date has moved                                                         |
| Hire Date        | Start of hire period                                                                |
| Hire Rate        | Current rate being applied                                                          |
| Handover         | Link to handover certificate                                                        |
| Inspection       | Link to latest inspection                                                           |
| Inspect          | Button to complete an inspection                                                    |
| Needs Dismantle  | Button to mark the scaffold for dismantling                                         |
| Extend           | Button to extend the dismantle date                                                 |

***

### Status Types

| Status      | Meaning                                         |
| ----------- | ----------------------------------------------- |
| Handed Over | Scaffold is still in use and not yet dismantled |

***

### Available Actions

For each scaffold:

{% columns %}
{% column valign="middle" %}
Inspect the scaffold
{% endcolumn %}

{% column valign="middle" %}

<div align="center" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F4cOneX1JAdF2nmqnvHv9%2FScreenshot%202025-11-08%20at%2004.56.08.png?alt=media&amp;token=f8316ce3-3c25-431f-a9cd-a7c9cd356836" alt="" width="135"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column valign="middle" %}
Mark for dismantle
{% endcolumn %}

{% column valign="middle" %}

<div align="center" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FJHlEoDvjeruwTLqlDXZt%2FScreenshot%202025-11-08%20at%2004.56.14.png?alt=media&amp;token=f40fb575-0b87-4980-a01e-1807af5c2073" alt="" width="167"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column valign="middle" %}
Extend dismantle date
{% endcolumn %}

{% column valign="middle" %}

<div align="center" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F3nxnaL0RBjJLkwRyM60D%2FScreenshot%202025-11-08%20at%2004.56.22.png?alt=media&amp;token=b303b06f-4b9d-4221-b213-2b2d5b15e55c" alt="" width="133"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

{% columns %}
{% column valign="middle" %}
Export list to Excel
{% endcolumn %}

{% column valign="middle" %}

<div align="center" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FURiLI5EQ66Mmq53MLlr6%2FScreenshot%202025-11-08%20at%2004.56.57.png?alt=media&amp;token=d91dad47-47f9-4fe5-a05a-c6eb6d82a7f3" alt="" width="216"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

***

### Search and Filters

Identical to other logs:

* Search requires three characters
* Use clear button to reset
* Pagination at the bottom
* Adjustable rows per page

{% hint style="info" %}
[Learn how search works](/general-tools-and-features/search-and-filter-bar)
{% endhint %}

***

## Best Practices

* Monitor this log daily to avoid overdue dismantles
* Extend dates with reasons recorded in notes
* Inspect before dismantling for safety and compliance
* Communicate with crews and clients using notes and certificates


# Dismantle Log

A list of scaffolds that have been fully dismantled. Used to complete job closure, review dates, and download dismantle certificates.

## Purpose

The Dismantle Log contains all scaffolds that have been taken down on site.&#x20;

It serves as the record of completion, proof of return, and closure of the scaffold lifecycle.

Use it to:

* Confirm completion dates
* Track who dismantled the scaffold
* Export records for billing and compliance
* Download Dismantle Certificates

***

## How the Dismantle Log Works

The Dismantle Log automatically records all scaffolds that have been fully dismantled and closed on site. Once a dismantle is confirmed, the scaffold is removed from all active logs and placed permanently into the Dismantle Log for record-keeping, reporting, and certificate access.

The system follows this workflow:

* **Scaffold is marked as dismantled**
  * When the dismantle is completed and confirmed in the system, the scaffold is removed from the **Scaffold Log** and **Upcoming Dismantles Log**.
  * It will then appear in the **Dismantle Log**.

{% hint style="info" %}
[Learn how to dismantle a scaffold](/site-management/scaffolds/dismantles)
{% endhint %}

* **Dismantle details are stored permanently**
  * The scaffold will be recorded with:
    * Erection date
    * Actual dismantle date
    * Notes or photos
    * Linked handover certificate
    * Linked inspection certificate
    * Linked dismantle certificate
  * This creates a full historical record for auditing and client reporting.
* **Certificates and exports**
  * Each entry allows the download of the Dismantle Certificate.
  * The full log can be exported to Excel for billing or compliance records.

> **Note:**\
> No scaffolds are deleted
>
> Once a scaffold has been dismantled, it stays in this log as part of permanent history.
>
> This ensures compliance traceability and proof of work for internal and client use.

The Dismantle Log provides a complete closure stage in the scaffold lifecycle, ensuring every scaffold is traceable from erection, to handover, to inspection, and finally dismantle.

***

## How to Access

In the side navigation:\
**Instructions → Dismantle Log**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F1IY9sB43UGG1nsHBgXPy%2FScreenshot%202025-11-06%20at%2012.30.32.png?alt=media&amp;token=d155305a-68d8-4632-b92b-5a0a3a6fa521" alt="" width="361"><figcaption></figcaption></figure></div>

***

## Table Layout

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FOSqmnJTe5DwJYvxu3KeY%2FScreenshot%202025-11-06%20at%2013.23.52.png?alt=media&amp;token=36b07e6a-0eb2-42f9-a139-bc05f6a91626" alt=""><figcaption></figcaption></figure></div>

Each record shows:

| Column           | Description                                 |
| ---------------- | ------------------------------------------- |
| Site             | Site where the scaffold was dismantled      |
| Code             | Scaffold identification number (SCA-number) |
| Description      | Scaffold description                        |
| Location         | Physical location                           |
| Size (L/W/H)     | Dimensions                                  |
| Volume           | Scaffold volume                             |
| No. of Platforms | Number of platform levels                   |
| Total Area       | Working area                                |
| Status           | Shows "Dismantled" when complete            |
| Notes            | Additional information entered by the user  |
| Erection Date    | Original erection date                      |
| Dismantle Date   | Actual dismantle date                       |
| Extension Notes  | Notes if dismantle was delayed              |
| Hire Date        | Hire starting date                          |
| Hire Rate        | Billing rate                                |
| Handover         | Link to the original handover certificate   |
| Inspection       | Link to the final inspection (if completed) |
| Dismantle        | Link to the Dismantle Certificate           |

***

## Status Types

| Status     | Meaning                               |
| ---------- | ------------------------------------- |
| Dismantled | Scaffold is removed and job is closed |

***

## Available Actions

Inside each record, you can:

* View full dismantle details
* Review notes and dates
* Download the Dismantle Certificate
* Export to Excel

***

## Search and Filters

Same functionality as all logs:

* Three-character minimum search
* Clear button resets the results

{% hint style="info" %}
[See how search works](/general-tools-and-features/search-and-filter-bar)
{% endhint %}

***

## Best Practices

* Record accurate dismantle dates for billing
* Add dismantle notes for transparency
* Download certificates for client records
* Export monthly for invoicing and internal auditing

***


# Sites

Manage all operational sites — including customers, scaffolds, inventory, users, and tasks — in one central dashboard.

## **Purpose**

The Sites page is the central hub for managing every location where your company is operating.&#x20;

From here, you can:

* Create new sites
* Track active and closed sites
* View scaffolds, users, inventory and tasks for each site
* Open the full site dashboard
* Close or reopen sites
* Assign customers, categories, groups and dates

This page provides complete visibility and control over all work locations.

***

## **How It Works**

### **Active Sites and Your Subscription**

The number displayed next to **Active Sites** is your total number of sites currently open and active on your account.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiZtue80yyAYj35nKxfQu%2FScreenshot%202025-11-08%20at%2005.56.02.png?alt=media&amp;token=0776c785-7115-4ced-ac77-e9cb2e2a4a86" alt="" width="231"><figcaption></figcaption></figure></div>

This number is directly linked to your Cloudscaff subscription tier.

Examples:

* If your subscription plan allows 10 Active Sites and you currently have 10 open, you have reached your limit
* To add an 11th site, you must either:
  * Close an existing site, or
  * Upgrade your membership

When the limit is reached, the system will display a red notification message informing you that your Active Site limit has been reached. You will not be able to create a new site until the limit is reduced or the plan is upgraded.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fl4kSSLqzpXg7PwlELPga%2FScreenshot%202025-11-08%20at%2005.50.38.png?alt=media&amp;token=5c19a08e-8ade-41f9-8eb2-801f39098952" alt=""><figcaption></figcaption></figure></div>

Selecting **Upgrade Membership** will redirect you to the Cloudscaff Stripe billing portal. Only the email address linked to the billing account will be able to complete this upgrade.

{% hint style="info" %}
[Learn how to manage your subscription](/manage-subscription/manage-subscription)
{% endhint %}

***

## **Active and Closed Sites**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FJo2qNd18ig3mDFvxOwbZ%2FScreenshot%202025-11-08%20at%2005.40.07.png?alt=media&amp;token=36da6560-1446-445a-9a2d-1ca173af8a14" alt="" width="375"><figcaption></figcaption></figure></div>

Sites are separated into two accordion sections:

| Section      | Meaning                                                                                         | User Actions                    |
| ------------ | ----------------------------------------------------------------------------------------------- | ------------------------------- |
| Active Sites | The site is currently active. New scaffolds, tasks, users, and inventory movements are allowed. | Open site dashboard, close site |
| Closed Sites | The site has been completed or paused. All activity is disabled.                                | Reopen site                     |

The page automatically loads with Active Sites expanded

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCrEVcFrwc4KeJET6gKJ8%2FScreenshot%202025-11-08%20at%2005.41.42.png?alt=media&amp;token=65478f84-0f37-4e0f-9280-93e70de7ef2f" alt=""><figcaption></figcaption></figure></div>

Users can expand or collapse both accordion sections at any time

***

## **Creating a New Site**

* Select the yellow plus (+) button in the bottom-right corner

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7q6wW4sVImz8ETqwPSXC%2FScreenshot%202025-10-30%20at%2011.10.42.png?alt=media&amp;token=752afc96-bfc4-4b41-b5db-535205c5c82f" alt="" width="70"><figcaption></figcaption></figure></div>

* The Create Site form will open
* After a Site has been created
* A unique Site Code is automatically generated (example: SITE250000001)
* Once saved, the site will appear under Active Sites

{% hint style="info" %}
[Learn how to create a site](/site-management/sites/how-to-create-a-site)
{% endhint %}

***

## **Opening a Site**

Find the site that you wish to access, and click on the code or site name to open the full site dashboard.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUIWSrH8UP7RxOTB6XTss%2FScreenshot%202025-11-10%20at%2012.07.25.png?alt=media&amp;token=5aa60b44-354c-4ec2-bb8b-8deed5578732" alt="" width="375"><figcaption></figcaption></figure></div>

The site dashboard may include:

* Scaffolding on site
* Inventory delivered to or returned from site
* Tasks and job cards
* Assigned users
* Handovers and dismantle scheduling
* Document creation

***

## **Closing and Reopening a Site**

Each site row displays a yellow cog icon.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FakXy7WTQLSKp3caTUXSt%2FScreenshot%202025-11-10%20at%2011.08.13.png?alt=media&amp;token=939e8a02-f67c-48bd-b939-2106ce4a28ec" alt="" width="49"><figcaption></figcaption></figure></div>

If the site is active, the cog will provide the option to close the site

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiYpE2GwPGK7AujhoGkj7%2FScreenshot%202025-11-10%20at%2012.04.32.png?alt=media&amp;token=a8e6fe17-e1fa-42eb-baee-984680a79947" alt="" width="175"><figcaption></figcaption></figure></div>

If the site is closed, the cog will provide the option to reopen the site

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FJwc56WAkrKfiTDgppEr7%2FScreenshot%202025-11-10%20at%2012.04.47.png?alt=media&amp;token=4d690f81-5ab9-4ffd-ba69-15437664da4b" alt="" width="173"><figcaption></figcaption></figure></div>

Both options will ask for confirmation if you wish to close or open the site.&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F3f8XHDGMuCvNjL49HNbn%2FScreenshot%202025-11-10%20at%2012.04.58.png?alt=media&amp;token=fa42c601-7282-4c27-8b37-d77330437f12" alt="" width="188"><figcaption></figcaption></figure></div>

When a site is closed:

* No new scaffolds can be created
* No new inventory can be delivered or returned
* No new users can be added
* All activity is restricted
* The site moves to the Closed Sites section
* Closed sites can be reopened at any time

***

## **Table Columns**

| Column                | Description                                             |
| --------------------- | ------------------------------------------------------- |
| Code                  | Auto-generated unique site identifier                   |
| Site Name             | Click to open the site dashboard                        |
| Customer              | The assigned customer for that site                     |
| Group                 | The city or group the site belongs to                   |
| Category              | Category of work (for example: Industrial, Maintenance) |
| Start Date / End Date | Planned duration of the project                         |
| Scaffolds             | Total number of scaffold structures on the site         |
| Users                 | Total number of active users assigned to the site       |

***

### **Search and Display Controls**

* The search bar allows filtering by site code, name, customer, or category
* The row count selector (example: 100 ▼) changes how many rows are shown on one page

***

### **Bulk Actions**

The footer bar (example: 0 selected / 2 total) displays the number of sites in the table.

* Sites cannot be selected in bulk
* There are no bulk actions such as exporting, closing or deleting multiple sites at once

***

### **Permissions and Access Control**

| Permission Level                     | Access                                                                                           |
| ------------------------------------ | ------------------------------------------------------------------------------------------------ |
| Super Admin or Site Admin            | Full access to all sites                                                                         |
| Other roles                          | Must be assigned to a site in order to view it, create documents, or perform inventory movements |
| Create / Edit / Close / Reopen Sites | Controlled by permission toggles                                                                 |

If a role does not include access to Sites, the Sites menu will not appear for that user.

***

### **Action Buttons**

#### Floating Action Button (Plus Button)

* Located at the bottom-right of the page
* Remains visible whether Active Sites or Closed Sites are expanded
* Always opens the Create Site form

#### Cog Icon

* Located on each row
* Active site: provides option to close
* Closed site: provides option to reopen

***

### **How to Access**

* Open the main menu
* Select **Sites**

The Sites page will load with Active Sites expanded and all site information displayed in the table.


# How to Create a Site

Create and manage new project sites by adding details, linking a customer, setting the address, and assigning users. Each site gets its own unique Site Code.

## **Purpose**

The **Create Site** form is used to add a new project or work location into Cloudscaff. This links the site to a customer, stores the physical address, assigns internal users, and generates a unique Site Code. Once saved, the site becomes available across logs, deliveries, handovers, certificates, and reporting.

***

## **How to Access**

Sites → Select (+) → Complete Form → Create Site → Site Appears Under Active Sites

***

## Form overview

### 1) Site Details

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUhvlY53huHwgu0lisgLv%2FScreenshot%202025-11-10%20at%2021.29.44.png?alt=media&amp;token=cfe3a8aa-2bfa-49d4-ac1e-724862829bd9" alt=""><figcaption></figcaption></figure></div>

**Site Name** *(required)* – The public name for the site (appears on logs, deliveries, certificates, and reports).

**Site Group** – Choose a grouping bucket for filtering and reporting.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fl49hij9jldABgizto2xv%2FScreenshot%202025-11-10%20at%2021.29.53.png?alt=media&amp;token=ebc979d1-fde5-4072-bbee-9251b684584c" alt="" width="114"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to add site groups](/settings/templates/site-groups-template-create-and-edit)
{% endhint %}

**Site Category** – Classify the type of site (used for filters and analytics).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FgvxxOmpHh5xGwJVpsnjI%2FScreenshot%202025-11-10%20at%2021.30.06.png?alt=media&amp;token=b80f2cf0-db53-4120-8c05-061ee9faf631" alt="" width="115"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to add site categories](/settings/templates/site-categories-template-create-and-edit)
{% endhint %}

**Start Date / End Date** – Optional scheduling used by calendars and upcoming logs.

### 2) Site Rep (optional)

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FEmBgAHdSpPq4eIlqHU7z%2FScreenshot%202025-11-10%20at%2021.35.50.png?alt=media&amp;token=9ed23918-0db0-4f79-9d97-07969022535f" alt=""><figcaption></figcaption></figure></div>

Use this when the person who needs to receive handover certificate documents differs from the customer’s default representative.

* **Site Rep Name**
* **Site Rep Email**
* **Site Rep Phone**

> When set, the Site Rep overrides the customer representative on all site documents.

***

### 3) Users

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F8TtZcSPCbo9nEdRGmoOx%2FScreenshot%202025-11-10%20at%2021.22.02.png?alt=media&amp;token=4df2cd5a-7d1c-4cec-8a65-8a47495f4453" alt=""><figcaption></figcaption></figure></div>

Assign internal users who can access this site.

* Click the **green (+)** button to open **Select Users**.
* Search by name, email, or role and tick to add users.
* Click **Done**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FXmPHEPXrPbIgYr7dWSCZ%2FScreenshot%202025-11-10%20at%2021.22.11.png?alt=media&amp;token=a4b0075a-2085-4cc3-bb56-511471fa36a1" alt="" width="375"><figcaption></figcaption></figure></div>

> **Note:**\
> Permissions for viewing or editing sites are managed in \[Roles & Permissions].\
> If a user is not a Site Admin or Super Admin, they will only see and access a site if they are added to it. Be sure to assign users to every site they need to work in.

{% hint style="info" %}
[Learn more about roles and permissions here](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

{% hint style="info" %}
[Learn how to add a user](/settings/user-management)
{% endhint %}

***

### 4) Site Address

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FtaalkU2HlrdixLFOIhBk%2FScreenshot%202025-11-10%20at%2021.22.46.png?alt=media&amp;token=7cd6cf07-d651-46db-975c-28d8db41d625" alt=""><figcaption></figcaption></figure></div>

* **Search for Site Address** – Start typing to auto-fill.
* **Address, Suburb, State/City, Zip, Country** – Store the physical address used on all documents.

***

### 5) Customer Details

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FWg4vqYnE6toBtNHTYhhJ%2FScreenshot%202025-11-10%20at%2021.22.57.png?alt=media&amp;token=d64a9ee9-a70d-437a-a7e8-ea8facefabfc" alt=""><figcaption></figcaption></figure></div>

* **Select Customer** – Pick an existing customer or tap **Add New** to create one inline.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fcx3KnosTus4TN5ZArJbU%2FScreenshot%202025-11-10%20at%2021.23.05.png?alt=media&amp;token=c4f46bbf-f16d-49dc-bbfb-3ea9c904f76b" alt="" width="375"><figcaption></figcaption></figure></div>

* Optional fields: **Email**, **Representative**, **Contact Number**, **Registration Number**, **VAT Number**.
* **Exclude VAT on Estimates and Invoices** – Toggle if this site should be VAT-excluded.

{% hint style="info" %}
[Learn how to manage customers](/settings/customer-management)
{% endhint %}

***

### Create the site

When everything looks good, select **Create Site**. You’ll be taken back to the Sites list where the new site appears under **Active Sites** with its auto-generated **Site Code**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FaUEQbIi07h2FvYq7g4sx%2FScreenshot%202025-11-10%20at%2021.23.37.png?alt=media&amp;token=503c9b3d-f6dd-4629-9c57-aed7bc0cdcf2" alt="" width="130"><figcaption></figcaption></figure></div>

***

> **Tips & validation:**
>
> If you see “Please enter a valid Site Name,” add a name before saving.
>
> The create site button will be greyed out if all the required fields are not added.
>
> You can create the customer and address first to speed up entry (both are searchable).
>
> Keep groups and categories consistent—they’re powerful for filtering, reporting, and dashboards.
>
> If you hit an active-site limit, use **Upgrade Membership** to increase your tier or close an inactive site.


# How to Edit a Site

Once a site has been created, you can update its details at any time. Editing a site uses the same form as creating one, but is accessed directly from the site list.

## How to Access

**Sites → Click on a Site → Select the Gear Icon (top-right)**\
This opens the **Edit Site** screen.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Frh9QJomDrgiSPDwY4hgM%2FScreenshot%202025-11-10%20at%2021.52.56.png?alt=media&amp;token=75cfca2d-02b7-44c7-b6d2-005d6d28cc65" alt=""><figcaption></figcaption></figure></div>

***

## What Can Be Edited

You can update all existing information, including:

#### **Site Details**

* Site name
* Site group
* Category
* Start/End dates
* Site Rep details

#### **Customer Information**

* Change the assigned customer
* Update representative details
* Update VAT or company information
* Toggle VAT exclusion for estimates and invoices

#### **Site Address**

* Update or replace the physical address

#### **Users**

* Add new users to the site
* Remove users who no longer need access
* Only users assigned to a site (or who hold Site Admin / Super Admin permissions) can access it

{% hint style="success" %}
[See how to add users to a site](/site-management/sites/how-to-create-a-site#id-3-users)
{% endhint %}

***

### Permissions & Actions

Depending on your role and permissions in **\[Roles & Permissions]**, you may also:

* **Close a Site** (moves it out of Active Sites)
* **Delete a Site**
* **Save Updates** to any field
* **Add or Remove Users**

{% hint style="info" %}
[Learn about roles and permissions](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

***

### After Saving

When changes are saved:

* The updated information becomes active immediately
* Documents, logs, deliveries, and certificates will display the latest site details
* Added users will see the site in their account
* Removed users will lose access


# Site Page Overview

Each site includes a full suite of tools for managing scaffolds, inventory, compliance, safety documents, and operational workflows.

## Navigation

Use the top navigation bar to switch between tabs.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Foj6ZhWsWrxlFw8VJcpN1%2FScreenshot%202025-11-10%20at%2021.57.14.png?alt=media&amp;token=4f98401d-e3d6-4a1d-80fb-a3bc116212b7" alt=""><figcaption></figcaption></figure></div>

#### Navigating Between Tabs

The top navigation bar displays all available tools for the selected site, such as:

Scaffolds, Inventory, Requests, Deliveries, Transfers, Tasks, JSPs and more. Each tab opens its own workspace, allowing you to manage, track, and process activity specific to that function (for example: viewing scaffolds, issuing inventory, uploading documents, or sending instructions). To switch between tools, simply click on the tab name in the navigation bar and the system will load the relevant screen.

All tabs and their tools are permission-based. If a user does not see a particular tab, or cannot access a tool inside it, the required permission must be added to their User Profile under **Roles & Permissions**.

{% hint style="info" %}
[Learn about roles and permissions](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

***

### Scaffolds

Create, manage, and track all scaffolds on the site, from pending builds to erected and dismantled structures with full status history.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FMF0MBJesP6PT0dfgRozS%2FScreenshot%202025-11-10%20at%2021.57.40.png?alt=media&amp;token=bcdb9e84-4994-48a8-a77d-2b201b7c34c5" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Displays all scaffolds grouped by status (Pending, Inactive, Erected, Dismantled).\
You can:

* Search by code, location, or status
* View start and end dates
* Track who created the scaffold
* Open actions such as Handover, Inspection, Dismantle, or Extend

This is the primary workspace for day-to-day site scaffold activity.

{% hint style="info" %}
[Learn how to create and manage scaffolds](/site-management/scaffolds)
{% endhint %}

***

### Scaffold Register

Full compliance register of all scaffolds with dimensions, handovers, inspections, dismantles, hire details, and document history.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FgkZAPjVW0B2spJBzWWAo%2FScreenshot%202025-11-10%20at%2021.58.03.png?alt=media&amp;token=b6f9cec9-dee9-48a8-9a5f-e66c93a19167" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
A detailed table containing size, volume, platforms, inspections, handovers, and dismantle dates.\
Tools available:

* Export to Excel
* Download QR codes for printing and on-site scanning

This is used for compliance, safety checks, and audit reporting.

{% hint style="info" %}
[Learn how the scaffold register works](/site-management/scaffold-register)
{% endhint %}

***

### Map

GPS map showing the site location of scaffolds on site.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F5b6TIxpbeBG20R5ISxOX%2FScreenshot%202025-11-10%20at%2021.58.17.png?alt=media&amp;token=5b8ecd86-0251-40e5-9a08-0bc12e5f6d4f" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Pins the scaffold's physical on a live map.\
Helpful for:

* Field teams locating the exact scaffold
* Customers to view their scaffolds

{% hint style="info" %}
[Learn how the scaffold map works](/site-management/map)
{% endhint %}

***

### Inventory

Live breakdown of all inventory on the site, including quantities, weight, deliveries, returns, transfers, and overages.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FgxWPSTOTsd8Ns8N1SNsb%2FScreenshot%202025-11-10%20at%2021.58.24.png?alt=media&amp;token=f8461b3b-bb1d-4adc-9440-e0062bc2cc55" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Shows:

* Total weight on site
* Weight by yard or location
* Stock per component
* Available quantities, overages, and supplier information

Export options include:

* Revenue Report
* Replacement Report
* Price List
* Download PDF

{% hint style="info" %}
[Learn how the inventory section works](/site-management/inventory)
{% endhint %}

***

### Inventory Movements

Complete audit trail of every delivery, return, and transfer into or out of the site with filtering and export options.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FZ6Bg2STQKUJnRrBghU4b%2FScreenshot%202025-11-10%20at%2021.58.46.png?alt=media&amp;token=6cc3ba68-7277-4758-9c85-04522c40e8e1" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Provides counters for total movements, deliveries, returns, and transfers.\
Includes date filters and detailed logs showing when items moved, who signed, and which site or yard they went to.

{% hint style="info" %}
[Learn how inventory movements work](/site-management/inventory-movements)
{% endhint %}

***

### JSP (Job Safety Plans)

Store and manage site safety plans and related documents in one searchable list.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FoiLpT0zuEIq2I4GKmiFp%2FScreenshot%202025-11-10%20at%2022.00.47.png?alt=media&amp;token=c8b0cd20-7aa8-4901-b038-437379a7bb1f" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Site JSPs are listed with customer, creator, status, and creation date.\
Use the plus button to upload or create a new JSP.

{% hint style="info" %}
[Learn how the JSP works](/site-management/jsp)
{% endhint %}

***

### Tasks

Assign, track, and complete tasks on the site, separated into pending and completed lists.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQl3PK0VQln8b6Op1Gk3p%2FScreenshot%202025-11-10%20at%2022.00.58.png?alt=media&amp;token=b5cb6352-4dfa-4e74-98b2-d4b36f6783ae" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Tasks help teams stay organized.\
You can:

* Add tasks for individuals or teams
* Track progress
* Review completed work for record keeping

{% hint style="info" %}
[Learn how tasks work](/site-management/tasks)
{% endhint %}

***

### Requests

Site users request material or components, forming the first step before inventory is issued.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUVe4EVeyigULngy4jaLK%2FScreenshot%202025-11-10%20at%2022.01.22.png?alt=media&amp;token=cefadde3-765d-4bb2-9d3d-54a61d8c484a" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Requests flow through:

* Pending
* Submitted
* Approved

This prevents unauthorized inventory movement. Each request is fully traceable with dates, weight, creator, and uploads.

{% hint style="info" %}
[Learn how requests work](/site-management/requests-submit-a-request-for-inventory)
{% endhint %}

***

### Deliveries

Digital record of all deliveries to the site, including drivers, weights, dates, signatures, and uploads.

<figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FY5C0MYUgIIkw2gsP9POR%2FScreenshot%202025-11-10%20at%2022.01.35.png?alt=media&amp;token=3efff551-b8e3-4272-9106-acb01810c0f8" alt=""><figcaption></figcaption></figure>

**Overview:**\
Shows:

* Outbound deliveries (waiting to be delivered)
* Completed deliveries

Each delivery note is stored digitally for auditing and accountability.

{% hint style="info" %}
[Learn how deliveries work](/site-management/deliveries-receiving-deliveries-on-site)
{% endhint %}

***

### Returns

Track inventory returned from the site with digital signatures, weights, and supporting documents.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FM4thm7AGj7WlgpW5Lez5%2FScreenshot%202025-11-10%20at%2022.01.49.png?alt=media&amp;token=f7090297-5d6f-4c64-b478-248e38e14f53" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Return workflow:

* Pending Returns
* Outbound Returns
* Completed Returns

This updates inventory counts automatically when items are signed back in.

{% hint style="info" %}
[Learn how returns work](/site-management/returns-from-site)
{% endhint %}

***

### Transfers

Move inventory between sites with sign-to-release and sign-to-receive approvals for full traceability.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FPojY7ojQbNk906Zx9NUC%2FScreenshot%202025-11-10%20at%2022.01.59.png?alt=media&amp;token=e58bd210-b08b-4db3-aedf-1a5cab53c718" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Displays:

* Pending transfers
* Transfers In
* Transfers Out

Used when equipment is moved from one project to another rather than back to the yard.

{% hint style="info" %}
[Learn how transfers work](/site-management/transfers)
{% endhint %}

***

### Site Instructions

Upload or send formal site instructions, notices, or change orders with tracking and signature records.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FWwKhOoXrjgrs6udcvc9H%2FScreenshot%202025-11-10%20at%2022.02.10.png?alt=media&amp;token=fc3b8b2f-8f18-4c81-969c-2fda61667af2" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Instructions display in three groups:

* Pending
* Signed
* Completed

Used for communication that requires acknowledgment or proof of receipt.

{% hint style="info" %}
[Learn how site instructions work](/site-management/site-instructions)
{% endhint %}

***

### Uploads

Store documents, photos, and videos related to the site for compliance, safety, or operational records.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F5QVDsKCQT2b7LFnsuhay%2FScreenshot%202025-11-10%20at%2022.02.21.png?alt=media&amp;token=ef5ff6e1-a8c6-45c4-b508-71578b59ea1a" alt=""><figcaption></figcaption></figure></div>

**Overview:**\
Drag and drop or choose files to upload.\
All uploaded media remains attached to the site permanently for future reference.

{% hint style="info" %}
[Learn how uploads work](/site-management/uploads)
{% endhint %}


# Scaffolds

View and manage scaffolds by status, search the list, open scaffold details, and add new scaffolds.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FDFEfTVR5uXrpgkFPi5nU%2FScreenshot%202026-01-19%20at%2011.33.31.png?alt=media&amp;token=798acd3e-f9ce-4a15-9beb-eb6db1a4754d" alt=""><figcaption></figcaption></figure></div>

## Purpose

Show all scaffolds for a site, grouped by status, so users can locate a scaffold, review its list details, and open it or create a new one.

***

## How to Access

Sites → Select a site → Scaffolds

* Visibility depends on permissions
* Buttons and actions may be hidden based on role

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FfQj2rohMFXAnFdK2JzVf%2FScreenshot%202026-01-19%20at%2011.34.36.png?alt=media&amp;token=0f6c2bbf-eeda-46b2-b88f-728dcfad40ba" alt="" width="149"><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiJ0asm6eVdJT4XUjIH6p%2FScreenshot%202026-01-19%20at%2011.35.50.png?alt=media&amp;token=fdd07903-f970-48e1-a6c0-935e7deda390" alt=""><figcaption></figcaption></figure></div>

***

## System Preconditions

Before this tool can be used:

* Site record exists
* Scaffold records exist for the site (to display results)
* User must belong to a company
* Required permissions must be assigned

If not met, (tool hidden, empty state, etc.) if known:

* Scaffolds tab is hidden without the view permission
* Add (+) button is hidden if the site is closed or create permission is missing
* If no scaffolds exist, the list shows 0 and the table is empty
* If the site is missing, the user is redirected to the Sites list

***

## Workflow Overview

Open Scaffolds tab → Review status sections → Search or browse → Open a scaffold → Optional: add a scaffold

## Step-by-Step Workflow

### **1. View Records**

What the user does:

* Open the Scaffolds tab.

What the system displays:

* Status legend badges: Pending, Not safe for use, Safe for use

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FI2t0PimaOeGUxrsGODOp%2FScreenshot%202026-01-19%20at%2011.49.48.png?alt=media&amp;token=3ea73958-d174-4e06-8eb9-05a5c6f73c66" alt="" width="375"><figcaption></figcaption></figure></div>

* Accordion sections with counts: Pending Scaffolds, Inactive Scaffolds, Erected Scaffolds, Dismantled Scaffolds

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FdZJVIyoNetbQ7sJUl7uz%2FScreenshot%202026-01-19%20at%2011.50.28.png?alt=media&amp;token=fd21a278-7890-4d3d-a54c-c9f88bab6c17" alt=""><figcaption></figcaption></figure></div>

* Search bar: “Search by code or status”

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FFxKhxEhur7osZyKwRfbR%2FScreenshot%202026-01-19%20at%2011.51.13.png?alt=media&amp;token=208d9288-253f-4758-b34a-1560d4270619" alt=""><figcaption></figcaption></figure></div>

* Table columns: Code, Description, Location, Start Date, End Date, Created By, Status
* Rows-per-page selector: 7, 10, 50, 100

Outcome:

* The user sees scaffold counts and a list grouped by status.

### **2. Create or Open a Record**

What the user does:

* Select a table row to open a scaffold, or
* Click the + button to add a scaffold (if visible).

What the system displays:

* Selecting a row opens the scaffold detail page.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F4cy8DGD6dKW1iRYJpdCz%2FScreenshot%202026-01-19%20at%2011.53.15.png?alt=media&amp;token=403eef25-6825-453c-87f3-bbc07ef8227c" alt=""><figcaption></figcaption></figure></div>

* Clicking + opens the Add Scaffold modal.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FLQYAjeBzVT5a6eUuMZtf%2FScreenshot%202026-01-19%20at%2011.54.00.png?alt=media&amp;token=e43909cc-eb12-43d9-9def-634116168ae1" alt=""><figcaption></figcaption></figure></div>

{% hint style="info" %}
Learn how to [create a scaffold](/site-management/scaffolds/how-to-create-a-scaffold)
{% endhint %}

### **3. Complete the Action**

What the user does:

* Add a scaffold (if creating)
* Edit a scaffold
* View a scaffold

***

## Scaffold Status Lifecycle

| Status            | Meaning                                 |
| ----------------- | --------------------------------------- |
| Work In Progress  | Scaffold is to be erected               |
| Failed Inspection | Scaffold has failed a safety inspection |
| Handed Over       | Scaffold is erected and green tagged    |
| Dismantled        | Scaffold has been dismantled            |

***

#### Key Rules and Notes

| Rule                     | What it Means                                                                  |
| ------------------------ | ------------------------------------------------------------------------------ |
| Scaffolds tab visibility | Shown only when the view permission is granted                                 |
| Add button visibility    | Shown only when site is not closed and create permission is granted            |
| Search scope             | Searches by code or status text                                                |
| Status grouping          | Scaffolds are grouped into Pending, Inactive, Erected, and Dismantled sections |

***

## Permissions Required

Permissions are evaluated per action, not globally.\
UI adapts based on role.

| Action           | Required Permission                                                              |
| ---------------- | -------------------------------------------------------------------------------- |
| View scaffolds   | sites-scaffolds-view                                                             |
| Create scaffolds | Any of roles-super-admin-enable, roles-site-admin-enable, sites-scaffolds-create |

***

## Troubleshooting and Common Questions

Common issues with missing tabs, empty lists, or hidden add actions are usually tied to permissions, site status, or search filters.

| Problem                   | Solution                                                       |
| ------------------------- | -------------------------------------------------------------- |
| Scaffolds tab not visible | Confirm the user has the view permission                       |
| Add (+) button missing    | Confirm site is not closed and user has create permission      |
| List is empty             | Confirm scaffolds exist for the site or clear the search field |

***

## Common Mistakes to Avoid

* Expecting the Scaffolds tab without the view permission
* Expecting the Add button when the site is closed
* Searching with terms that do not match code or status

***

#### Related Pages and Links

{% hint style="info" %}
[Create a scaffold](/site-management/scaffolds/how-to-create-a-scaffold)
{% endhint %}

{% hint style="info" %}
[Edit a scaffold](/site-management/scaffolds/how-to-edit-a-scaffold)
{% endhint %}

{% hint style="info" %}
[Scaffold overview](/site-management/scaffolds/overview)
{% endhint %}


# How to Create a Scaffold

How to create a scaffold

## Purpose

Provide a controlled, permission-based way to create scaffold records, capture dimensions and hire details, and organize scaffolds within a site.

***

## How to Access

**Sites** → **Select Site** → **Scaffolds Tab** → **Create Scaffold** (+)

***

## Overview

In the **Site** you have selected, click on the tab **SCAFFOLDS**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQ3X3mDaDPgS8pB3OKg1i%2FScreenshot%202026-01-20%20at%2009.41.59.png?alt=media&amp;token=8ade2552-2781-4999-ab39-e939e23816f7" alt=""><figcaption></figcaption></figure></div>

This will display the scaffold lifecycle accordions

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FxBpxjilZEaMALl79gFXh%2FScreenshot%202026-01-20%20at%2009.43.34.png?alt=media&amp;token=233823f1-dc4a-4b8f-a31f-17c8cf49682f" alt=""><figcaption></figcaption></figure></div>

In the bottom right of your screen, click the (+) plus button to create a scaffold

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Ff5E9V3Sk8M3MBqAHmvkj%2FScreenshot%202026-01-20%20at%2009.45.02.png?alt=media&amp;token=77ecce95-9816-4d12-a577-30ed84d44718" alt="" width="73"><figcaption></figcaption></figure></div>

This will bring up the form to build a scaffold

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FMc0oxddkfVJeFsDIo8ey%2FScreenshot%202026-01-20%20at%2009.46.10.png?alt=media&amp;token=8aaa27a3-fd43-4453-95b2-cf39ce7a9430" alt=""><figcaption></figcaption></figure></div>

> **Scaffold Details:** Contains key information about the scaffold, including start and end dates, dimensions, and scaffold type.
>
> **Board Details:** Contains information about the scaffold’s working levels.
>
> Both **Scaffold Details** and **Board Details** terminology can be customised in **Business Settings**.\
> **Scaffold Details** can be renamed to *Framework Details* or *Structure Details*\
> **Board Details** can be renamed to *Decks*, *Platforms*, or *Working Levels*\
> \
> *This allows the system to align with your company’s preferred terminology.*

Fill in all required fields and select **CREATE** in the bottom-right corner to create the scaffold.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FD7jtm4nghq9GsQ4dggQ3%2FScreenshot%202026-01-20%20at%2009.48.36.png?alt=media&amp;token=b2bf27f5-ea49-4000-a009-c819283acf76" alt="" width="150"><figcaption></figcaption></figure></div>

This creates a scaffold record, which will appear in the **Pending Scaffolds** lifecycle accordion

***

## Step-by-Step Workflow

Once the Add Scaffold form is open

## Scaffold Details

### Enter the **Erection Date** *(Required)*

* Click **Erection Date**
* Select the erection date from the date picker
* This field **must be completed** to continue

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F2JBba7cJ4kncpVbvO42J%2FScreenshot%202026-01-20%20at%2011.05.23.png?alt=media&amp;token=7afa24c3-ebb5-4b6d-9f61-994e2392b8e5" alt="" width="161"><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVFQSMSjXZemLg7USNYRz%2FScreenshot%202026-01-20%20at%2011.08.20.png?alt=media&amp;token=b7848b46-b3c4-431f-8ebf-c05ae70f12f2" alt="" width="188"><figcaption></figcaption></figure></div>

### Enter the **Dismantle Date** *(Required)*

* Click **Dismantle Date**
* Select the planned dismantle date
* This field **must be completed** to continue

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FHeYdsQDsKHjzuEfXZ9w4%2FScreenshot%202026-01-20%20at%2011.09.37.png?alt=media&amp;token=7ec8c4b0-d8dd-4916-a900-73b26e9480a9" alt="" width="178"><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FHxkW0F7Vc99ByLMtMeAB%2FScreenshot%202026-01-20%20at%2011.10.05.png?alt=media&amp;token=6adc2ab7-fa4a-4271-adac-3d708b7b9d24" alt="" width="188"><figcaption></figcaption></figure></div>

### **Use Hire** (Optional)

The **Use Hire** toggle is used if you wish to track the hire of a scaffold during a fixed period.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FTtRogWHYpsYg76rWLi5u%2FScreenshot%202026-01-20%20at%2011.21.31.png?alt=media&amp;token=e8a91a9f-e1c5-47d6-9300-70037d8e6bbf" alt="" width="113"><figcaption></figcaption></figure></div>

* **Hire Start Date**\
  Use this if the hire period starts on a different date from the scaffold erection date.
* **Hire Rate**\
  This can be entered as either:
  * a **daily hire rate**, or
  * a **once-off (lump sum) hire amount**
* **Hire Overrun Rate (Daily Rate)**\
  This is a **daily charge** applied when the scaffold remains active beyond the planned dismantle date.

All hire values are **automatically calculated and managed within reports**, where you can view totals, overruns, and hire costs if required.

{% hint style="danger" %}
Using **Use Hire** is completely optional.\
If you do not wish to track hire costs, simply leave the toggle **deactivated (OFF)** and no hire calculations will apply.
{% endhint %}

### Add a **Description** (Optional)

Enter a short, clear description of the scaffold or a unique identifier\
*(example: “Main building" or "Internal scaffold code”)*

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fvw6N7St7QK7M15ukzrqo%2FScreenshot%202026-01-20%20at%2011.31.22.png?alt=media&amp;token=99705cd5-8f6a-4b03-a3a8-f6bee08c1ce1" alt="" width="375"><figcaption></figcaption></figure></div>

### Add **Location** (Optional)

Enter the scaffold’s physical location on site\
*(example: “North elevation”)*

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FV1QtMDrUS6ym6U0MaJpY%2FScreenshot%202026-01-20%20at%2011.32.39.png?alt=media&amp;token=22416442-d961-4bb8-a897-b2b2445bdab5" alt="" width="375"><figcaption></figcaption></figure></div>

### Select the **Scaffold Type**

Open the **Scaffold Type** dropdown

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FcuvCGze9DEbtdw7nw9Uo%2FScreenshot%202026-01-20%20at%2011.27.41.png?alt=media&amp;token=e66d46c5-24df-4f31-adb1-c38c0b24980d" alt="" width="188"><figcaption></figcaption></figure></div>

Choose the appropriate scaffold type

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7Vl7yAkX2LvikZmMClXZ%2FScreenshot%202026-01-20%20at%2011.31.44.png?alt=media&amp;token=04ac75a3-78c9-480b-ba8c-894353c23bc8" alt="" width="127"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[**Scaffold Types** can be updated in business settings, templates, and under scaffold types](/settings/templates/scaffold-types-template-create-and-edit)
{% endhint %}

### Enter Scaffold Dimensions *(Required)*

Enter all scaffold measurements.

The system supports **metres (m)** and **feet (ft)** and will automatically handle the conversion based on your account settings.

* **Length (m / ft)**
* **Width (m / ft)**
* **Height (m / ft)**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F29C627pjnuYL3kRHS06a%2FScreenshot%202026-01-20%20at%2011.34.20.png?alt=media&amp;token=691f87b0-6129-4c83-9e68-e24a52a7843d" alt="" width="375"><figcaption></figcaption></figure></div>

### Attachments (Optional)

**Attachments** allow you to add additional scaffold structures that are connected to an existing scaffold.

Attachments are typically used for elements such as:

* Cantilevers
* Buttresses

*Any secondary scaffold structure linked to the main scaffold*

When you click the green **+** button in the **Attachments** section

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVOxkJTXaw4GCQ8KZX9ma%2FScreenshot%202026-01-20%20at%2011.36.38.png?alt=media&amp;token=294b364d-9caa-4574-83d1-54c4d4bc3ca1" alt="" width="88"><figcaption></figcaption></figure></div>

The system creates a new attachment entry linked to the original scaffold.

Each attachment:

* Is treated as its **own scaffold structure**
* Uses the **same input fields** as a standard scaffold
* Is **tracked independently** for dimensions, weight, type, and reporting
* The **Level** field on an attachment represents the **height of the attachment above ground level or from the base of the structure**.
* Remains **visually and logically linked** to the main scaffold

This allows you to accurately represent complex scaffold builds while keeping all related structures grouped under a single scaffold record.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FFVfh1hlSpnks0a1IlgT2%2FScreenshot%202026-01-20%20at%2011.42.25.png?alt=media&amp;token=51000920-b906-4a19-aad6-a77544d97ff2" alt=""><figcaption></figcaption></figure></div>

> **Note:** \
> Attachments are optional. If your scaffold does not require additional connected structures, you can simply leave this section empty.

## Boards Details

The **Boards Details** section is used to record the boards, platforms, decks, or working levels installed on the scaffold.

Each entry represents a **level of boards** installed at a specific **height above the ground or from the base structure**.

### **Board item fields**

**Description (Optional)**\
A short note to describe the board type or usage (for example, timber boards, steel boards, or platform boards).

**Length (m / ft)**

**Width (m / ft)**

**Level (m / ft)**\
The height of the boards above ground level or from the base of the structure.\
**Qty**\
The number of boards installed at this level.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FlxOQU3GsmDJbwkEwbZW9%2FScreenshot%202026-01-20%20at%2011.49.27.png?alt=media&amp;token=3742cfcd-64e4-4ea7-9905-5a4645317045" alt=""><figcaption></figcaption></figure></div>

#### **Adding and managing boards**

* Click the green **+** button to add another board item.
* Each item is tracked separately for reporting and measurement purposes.
* Use **Delete** to remove a board item if it was added in error.

> **Note:** \
> Boards are optional but recommended if you want accurate tracking, reporting, and visibility of scaffold platforms.

## Create Scaffold

Once you have entered all scaffold information, click the **CREATE** button in the bottom-right corner to create the scaffold.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2ForDxtmNYI0X4uKDl7wST%2FScreenshot%202026-01-20%20at%2009.48.36.png?alt=media&amp;token=d83003b0-3165-46e7-bedc-ec808af4cbd2" alt="" width="150"><figcaption></figcaption></figure></div>

***

## What Happens Next

* A new scaffold is saved with an auto-generated code and the current site context.
* The scaffold appears in the Pending Scaffolds list because its initial status is pending-Work In Progress.
* Site and company scaffold totals are incremented.
* All scaffold logs and registers are updated to include the newly added scaffold

<figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fp9CVWEGoU6E24SE9Cbkq%2FScreenshot%202026-01-20%20at%2011.55.30.png?alt=media&amp;token=8e894d0e-c0ef-4646-871a-e30303e94941" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
[Learn more about the scaffold log](/logs/scaffold-log)
{% endhint %}

{% hint style="info" %}
[Learn more about the scaffold register](/site-management/scaffold-register)
{% endhint %}

***

## Permissions Required

Permissions related to accessing **job sites, site data, creating and managing scaffolds on sites**.

| Section          | Permission | What this allows the user to do  |
| ---------------- | ---------- | -------------------------------- |
| Sites: Sites     | **View**   | View site details and site lists |
| Sites: Scaffolds | **Create** | Create new scaffolds on a site   |

***

## Troubleshooting and Common Questions

| Issue                                | Likely cause                                   | Resolution                                                                       |
| ------------------------------------ | ---------------------------------------------- | -------------------------------------------------------------------------------- |
| Scaffolds tab is missing             | Insufficient permissions                       | Request access to the scaffolds view permission for your role.                   |
| Add button does not appear           | Site is closed or create permission is missing | Verify site status and your scaffold create access.                              |
| Create/Update does not save          | Required fields are missing                    | Complete required dimensions and retry.                                          |
| Scaffold is not in the expected list | Status does not match the list’s filter        | Check the scaffold’s status value; it appears only in the matching status group. |
| Hire fields are not visible          | Use Hire is off                                | Toggle Use Hire to show hire fields.                                             |

***

## Common Mistakes to Avoid

* Setting a Dismantle Date earlier than the Erection Date.
* Turning off Use Hire after entering rates and expecting them to persist.
* Assuming the Add button will show on closed sites.
* Expecting voided scaffolds to remain visible in the Scaffolds tab.

***

## Related Pages and Links

* [Scaffold Details (open by selecting a scaffold in the list)](/site-management/scaffolds)
* [Scaffold Register (tab within the Site view)](/site-management/scaffold-register)
* [Site Instructions (if your workflow links instructions to scaffolds)](/site-management/site-instructions)<br>


# How to Edit a Scaffold

How to edit an existing scaffold

## Purpose

Provide a controlled, permission-based way to update scaffold records (dates, dimensions, location, attachments, and boards) after they have been created.

***

## How to Access

**Sites** → **Select Site** → **Scaffolds Tab** → **Select Scaffold** → **Settings** (⚙️) → **Edit Scaffold**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F8qtRJOLBtT8GpyWL1VMQ%2FScreenshot%202026-01-20%20at%2012.13.37.png?alt=media&amp;token=28fc911c-493f-411f-b17b-6521373e6079" alt=""><figcaption></figcaption></figure></div>

***

## Overview

1. Go to **Sites** and select the site you want to work on.
2. On the site page, open the **SCAFFOLDS** tab.
3. In the relevant lifecycle accordion (for example **Pending Scaffolds**), click the scaffold **Code** to open the scaffold record.
4. On the scaffold record, click the **Settings (⚙️)** icon in the top-right to open the edit screen.&#x20;
5. Make changes and click **UPDATE** in the bottom-right to save.

***

## Step-by-Step Workflow

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FPYmdJ2oLO71JSle2V3mB%2FScreenshot%202026-01-20%20at%2012.14.07.png?alt=media&amp;token=127ba473-99ed-407e-ba11-c842d3a1e6cc" alt=""><figcaption></figcaption></figure></div>

Once the **Edit Scaffold** form is open, you can update the following sections.

### Scaffold Details

#### Update Erection Date (Required)

* Click **Erection Date**
* Select the correct date from the date picker
* This field must remain completed to save

#### Update Dismantle Date (Required)

* Click **Dismantle Date**
* Select the planned dismantle date
* This field must remain completed to save

#### Use Hire (Optional)

* Toggle **Use Hire** ON if you want hire values to apply to this scaffold
* Update hire-related values as needed (if enabled)

> Using **Use Hire** is optional. If you do not wish to track hire costs, leave it OFF and no hire calculations will apply.

#### Update Description (Optional)

* Update the scaffold description (example: “Main building”)

#### Update Location (Optional)

* Update the physical location on site (example: “North elevation”)

#### Update Scaffold Type

* Open the **Scaffold Type** dropdown
* Select the correct scaffold type

#### Update Dimensions (Required)

Update any scaffold measurements as needed:

* **Length**
* **Width**
* **Height**

> The system supports metres (m) and feet (ft) and will automatically handle the conversion based on your account settings.

#### Weight (Optional)

* Enter or update **Weight (kg)** if you track scaffold weight for reporting

***

### Attachments (Optional)

Attachments are used to represent additional connected scaffold structures (example: cantilevers).

#### Edit an existing attachment

* Update the attachment fields (description, location, type, dimensions, level, weight)
* Use **Delete** to remove an attachment if it should no longer be linked

#### Add a new attachment

* Click the green **+** button in the Attachments section
* Complete the attachment fields

> The **Level** field on an attachment represents the height of the attachment above ground level or from the base of the structure.

***

### Boards Details

The **Boards Details** section records boards/platforms/working levels installed on the scaffold.

#### Edit an existing board item

* Update any of the board fields (description, length, width, level, qty)

#### Add another board item

* Click the green **+** button to add another board level

#### Delete a board item

* Click **Delete** to remove a board item if it was added in error

***

### Save Changes

1. Review your updates
2. Click **UPDATE** in the bottom-right to save the scaffold

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FHiEuIriGDe19xnn4l6v7%2FScreenshot%202026-01-20%20at%2012.23.52.png?alt=media&amp;token=553b6adf-b554-4a38-955b-cbb076258948" alt="" width="179"><figcaption></figcaption></figure></div>

***

### What Happens Next

After clicking **UPDATE**:

* The scaffold record is updated immediately
* The scaffold overview and related lists (scaffold register/logs) reflect the latest values
* Any changes to dates, dimensions, attachments, or boards will be used in reporting going forward

***

## Permissions Required

Permissions related to accessing job sites, viewing scaffolds, and updating scaffold records.

| Section          | Permission | What this allows the user to do            |
| ---------------- | ---------- | ------------------------------------------ |
| Sites: Sites     | View       | View site details and site lists           |
| Sites: Scaffolds | View       | Access scaffold lists and scaffold records |
| Sites: Scaffolds | Update     | Edit and update existing scaffolds         |

***

## Troubleshooting and Common Questions

| Issue                                  | Likely cause                                                    | Resolution                                                                           |
| -------------------------------------- | --------------------------------------------------------------- | ------------------------------------------------------------------------------------ |
| Scaffolds tab is missing               | Insufficient permissions                                        | Request **Sites: Scaffolds → View** permission                                       |
| Settings (⚙️) / Edit option is missing | Update permission not granted                                   | Request **Sites: Scaffolds → Update (Edit)** permission                              |
| UPDATE does not save                   | A required field is blank (dates/dimensions)                    | Confirm **Erection Date**, **Dismantle Date**, and required dimensions are filled in |
| Cannot edit scaffold                   | Scaffold is inactive/dismantled (or restricted by your process) | Check scaffold status and confirm your role allows editing that lifecycle stage      |


# Overview

The Overview tab provides a complete, read-only summary of the scaffold and its related data.

## **Purpose**

The Scaffold Overview provides a single, read-only view of all scaffold details for reference when building a scaffold.

***

## How to Access

**Sites** → **Select Site** → **Scaffolds Tab** → **Select Scaffold** → **Overview**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FmRjcdeVOBj0FJCbfjo3B%2FScreenshot%202026-01-21%20at%2011.57.32.png?alt=media&amp;token=9456155c-3160-4d9c-b3d5-5b99538583db" alt=""><figcaption></figcaption></figure></div>

***

## Header Information

At the top of the overview, the system displays key reference details:

* **Site Code** – The unique identifier for the site
* **Site Name** – The name of the site
* **Scaffold Code** – Auto-generated unique scaffold reference
* **Created By** – User who created the scaffold
* **Date Created** – When the scaffold record was created
* **Erection Date** – Planned start date of the scaffold
* **Dismantle Date** – Planned end date of the scaffold

These fields are system-controlled and used for tracking, reporting, and audit purposes.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FSxvslz3YGhSLGPKAyVZN%2FScreenshot%202026-01-21%20at%2012.09.00.png?alt=media&amp;token=71c76af3-c65a-4221-86ad-232d28dc319b" alt="" width="375"><figcaption></figcaption></figure></div>

***

## Table Explained

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FegBclX0RzYwLlYj1nlzD%2FScreenshot%202026-01-21%20at%2012.09.36.png?alt=media&amp;token=b3242b1e-74b4-4a52-8039-034c7c243fd7" alt=""><figcaption></figcaption></figure></div>

### Column Headings

Below the header is a structured table that summarises everything associated with the scaffold.

| Column               | Description                                                  |
| -------------------- | ------------------------------------------------------------ |
| **Item**             | Identifies the type of record (Scaffold, Attachment, Boards) |
| **Type**             | The scaffold or attachment type selected during creation     |
| **Description**      | User-entered description for easy identification             |
| **Location**         | Physical location of the scaffold on the site                |
| **Size (L × W × H)** | Dimensions recorded for the item                             |
| **Level**            | Height above ground where the item exists                    |

### Rows Explained

#### **Scaffold**

This row represents the **primary scaffold structure**.

* Displays the main scaffold type
* Shows overall dimensions
* Level is typically **0m**, indicating ground level or height off the ground

{% hint style="info" %}
[How to change scaffold terminology](/settings/business-settings#terminology)
{% endhint %}

***

#### **Attachment**

Attachments are secondary scaffold structures linked to the main scaffold.

* Each attachment is tracked independently
* Has its own dimensions and level
* Common examples include cantilevers or buttresses

***

#### **Boards**

Boards represent working platforms installed on the scaffold.

* Can represent a full level or partial level
* Displays board dimensions and quantity
* **Level** indicates the height at which the boards are installed

{% hint style="info" %}
[How to change boards terminology](/settings/business-settings#term-for-a-board)
{% endhint %}

***

#### Key Behaviours

* The Overview is **read-only**
* All data is populated from the scaffold creation and update workflows
* Changes must be made via the relevant edit or lifecycle actions

{% hint style="info" %}
[How to edit a scaffold](/site-management/scaffolds/how-to-edit-a-scaffold)
{% endhint %}

* This view is commonly used for:
  * Site visibility
  * Inspections and handovers
  * Reporting and audits


# Site Instructions


# Inspections


# Handovers


# Dismantles


# Scaffold Register


# Map


# JSP


# Tasks


# Inventory


# Inventory Register

Learn how to generate, filter, inspect and export a site Inventory Register, including movements, hire calculations, transport and supporting documents.

The **Inventory Register** brings together a site's inventory movements, balances, hire calculations and related charges for a date range you choose. Use it to understand what was on site, what moved in or out, how hire was calculated, and which documents support the figures.

You can review the whole site or narrow the register by source location, component type, category, individual component and activity. Group the results by year, quarter, month or day, inspect the supporting details, and download PDF or Excel reports.

This guide takes you from opening the tool to checking and exporting a register. The screenshots use **10 Downing** as an example. Your site names, components, available options, currency and weight units may differ. Read the units displayed in your own register; the register examples here use **lb** and **$**.

## When to use this tool

Use the Inventory Register when you need to:

* Review inventory activity over a particular period.
* Compare opening and closing quantities and weights.
* Trace a delivery, return, over-return or transfer to its document reference.
* Review maintenance, damaged, lost and scrap quantities recorded within returns.
* Check the quantities, dates and rates behind a hire estimate.
* Review transport documents and recorded charges.
* Share a period report with your team in PDF or Excel format.

The site dashboard displays live inventory information. The register answers a dated question using a generated selection. Always compare the same dates, locations and components when checking figures between views.

## 1 Open the Inventory Register

1. Sign into CloudScaff and open **Sites**.
2. Find the required site. In the Sites list, use the search field to enter its name or reference.
3. Select the site name to open it.
4. Check the site reference and name at the top of the page.
5. Select the **Inventory Register** tab. On a narrow screen, scroll along the tabs to find it.

![Sites list filtered to the example site](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/hej2Njmw0bfFzoDzOpat/images/sites-search.jpg)

*Find the site first, then open its site page.*

You can also use the **Inventory Register** button in the site dashboard's **Inventory** section.

![Site dashboard showing the Inventory Register shortcut](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/bx44Vvs2lgKjhlDeD99B/images/site-dashboard.jpg)

*The dashboard shortcut opens the register for the site you are viewing.*

## 2 Understand the screen

The screen has two main areas. The **selection panel** at the top controls what you will generate. The **generated register** below contains the results from the last completed generation.

![Inventory Register overview with filters, result toolbar and table](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/cMqyi1ci4k9Gkmfh2hGt/images/overview.jpg)

*Top: dates, grouping and filters. Below: generated date range, report actions, search, summary and table.*

| Area                               | What you use it for                                                 |
| ---------------------------------- | ------------------------------------------------------------------- |
| From and To                        | Choose the report's start and end dates.                            |
| View By                            | Group the dates into Annual, Quarterly, Monthly or Daily periods.   |
| Location                           | Select the source locations to include.                             |
| More Filters                       | Show Component Type, Category, Components and Activity.             |
| Clear Filters                      | Return the selection controls to their defaults.                    |
| Generate                           | Apply the selection and build the results.                          |
| Generated date range and timestamp | Confirm which dates and generation the displayed results represent. |
| Rates & Costs, Transport, Summary  | Open the supporting views.                                          |
| PDF and Excel                      | Download the report from the view you are using.                    |
| Search generated components        | Narrow the component rows visible in the generated table.           |
| Expand Table                       | Give the register more screen space.                                |
| Data notices                       | Review issues that may affect balances, rates or totals.            |

## 3 Choose the dates

1. Select the date under **From**.
2. Use the previous or next month arrow to reach the required month.
3. Select the day.
4. Select **Done** to apply it, or **Cancel** to keep the previous date.
5. Repeat these steps under **To**.
6. Check both displayed dates before continuing. Keep the From date on or before the To date.

![Calendar used to select the register date](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/VhlcKL4uwog64Yaxzs2K/images/date-picker.jpg)

*Select a day, then use Done to confirm the date.*

The calendar disables future dates. Choose a historical period or an end date up to today. The range controls which document dates are included in the report; changing it can also change the opening balance and the hire period.

## 4 Choose the period grouping

1. Open **View By**.
2. Select **Annual**, **Quarterly**, **Monthly** or **Daily**.
3. Select **OK** to keep the choice, or **Cancel** to leave it unchanged.
4. Select **Generate** when the rest of your filters are ready.

![View By choices](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/q5pPTfvhAWRkyx5VvAdX/images/view-by.jpg)

*Choose how the selected date range is divided into periods.*

| View      | When it helps                                                                                                          |
| --------- | ---------------------------------------------------------------------------------------------------------------------- |
| Annual    | Review a broad period grouped into calendar years.                                                                     |
| Quarterly | Compare calendar quarters within the range.                                                                            |
| Monthly   | Review movements and hire by month.                                                                                    |
| Daily     | Investigate the days around a movement or a change in quantity. Start with a short range to keep the table manageable. |

The grouping does not expand your chosen dates to a full year or quarter. A partial period is labelled **Selected dates**. For example, **1 August to 13 October** in Quarterly view produces a Q3 portion covering **1 August to 30 September** and a Q4 portion covering **1 to 13 October**.

![Quarterly register with the selected location and two periods](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/XLOJfHyZwOUWtxkUqbb4/images/quarterly-register.jpg)

*The generated header confirms the location, component count and number of periods.*

## 5 Select locations

Locations identify where the site's inventory was sourced from. They can include yards and other configured source locations.

1. Open **Location**, initially labelled **All locations**.
2. Keep **All** selected to include every location.
3. To select particular locations, clear **All**, then tick each location you need.
4. Select **OK**.
5. Check the location label on the main screen.
6. Select **Generate** to apply the change.

![Location checklist](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/95aIyxnL2m5jKw4Hi24T/images/location.jpg)

*Use the location checklist to choose one or more sources.*

For example, select **Yard C** to review only the components in that source location. The same component description may appear under different locations, so check both its code and location when comparing records.

## 6 Apply the additional filters

Select **More Filters** to reveal four additional controls. Open each control, tick the options to include, untick those to exclude, and select **OK**. Select **Cancel** to discard changes in that selector. Once the selection is ready, select **Generate**.

![Expanded filter panel](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/6KR4nDMZbU0w0LXUqQpY/images/filters.jpg)

*More Filters reveals Component Type, Category, Components and Activity.*

### Component Type

Use **Component Type** to select the kinds of inventory to include. The example account offers **Unspecified**, **Component**, **Consumable**, **Hoist** and **Motor**. The available choices reflect the account's data.

![Component Type checklist](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/tDD51NHZ514a55zjYwAD/images/component-type.jpg)

*Keep the types you want included, then select OK.*

### Category

Use **Category** to narrow the report to configured inventory categories. Scroll the checklist to find the categories you need. This is useful when you want to review a family of equipment instead of selecting each component individually.

![Category checklist](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/2YNV41tCmZVNwOAELZoP/images/category.jpg)

*Category names depend on the inventory configuration.*

### Components

Use **Components** to select specific inventory records. Options show a component code and description. Scroll the list and check the code carefully where descriptions are similar.

![Individual component checklist](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/DP3BZxuAx46Uboh8wvjE/images/components.jpg)

*Choose specific components when the report should cover a defined inventory selection.*

Use this filter before generating when the selection needs to carry through to the supporting views. Use table search later when you simply need to find a row quickly.

### Activity

Use **Activity** to choose from **Delivery**, **Return**, **Over-return**, **Transfer in**, **Transfer out**, **Maintenance**, **Damaged**, **Lost** and **Scrap**.

![Activity checklist](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/zZLNLnaWyfCAYph85Gdb/images/activity.jpg)

*Choose the movement and condition activities you want to review.*

Opening and closing balances include all movements. An activity filter therefore should not be interpreted as a new stock balance calculated only from the visible activity columns.

## 7 Generate and check the selection

1. Review From, To, View By, Location and any additional filters.
2. Select **Generate**.
3. Wait for generation to finish. While it runs, the button reads **Generating…** and a progress message identifies the records being read. A **Cancel** control is available during generation.
4. Check the **generated date range**, **timestamp**, **filter description**, **component count** and **period count** above the table.
5. Review the data notices before relying on affected figures.

**Changing a filter does not immediately replace the generated results.** The message **Filters changed — click Generate to apply** means the table below still uses the previous selection. This also applies after **Clear Filters**. Generate again before reviewing or exporting the revised selection.

![Pending filter changes above the previous results](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/BWRClWBWKSimhPcO98mn/images/pending-filters.jpg)

*The warning distinguishes the new control selections from the results already on screen.*

If generation is cancelled, do not assume the requested selection has completed. Check the result header before using the table.

## 8 Read the main register

Components are grouped under location headings. Read across a component row to follow opening stock, document movements, closing stock and hire information for each period.

Scroll **horizontally** to reveal additional document and period columns. Scroll **vertically** to move through components, location subtotals and transport rows. Component details, unit weights and table headers remain frozen to help you keep your place.

### Column reference

| Column or heading                    | Meaning                                                                                                                                              |
| ------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------- |
| Component                            | Component description, code and type where displayed.                                                                                                |
| Weight beside Component              | Unit weight, in the unit printed in the header.                                                                                                      |
| Opening                              | Quantity and weight at the beginning of the period.                                                                                                  |
| Document reference                   | A movement document, accompanied by its activity and document date.                                                                                  |
| Qty and movement Weight              | The quantity and weight associated with that movement. Returns can appear as negative movements in the main table because they reduce stock on site. |
| Maintenance, Damaged, Lost and Scrap | Condition allocations within the relevant return movement.                                                                                           |
| Closing                              | Quantity and weight at the end of the period.                                                                                                        |
| Days on Site                         | Days with quantity on site for the hire calculation. Select an available figure for its dated calculation.                                           |
| Hire Cost                            | The displayed hire estimate for the period.                                                                                                          |
| Selected Period                      | Opening balance, closing balance and total hire across the complete selected range, where shown.                                                     |
| SUB-TOTAL                            | Totals for the location section.                                                                                                                     |
| GRAND TOTAL                          | Totals across the included location sections. Interpret each figure using its column heading.                                                        |
| Vehicle and Transport                | Vehicle information and recorded document transport charges where available.                                                                         |

### Movement colours

* **Green:** Delivery.
* **Red:** Return.
* **Blue:** Transfer In / Out.
* **Orange:** Over-return.

Use the activity label as well as the colour when identifying a column.

### Return conditions and over-returns

Condition quantities labelled **Included in Returns** are already part of the return quantities. Those labelled **Included in Over-returns** belong to the over-return quantities. Do not add them to their parent movement again.

For example, if a return contains 1,000 units and 5 are labelled lost within that return, do not turn the return into 1,005 by adding the condition quantity again. Review the component and document details to understand the allocation.

### Expand and restore the table

1. Select **Expand Table** to give the register more screen space.
2. Use the scrollbars to inspect the wider table.
3. Select **Restore View** to return to the filter panel and full report toolbar.

![Expanded register table](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/qGvG2L8KtoCz5aN8Zsva/images/expanded-table.jpg)

*Restore View returns you to the normal screen layout.*

## 9 Search for a generated component

1. Select **Search generated components** above the table.
2. Type a component name or code, such as **IP157**.
3. Review the matching rows and the displayed component count.
4. Clear the search text to show the other generated components again.

![Register narrowed by component code](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/INOjL3yucQpyhBluAnP0/images/search.jpg)

*Searching for IP157 narrows the visible table without generating a new report.*

**Table search and report filters serve different purposes.** Summary uses the generated selection and can include components hidden by table search. When that happens, it displays **Includes components hidden by table search**. To restrict the underlying report selection, use **Components** under More Filters and generate again.

## 10 Inspect location subtotals and supporting details

Each location includes a **Movement Subtotals** section containing quantities, weights and applicable costs by period, with a Selected Range column when relevant.

1. Find the location's **Movement Subtotals** section below its component rows.
2. Use **Collapse** to hide the detail, or expand the section again when needed.
3. Select an available quantity, weight or cost figure to inspect its supporting details.
4. Read the location, dates and components in the detail view before comparing its total.
5. Use the displayed **Back to Register** or **Back to Summary** control to return to the originating view.

The register also provides document-reference links in movement headers and supporting breakdowns. Select a reference to request its source document. If a source document does not open, retain its reference and locate it through the corresponding delivery, return or transfer area, or ask your administrator to check access to that record.

## 11 Use the Summary

1. Select **Summary** above the main register.
2. Confirm the locations, component count and period headings.
3. Review opening balances, movements, return conditions, closing balances and costs for each location.
4. Compare the period columns with **Selected Range**.
5. Select an underlined figure to see the components and supporting documents behind it.
6. Select **Back to Summary** from a breakdown, then **Back to Register** when finished.

![Quarterly Summary for the selected location](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/cG5ykITgFENtAx8FOQz7/images/summary-quarterly.jpg)

*The Summary separates each period and the overall selected range.*

An opening or closing balance describes stock at a point in time. Do not add the openings or closings of multiple periods to calculate the selected-range balance. Selected Range uses the opening at the From date and closing at the To date.

### Follow a return total to its components

1. In Summary, find the required location's **Returns** row.
2. Select its quantity under the required period.
3. In the Returns breakdown, review each component's quantity, weight and document reference.
4. Check that the breakdown's grand total matches the figure you selected.
5. Select **Back to Summary** when finished.

![Returns breakdown showing two components and their source document](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/lTx43iBsmqND4fF38Yiv/images/movement-breakdown.jpg)

*The example total of 1,010 consists of 1,000 bay braces and 10 infill planks.*

### Understand the cost totals

| Summary total                 | What it includes                                                     |
| ----------------------------- | -------------------------------------------------------------------- |
| Returns Charges Subtotal      | Applicable condition charges included in returns.                    |
| Over-returns Charges Subtotal | Applicable condition charges included in over-returns.               |
| Return and Over-return Total  | The combined return and over-return charges.                         |
| Hire cost                     | Hire estimate for the generated component selection.                 |
| TOTAL                         | Hire cost plus combined return and over-return charges.              |
| TOTAL TRANSPORT               | Recorded site-linked transport charges for the generated date range. |
| GRAND TOTAL                   | TOTAL plus the site's recorded transport charges, counted once.      |

Condition charges exclude PO adjustments and are counted once. **Summary's transport includes all site-linked transport in the generated date range**, including returns and both transfer directions. This transport scope is independent of component, location, activity and table-search filters. Missing transport charges are excluded from the cost total.

## 12 Use Rates & Costs

1. Select **Rates & Costs** above the register.
2. Check the location selection, date range and component count.
3. Review the daily rate, hire quantity, days, item-days and cost for each component.
4. Scroll horizontally to inspect return and over-return condition quantities, rates and charges.
5. Select an available quantity, days or hire-cost figure to open the dated calculation.
6. Use **Back to Register** when finished.

![Rates and Costs for a short daily example](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/5XFLZRGYZW79pBVpSJTi/images/rates-worked-example.jpg)

*The table shows how quantities and days contribute to hire costs.*

| Field                                 | How to interpret it                                                                                        |
| ------------------------------------- | ---------------------------------------------------------------------------------------------------------- |
| Daily Hire Rate                       | The component's displayed rate per day.                                                                    |
| Qty on Hire                           | The quantities during days with stock on hire. **Varies** means the quantity changed during the period.    |
| Days on Site                          | The number of days with quantity on site.                                                                  |
| Qty × Days                            | Item-days: add the quantity on hire for each day. A constant quantity of 14 for 3 days gives 42 item-days. |
| Hire Cost                             | The sum of the dated hire calculations.                                                                    |
| Condition Qty, Rate and Cost          | The allocations and corresponding rates and costs for the relevant return or over-return condition.        |
| Hire + Return and Over-return Charges | Combined hire and condition charges; transport is shown separately.                                        |

The register labels the amount as a **current-rate estimate**. Do not assume it is an issued invoice or a historical invoice-rate calculation.

### Understand the dated hire calculation

The calculation splits the period into dated intervals when necessary. Each interval shows **From**, **Through**, **Qty on Hire**, **Calendar Days**, **Daily Rate**, **Qty × Days**, **Hire Cost** and **Balance Changed By**.

**Hire cost for an interval = quantity × calendar days × daily hire rate.**

* The delivery or transfer-in day is included.
* The return or transfer-out day is excluded.
* Days on Site counts days with quantity present, rather than every day in the selected calendar range.
* Hire follows document dates, including movements before the first daily snapshot.

![Dated hire calculation with intervals before and after a return](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/5Dmownzi8Igd4p8sNRXn/images/hire-calculation.jpg)

*The example shows 1,000 units at $0.27 for 33 days: 1,000 × 33 × $0.27 = $8,910. The return on 3 September reduces the quantity to zero from that day.*

The calculation can show 61 calendar days across all intervals while Days on Site is only 33. The remaining interval has zero quantity and contributes no hire cost.

## 13 Use Transport

1. Select **Transport** above the register.
2. Check the **Locations**, date range and document count at the top.
3. Review **Transport Summary** for vehicle types, trip counts and recorded costs.
4. Review **Transport Breakdown** for dates, movement types, documents, vehicle descriptions, registrations, loads and rates.
5. Use **PDF** or **Excel** in this view if you need its report.
6. Select **Back to Register** when finished.

![Transport view for the selected location](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/U4f1nrqmLAbnp2cyJe7H/images/transport-selected.jpg)

*This selected-location example includes one return document whose transport charge is unavailable.*

Trip Count counts each included document once. Costs use the full document charge, including transfers in and out. Where multiple components relate to one document, do not multiply that document's charge by the number of component rows.

Missing charges appear as unavailable and are excluded from recorded cost totals. A document may still appear in the breakdown and trip count even though its cost is missing.

### Why Transport and Summary can differ

The standalone **Transport** view and the transport rows in the main register describe their generated selection. Read the locations and included documents displayed there.

**Summary's transport section has a broader scope:** all site-linked transport for the generated date range, independently of the component, location, activity and table-search filters. In the worked example, selecting Yard C gives one document in Transport, while Summary includes the site's transport across all locations for the same dates.

Compare both the date range and document scope before treating a difference as an error.

## 14 Review data notices and unavailable values

1. Find the **data notices** line above the table.
2. Select it to expand the messages.
3. Read the affected document reference and explanation where provided.
4. Check the source document, movement date, rate or allocation identified by the notice. Ask the person responsible for the record to correct it where necessary.
5. Generate the register again after the source information has been corrected.

![Expanded data notices](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/ptLScdgxTWKTz6nXgVrk/images/data-notices.jpg)

*Notices explain exclusions or missing evidence that can affect the report.*

| What you see                                 | What it means and what to do                                                                                                                          |
| -------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- |
| **—**                                        | Unavailable. Do not substitute zero.                                                                                                                  |
| **Source evidence is incomplete or invalid** | An opening balance or hire result may be unavailable. Review the source evidence.                                                                     |
| **Incomplete cost**                          | Only calculable costs are included; one or more rates or allocations require review. A displayed partial amount is not necessarily a complete charge. |
| **No valid entered movement date**           | The affected completed document was excluded and its balance cannot be verified. Review the document's entered movement date.                         |
| **Transport charge is not set or invalid**   | The charge is excluded from recorded cost totals until valid information is entered.                                                                  |
| Negative movement quantity                   | In the main register, a return can reduce stock and therefore display a negative quantity. Compare the movement type and source document.             |

Some numeric zeros and blank cells are displayed compactly. If a blank cell is material to your review, inspect the supporting detail or exported report rather than inferring a missing rate or a verified zero from appearance alone.

## 15 Export the results

1. Finish the selection and select **Generate**.
2. Confirm the generated dates, filters and timestamp.
3. Review notices and any unavailable or incomplete costs.
4. Clear table search if you want an unobstructed review of all generated component rows.
5. Choose the report view you need: main register, Summary, Rates & Costs or Transport.
6. Select **PDF** for a document or **Excel** for a workbook.
7. Wait for export preparation to finish and check your browser's downloads.
8. Open the downloaded file and confirm its site, date range and contents before sharing it.

![Register toolbar showing PDF and Excel export controls](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/XLOJfHyZwOUWtxkUqbb4/images/quarterly-register.jpg)

*The main register and the three supporting report views each have their own export controls.*

The main register downloads use a name containing the site reference and date range, such as **SITE25000065-Inventory Register-2026-08-01-2026-10-13**.

The main Excel workbook includes **Report**, **Register**, **Location Movements**, **Rates and charges**, **Summary**, **Transport** and **Balance Checks** tabs. Check the scope shown on each sheet; Summary transport has the broader site-wide scope described above.

## 16 Reset and start another report

1. Select **Clear Filters**.
2. Confirm that From is the first day of the current month, To is today, View By is Annual, and Location is All locations.
3. Adjust any dates or options required for the next report.
4. Select **Generate**.
5. Verify the new generated header before using the results.

![Clear Filters restores the controls while the previous report remains below](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/QLDOxgBhgqyypMFzZ6H8/images/clear-filters.jpg)

*Clear Filters resets the selection controls. Generate applies that reset to the report.*

## Worked example from selection to export

Suppose you want to understand inventory sourced from Yard C around a return on 3 September.

1. Open the site and select **Inventory Register**.
2. Set **From** to **1 September 2026** and **To** to **5 September 2026**.
3. Set **View By** to **Daily**.
4. In **Location**, clear All, select Yard C and select OK.
5. Leave component and activity filters at their broad selections.
6. Select **Generate** and confirm the header shows **2 components · 5 daily periods** for this example.
7. Review the opening and closing quantities for 1 and 2 September, then the return on 3 September.
8. Open **Rates & Costs**. The example bay braces show 1,000 units, 2 days, 2,000 item-days and $540 hire. The infill planks show 10 units, 2 days, 20 item-days and $4.60 hire.
9. Open an available hire figure to inspect the intervals. The return day is excluded, so neither component accrues hire for 3–5 September after the quantity becomes zero.
10. Open **Summary** and select the return quantity to inspect its components and document reference.
11. Open **Transport** and review whether the recorded document has a transport charge. Check Summary separately if you need the site's overall transport for the dates.
12. Review the data notices, then export the appropriate view to PDF or Excel.

![Daily register showing stock and hire before the return](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/edC3DF7tlyohmcfLV5xE/images/daily-register.jpg)

*Daily view makes it easier to follow the effect of a movement on a particular day.*

## Troubleshooting

**I changed a filter, but the table did not change.** Select Generate. While the pending-filter message is visible, the results still use the previous selection.

**The table appears empty or the component I need is missing.** Clear the table search first. Then review Location, Component Type, Category, Components and Activity. Check the date range and generate again. Use Clear Filters to start from the default selection if needed.

**I cannot see the later periods or all charge columns.** Scroll horizontally inside the table. Use Expand Table for more space, then Restore View to return to the full toolbar.

**Summary contains components hidden from the table.** Table search only narrows the visible register. Use the Components filter and Generate to change the report selection.

**The quantity on hire says Varies.** The quantity changed during the selected period. Open its dated calculation and inspect the interval quantities and Balance Changed By column.

**The days in the hire calculation do not equal the full date range.** Days on Site counts days with quantity present. Zero-quantity intervals do not contribute to Days on Site or hire cost.

**Transport totals do not match between views.** Check the dates and included documents. Summary adds site-wide transport independently of the selection filters; the standalone Transport view identifies its selected locations and documents.

**A figure is a dash or a cost is incomplete.** Expand the data notices and inspect the affected source information. Do not treat unavailable amounts or partial costs as complete zeros.

**An export has not appeared.** Wait for Preparing export to finish, then check the browser's downloads and any download prompt. If preparation fails, retain the generated selection and try the export again.

**A document reference does not open.** Note the reference and find it in the corresponding delivery, return or transfer area. Ask your administrator to check access if the record remains unavailable.

## Related guides

* [Inventory](https://docs.cloudscaff.com/site-management/inventory)
* [Inventory Movements](https://docs.cloudscaff.com/site-management/inventory-movements)
* [Deliveries](https://docs.cloudscaff.com/site-management/deliveries-receiving-deliveries-on-site)
* [Returns from Site](https://docs.cloudscaff.com/site-management/returns-from-site)
* [Transfers](https://docs.cloudscaff.com/site-management/transfers)


# Inventory Movements


# Requests - Submit a Request for Inventory

Site users submit requests for inventory or materials needed on site. These requests are processed by inventory teams for approval and delivery.

## What Are Requests?

Requests are used when a site needs inventory, materials, or components. Instead of calling, emailing, messaging or writing lists on paper, site users submit requirements directly into Cloudscaff, ensuring accurate tracking and clear approval.

Once submitted, a request becomes a record that can be managed, approved, delivered, tracked, or rejected as needed.

***

## Where to Find It

**Site → Requests**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FjQEW31Nc3VBS8YlLLwf8%2FScreenshot%202025-11-10%20at%2016.37.01.png?alt=media&amp;token=07d63ef3-c887-4f1d-92a8-e4e1b18200cc" alt=""><figcaption></figcaption></figure></div>

You will see three expandable accordions:

* **Pending Requests** – Requests not yet submitted or still being edited
* **Submitted Requests** – Sent for approval and waiting to be processed
* **Approved Requests** – Confirmed and ready to start the delivery process

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fszm3qPq57eblv52C0TYL%2FScreenshot%202025-11-10%20at%2015.54.34.png?alt=media&amp;token=3489bf90-2a14-4cad-b225-53e003a07141" alt=""><figcaption></figcaption></figure></div>

***

## Creating a Request

To create a new request for inventory:

1. Open **Requests**
2. Select the **Plus (+)** button in the bottom right
3. The **Request** form opens

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVTIQWipo6oZEys9hpWxW%2FScreenshot%202025-11-10%20at%2016.02.53.png?alt=media&amp;token=3a8d3ad4-0c68-4891-9ebd-a6ada7f4e821" alt="" width="86"><figcaption></figcaption></figure></div>

***

## Request Form

The form has three main sections:

### 1. Site Information

This section auto-fills with site data and cannot be edited:

* Site Name
* Site Code
* Customer Name
* Site Address
* Creation Date

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fp9Iw8OwRsDrdekjnVKt6%2FScreenshot%202025-11-10%20at%2016.11.19.png?alt=media&amp;token=221a504b-4c4d-44fd-96f1-0731ffecf0cc" alt=""><figcaption></figcaption></figure></div>

***

### 2. Request Information

> **Note:** This section is optional for all input fields.

Users may add:

* Start Date
* End Date
* Reference Code
* Notes

This is helpful for planning, scheduling, or providing context for the warehouse staff, but requests can be created and submitted without completing it.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fh026njJe5gQW1dQjldsJ%2FScreenshot%202025-11-10%20at%2016.11.31.png?alt=media&amp;token=bf6c72f0-1158-4c14-824f-b9e9990c3749" alt=""><figcaption></figcaption></figure></div>

{% hint style="info" %}
[To understand what reference codes are, click here](/general-tools-and-features/reference-code)
{% endhint %}

***

### 3. Inventory Information

This is where quantities for components are requested.

The table displays:

* **Code:** The code you allocated to your component
* **Name:** The description of the component
* **Location:** The yard/storage facility/warehouse where the component is sourced
* **Available Quantity:** How much inventory you currently have available in the location
* **Request Quantity:** How much inventory is required
* **Backorder:** If your requested quantity exceeds your available quantity, the excess will be recorded in the backorder

Users can:

* Search by code, category, name, or location
* Toggle **Show All Items**
* Enter request quantities

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FrNzvPogpCgq5I2IUz2tJ%2FScreenshot%202025-11-10%20at%2016.42.37.png?alt=media&amp;token=a46dbc08-fb83-41c5-9a89-2c0ad0cf5e78" alt=""><figcaption></figcaption></figure></div>

Use the Show all items toggle to display only the items you have selected

{% columns %}
{% column %}
All components will display from your master inventory list

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FhH6r7mchZT54P9Tzvu6s%2FScreenshot%202025-11-10%20at%2016.43.50.png?alt=media&amp;token=4a67498c-e0f7-477c-a3c7-28be0724f4b3" alt="" width="222"><figcaption></figcaption></figure></div>
{% endcolumn %}

{% column %}
Only the items selected from the list will display

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fbvcw2VgdgBEl2GfN4is3%2FScreenshot%202025-11-10%20at%2016.43.54.png?alt=media&amp;token=819149af-5a65-4669-b876-a2f8c28f8cd6" alt="" width="225"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

The inventory list now displays only the components where quantities have been added.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Ft7ioHNlDcFaRR32kGKeI%2FScreenshot%202025-11-10%20at%2016.42.45.png?alt=media&amp;token=e3937a99-22df-4144-9570-f544b03918e7" alt=""><figcaption></figcaption></figure></div>

***

### Backorders

If a user requests more than the available quantity, the system will:

* Highlight the line
* Display a message that the request exceeds available stock
* Record the remainder as a **Backorder**

Backorders allow the warehouse to source from another yard, cross-hire, or deliver partially.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiQt8rv64puKq4kBbZHUA%2FScreenshot%202025-11-10%20at%2016.49.33.png?alt=media&amp;token=bee1b7e4-32f3-4dba-b035-eb72e1308420" alt=""><figcaption></figcaption></figure></div>

***

### Totals Summary

At the bottom of the request, Cloudscaff auto-calculates:

* Total Items
* Total Counts
* Total Weight

This helps assess load sizes, transport planning, and job requirements.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FKvuMN7gqG0dr3KsnPyWc%2FScreenshot%202025-11-10%20at%2016.50.16.png?alt=media&amp;token=5ebe3745-c2c0-4998-b067-c6aeb3541e78" alt=""><figcaption></figcaption></figure></div>

***

### Uploads

Users may upload supporting documentation such as job instructions, reference code documents, drawings, or photos.

Supports drag-and-drop or manual file selection.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fy0beiahslvOic8ijEKbL%2FScreenshot%202025-11-10%20at%2016.51.00.png?alt=media&amp;token=1ab7b786-db29-4022-8984-ba5b2644a9cc" alt="" width="375"><figcaption></figcaption></figure></div>

***

### Saving or Submitting the Request

Buttons at the bottom:

{% columns %}
{% column valign="middle" %}
**Void Request** – Cancels the request entirely
{% endcolumn %}

{% column valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FpPjVHxiMJb2fUapfCbDp%2FScreenshot%202025-11-10%20at%2016.53.26.png?alt=media&amp;token=b1476bb1-d02b-4c09-97f6-8a58950cd4fc" alt="" width="153"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

{% columns %}
{% column valign="middle" %}
**Update Request** – Saves progress without submitting
{% endcolumn %}

{% column valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FcCj6CY3TsFyTb0mF2zIk%2FScreenshot%202025-11-10%20at%2016.54.24.png?alt=media&amp;token=4a13e32f-cd34-4139-b73a-bba3173c2162" alt="" width="171"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

{% columns %}
{% column valign="middle" %}
**Submit Request** – Sends the request to inventory management for processing
{% endcolumn %}

{% column valign="middle" %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FPDfUN4SeeC1mzJ90YyMk%2FScreenshot%202025-11-10%20at%2016.54.37.png?alt=media&amp;token=444141f3-bcc5-4374-a6e8-bf45f172a488" alt="" width="168"><figcaption></figcaption></figure></div>
{% endcolumn %}
{% endcolumns %}

Once submitted, the request moves to **Submitted Requests** and becomes locked.

<figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FMuprijj4SCE0ATrEthvi%2FScreenshot%202025-11-10%20at%2017.01.05.png?alt=media&amp;token=08c99a54-07e8-4f92-86c4-604f3eedd8ce" alt=""><figcaption></figcaption></figure>

***

### After Submission

The inventory team will:

* Review stock availability
* Approve or reject the request
* Generate a delivery when approved

Approved requests move into **Approved Requests,** where progress and related deliveries can be viewed.

***

### Key Benefits

* Clear traceability of requested inventory
* Stops informal and untracked material requests
* Accurate warehouse planning
* Smooth handover from site to logistics
* Creates audit-friendly reporting across all movements

> **Note**: Requests cannot be edited after they have been submitted, they can only be voided


# Deliveries - Receiving Deliveries On Site


# Returns from Site

A return from site is a request submitted by the site team to send inventory back to the yard for counting, processing, and stock updates.

## **Purpose**

A Return from Site allows teams to alert the yard that inventory is ready to be collected.&#x20;

This ensures accurate stock control by recording:

* What items are being returned
* Any extra/over-returned items found on site
* Supporting notes and documents

***

## **How to Access**

Main menu → Sites → Select Site → Returns tab

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FLCHKnrOKKvhk9K1nznIH%2FScreenshot%202025-12-08%20at%2009.47.46.png?alt=media&amp;token=9112cb2d-f1e5-49dc-8ca2-11871a5fd11b" alt=""><figcaption></figcaption></figure></div>

***

## **How It Works (Summary)**

1. **Create Return**
   * Open the Returns tab and click the plus button.
   * Enter return date, notes, and reference if needed.
2. **Add Return Quantities**
   * Enter the quantities being returned for items currently on site.
3. **Capture Over-Returned Items**
   * Add any extra items found on site that were never issued.
4. **Upload Documents**
   * Add photos, delivery notes, or supporting files.
5. **Submit Return**
   * Return appears as "Pending" and notifies the inventory team.

***

## **Key Rules**

| Rule                                     | Meaning                       |
| ---------------------------------------- | ----------------------------- |
| Only site users can submit a site return | Yard must process and approve |
| Over-returns must be logged separately   | Ensures accurate audit trail  |

***

## **What Happens Next**

* The inventory manager reviews the return.
* Driver details are added, and collection is scheduled.
* The site is notified when the return moves to Outbound.
* Yard receives, recounts, sorts, and approves the return.
* Stock levels update across the site and yard.


# Return from Site Workflow

A complete breakdown of every stage involved when returning inventory from a site back to the yard.

## **Purpose**

This workflow explains the full lifecycle of a return—from creation on-site, to collection, to final approval at the yard.

It ensures all users understand their roles and how Cloudscaff maintains accountability throughout the return process.

***

## **How to Access**

Open main menu → **Sites** → Select a Site → **Returns** tab

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FSRRBKo0JHkTXTAcX6h0J%2FScreenshot%202025-12-08%20at%2009.58.34.png?alt=media&amp;token=4a6b0bc6-82b6-4b03-8b71-e09a1aed46e3" alt="" width="149"><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fkf8KucgZ9HTuU3HKxV6C%2FScreenshot%202025-12-08%20at%2010.54.30.png?alt=media&amp;token=460c3df4-f900-4a21-8f6c-82e3ac4a4fac" alt=""><figcaption></figcaption></figure></div>

***

## **Step-by-Step Workflow**

### **1. Site Team Creates Return**

* The site user opens the Returns tab.
* Clicks the plus (+) button to create a return.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fi2VEha0lUe83SZiMxmt4%2FScreenshot%202025-12-08%20at%2010.56.16.png?alt=media&amp;token=af622e4c-617d-4ac6-a963-54804647a218" alt=""><figcaption></figcaption></figure></div>

* Enter the required details (**Return Date** is mandatory).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUs1Vvn8JPRdTCQ9mGwpS%2FScreenshot%202025-12-08%20at%2011.01.06.png?alt=media&amp;token=5f4a911d-9a3e-4f32-9a9b-bef3dbdfff9f" alt=""><figcaption></figcaption></figure></div>

* Enter return quantities&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGlsAhEclWJUzLYiH2372%2FScreenshot%202025-12-08%20at%2011.06.02.png?alt=media&amp;token=ea9fe859-d025-467c-ae16-130cb6ce52cd" alt=""><figcaption></figcaption></figure></div>

> **Note:** \
> **About Entering Return Quantities**
>
> The **Inventory Information** list shows all items currently recorded on the site.\
> You can only return up to the quantity that exists on-site.
>
> If you physically have more items than what is recorded on the site—for example:
>
> * System shows **4** on-site
> * You have **6** to return
>
> Then:
>
> * Enter **4** in the **Inventory Information → Return Qty** column
> * Enter the additional **2** under **Over-Return → Return Qty**

{% hint style="info" %}
[Learn about Over-Returns](/inventory-management/over-returns)
{% endhint %}

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FpDhMio03xW6TvNhiTKHJ%2FScreenshot%202025-12-08%20at%2011.12.02.png?alt=media&amp;token=57b60f31-e56a-4cad-a471-4f907a07dba9" alt=""><figcaption></figcaption></figure></div>

This ensures Cloudscaff correctly tracks both:

* Standard returns
* Extra items found on-site that were never previously logged

Upload supporting documents if needed

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FAGiYA897GxU0uNEPjONr%2FScreenshot%202025-12-08%20at%2011.15.39.png?alt=media&amp;token=f872d24e-1db2-4cfd-ada4-f0eb035376af" alt=""><figcaption></figcaption></figure></div>

Clicks **Submit Return**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQSaa5PtUAoDHbqGzSMMl%2FScreenshot%202025-12-08%20at%2011.14.52.png?alt=media&amp;token=965cde00-2d1d-4d29-9eb9-fd4f980e6548" alt="" width="138"><figcaption></figcaption></figure></div>

#### **Outcome:**

The return appears in **Pending Returns** and notifies the inventory team.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FWKwterSK5V75noHo9Bhl%2FScreenshot%202025-12-08%20at%2011.17.57.png?alt=media&amp;token=17717b8b-bfed-4c70-82d3-04292e71b267" alt=""><figcaption></figcaption></figure></div>

***

### **2. Inventory Manager Reviews the Return**

Navigation:

Main menu → **Inventory** → **Returns** → **Pending Returns**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FgwCGuasaDFBFuRdPxdm5%2FScreenshot%202025-12-08%20at%2011.19.00.png?alt=media&amp;token=404f3673-20ff-4169-a69a-e246d43d61e9" alt="" width="131"><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FzsBXzPUlePcyjxyFkfEJ%2FScreenshot%202025-12-08%20at%2011.19.12.png?alt=media&amp;token=6a24363c-1d15-4539-9616-f6a185f2b5ac" alt=""><figcaption></figcaption></figure></div>

The inventory manager opens the submitted record and verifies:

| Data Reviewed       | Purpose                         |
| ------------------- | ------------------------------- |
| Return quantities   | Ensure counts are logical       |
| Over-return items   | Validate unexpected items       |
| Notes & attachments | Confirms supporting infomration |
| Return date         | Plan driver scheduling          |

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fg7gADNygSKXvNfkapc3f%2FArtboard%201.jpg?alt=media&amp;token=823e7733-244d-4b67-9377-ab4851cabf88" alt=""><figcaption></figcaption></figure></div>

***

### **3. Add Driver Details (Optional)**

The inventory manager enters:

| Field               | Description |
| ------------------- | ----------- |
| Driver Name         | Optional    |
| Driver Contact      | Optional    |
| Vehicle Descriptoin | Optional    |

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQCV3tHGaWqIutFyB6ZfK%2FScreenshot%202025-12-08%20at%2011.32.51.png?alt=media&amp;token=4802ae2d-5e8b-43af-85a0-b55f7178f6d9" alt=""><figcaption></figcaption></figure></div>

They clicks **Schedule Collection**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FU5eB5AWYNSX2Hl0atDW3%2FScreenshot%202025-12-08%20at%2011.34.22.png?alt=media&amp;token=ac3156f8-5ef8-4ef0-82ad-1bb5a46fb79a" alt="" width="188"><figcaption></figcaption></figure></div>

#### **Outcome:**

The status changes from **Pending** to **Outbound**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FTIDeS2fevB3lNnfvQD7j%2FScreenshot%202025-12-08%20at%2011.35.31.png?alt=media&amp;token=66d8a5e3-ca3e-4d0c-b202-09730a1103ff" alt=""><figcaption></figcaption></figure></div>

***

### **4. Site Team Packs for Collection**

When the truck arrives:

* The site user opens the **Outbound Return.**
* The site team loads the inventory.

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fo7iI3TFdw71xN4bSfOM2%2FScreenshot%202025-12-08%20at%2011.37.55.png?alt=media&amp;token=a747dea2-62bc-49d7-9a91-6cebd7c145fd" alt=""><figcaption></figcaption></figure></div>

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FIsK4KZWF9MkehE471YFd%2FArtboard%203.jpg?alt=media&amp;token=27d79a0b-5f70-4a46-bb4e-6d71dc209cdd" alt=""><figcaption></figcaption></figure></div>

* Signs to release the inventory from the site and clicks the **Return Collected** button.

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FndHrkUz3GWD5NwmhPQ6f%2FScreenshot%202025-12-08%20at%2011.47.00.png?alt=media&amp;token=4d0f20ad-50d4-4243-b6ea-0be9a4ed54f3" alt=""><figcaption></figcaption></figure></div>

#### **Outcome:**

The return is officially released from the site.

The status changes to **Collected**, confirming the items have left the site.

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7rYt4HW5hlI4xYB0UReL%2FScreenshot%202025-12-08%20at%2011.47.49.png?alt=media&amp;token=a87a68e7-0bd3-4074-a7f6-fe433152ce07" alt=""><figcaption></figcaption></figure></div>

***

### **5. Yard Receives and Processes Inventory**

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F1kAS77jjDKGOwpxaa5Yu%2FScreenshot%202025-12-08%20at%2011.48.49.png?alt=media&amp;token=ab6103c1-1109-4d6e-8e7d-39348e71d9f3" alt=""><figcaption></figcaption></figure></div>

When the truck arrives at the yard, the inventory manager:

* Recounts all returned items
* Sorts items into:
  * Available
  * Maintenance
  * Damaged
  * Lost

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FqtpKFFuDFX1ljbtbcbjw%2FScreenshot%202025-12-08%20at%2012.30.59.png?alt=media&amp;token=b5783734-4b98-4451-bd38-147756bdcd06" alt=""><figcaption></figcaption></figure></div>

* Confirms over-returned items

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fvaro4mVulG0LJ3brh9WE%2FScreenshot%202025-12-08%20at%2012.31.43.png?alt=media&amp;token=65e32f73-80e8-4cb9-8c8f-00eb920e9032" alt=""><figcaption></figcaption></figure></div>

***

### **6. Approve and Finalise Return**

Once all counts are verified:

* The user signs
* Clicks **Approve Return**

<div data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FYeDYduQBwEDx4zAUKuBq%2FScreenshot%202025-12-08%20at%2012.32.37.png?alt=media&amp;token=85030e03-699c-4d2e-8791-64bce460271c" alt=""><figcaption></figcaption></figure></div>

#### **Outcome:**

* Items are added back into stock
* Site balances decrease
* Yard balances increase or update
* A full audit trail is recorded

***

## **Key Rules and Notes**

| Rule                                                     | What It Means                      |
| -------------------------------------------------------- | ---------------------------------- |
| Collection must be scheduled before site sees “Outbound” | Ensures coordination between teams |
| Yard cannot approve without collection signature         | Prevents inaccurate returns        |
| Over-return items must be reviewed before approval       | Prevents incorrect stock entries   |

***

## **What Happens Next**

After the return is approved:

* Stock levels synchronise across Sites and Inventory
* The return appears in **Completed Returns**
* All records remain available for historical reporting
* Data feeds into Logs, Inventory Movements, and Site History

***

## **Permissions Required**

#### Site: Returns

Manage returns from site — create return records, view processed returns, update pending return records, submit return requests, release inventory, and void if necessary.

#### Inventory: Returns

Manage inventory returns — create and update return records, approve submitted return requests, process returns immediately when inventory arrives without a prior request, and void when necessary.

<table><thead><tr><th width="253.3203125">Section</th><th>Tool</th><th>Permission</th></tr></thead><tbody><tr><td>Site</td><td>Returns</td><td>Create<br>View<br>Update<br>Submit<br>Release<br>Void</td></tr><tr><td>Inventory</td><td>Returns</td><td>Create<br>View<br>Update<br>Approve<br>Immediate<br>Void</td></tr></tbody></table>

***

## **Troubleshooting and Common Questions**

| Problem                              | Solution                                |
| ------------------------------------ | --------------------------------------- |
| Site says collection has not arrived | Check if status moved to Outbound       |
| Yard count does not match site count | Verify over-return and damaged sections |
| Return not appearing for manager     | Confirm correct company/site selected   |
| Status stuck on Outbound             | Ensure supervisor signed collection     |


# Transfers


# Site Instructions


# Uploads


# Inventory

Cloudscaff Inventory Management tracks, moves, and records all components across sites and yards with real-time visibility and full audit history.

## Purpose

Inventory Management in Cloudscaff is the system used to track, move, and manage all company-owned or supplier-provided components. Every item stored in a yard, delivered to a site, returned, or transferred is recorded in real time with full traceability.

Cloudscaff replaces manual stock management with a digital and auditable process, ensuring materials are always accounted for and accurately assigned to the correct location.

***

## Accessing Inventory Management

From the sidebar navigation: **Inventory → Inventory List**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fnb0cz0CBsW5x1Qo2dLXg%2FScreenshot%202025-11-10%20at%2010.39.11.png?alt=media&amp;token=af056aa4-841c-4095-8eb6-728a8a1b47e8" alt="" width="113"><figcaption></figcaption></figure></div>

Select Inventory to access the inventory management section of Cloudscaff

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F8QEeconOVXprp9vKUyBZ%2FScreenshot%202025-11-10%20at%2010.40.03.png?alt=media&amp;token=8ba73e1c-feb1-4a51-943b-ab7f7c5bad4e" alt="" width="220"><figcaption></figcaption></figure></div>

***

## Why Inventory Management Matters

Without a controlled inventory system, companies often face:

* Missing or unreturned items
* Incorrect stock counts
* Over-ordering or under-ordering
* Disputes between sites and yards
* Lack of proof when damage or loss occurs

Cloudscaff prevents these problems by documenting every movement with:

* Dates and timestamps
* Responsible users
* Digital signatures
* Supporting photos
* Automatic PDF records

This ensures inventory is accurate, traceable, and protected at all times.

***

## How Cloudscaff Inventory Management Works

Inventory enters and moves through the system in two ways:

### Company-Owned Stock

* Stored in one or more yards and delivered to job sites as needed.
* When work is completed, items return to the yard and are updated in the system.

### Cross-Hire or 3rd Party Supplier Stock

* Items rented or sourced from external suppliers.&#x20;
* These are tracked separately so companies can manage costs and returns accurately.

All movements are captured digitally and applied instantly to stock counts.

***

## Real-Time Visibility

Cloudscaff updates inventory levels the moment a transaction is completed.&#x20;

Users always see the correct quantities at:

* Yards or storage depots
* Active sites
* Supplier-held locations
* Remote storage facilities

There is no delay or manual updating required.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fj5ga2EfV6EYVcPqWD385%2FScreenshot%202025-11-10%20at%2010.28.53.png?alt=media&amp;token=8e41bf85-2557-4dc9-ae3b-546d7f4490b1" alt=""><figcaption></figcaption></figure></div>

***

## Documentation and Audit Trail

Every action creates a permanent audit record showing:

* Who performed the action
* What changed
* Quantity moved
* Photos attached
* Signature added
* Supporting comments
* PDF documentation generated

Records cannot be deleted or overwritten, ensuring complete transparency and compliance.

***

## Who Uses Inventory Management

### Site Users

* View site inventory
* Request items
* Receive and sign for deliveries
* Return unused or damaged items

### Stock Controllers

* Process and approve requests
* Create deliveries
* Manage returns and transfers
* Monitor stock availability

### Inventory Admins

* Import and adjust stock
* Configure supplier or cross-hire items
* Manage Yards
* Reconcile discrepancies
* Manage user permissions and access

***

## Inventory Management Tools

Cloudscaff provides a full set of tools for stock control, including:

<table><thead><tr><th width="156.02734375">Tool</th><th>Description</th></tr></thead><tbody><tr><td><strong>Inventory Lists</strong></td><td>Shows all items stored in yards, depots, sites, or supplier locations, including quantities, weights, and statuses.</td></tr><tr><td><strong>Requests</strong></td><td>Allows site users to request items from the yard or storage location. Controllers review, approve, and convert requests into deliveries.</td></tr><tr><td><strong>Deliveries</strong></td><td>Records all inventory being sent to a site. Includes driver details, photos, digital signatures, and automatic PDF documentation.</td></tr><tr><td><strong>Returns</strong></td><td>Used when items need to be collected from a site and brought back to a yard or supplier. Tracks quantities, photos, and signatures.</td></tr><tr><td><strong>Over-Return</strong></td><td>Allows sites to return more items than originally delivered. Prevents blocked transactions and ensures accurate adjustments and record-keeping.</td></tr><tr><td><strong>Transfers</strong></td><td>Moves inventory directly from one site to another without returning to the yard first. Updates stock at both sites in real time.</td></tr><tr><td><strong>Yard Transfers</strong></td><td>Transfers stock between yard or depot locations. Maintains accurate distribution across multiple storage facilities.</td></tr><tr><td><strong>Cross-Hire</strong></td><td>Tracks items rented from external suppliers. Keeps supplier inventory separate and ensures correct return and cost tracking.</td></tr><tr><td><strong>Bulk Updates</strong></td><td>Used to adjust or correct stock levels in large batches during audits, cycle counts, reconciliations, resizing, or any other inventory changes. Every update is logged with a timestamp and user details to maintain a full history of what changed and why.</td></tr><tr><td><strong>Alerts and Reporting</strong></td><td>Provides notifications for shortages, backorders, low stock, and pending approvals. Offers reporting for movement and stock history.</td></tr><tr><td><strong>Importing via CSV</strong></td><td>Allows admins to upload large quantities of inventory data using spreadsheet templates. Used for setup, migration, or major adjustments.</td></tr><tr><td><strong>Audit Trail</strong></td><td>Every transaction is permanently recorded with timestamps, responsible users, signatures, and photos. Cannot be deleted or overwritten.</td></tr><tr><td><strong>Location Management</strong></td><td>Manages yards, depots, 3rd party supplier locations, and remote storage facilities. Ensures stock is always linked to the correct place.</td></tr><tr><td><strong>Editing Item Details</strong></td><td>Allows admins to update codes, names, sizes, weights, prices, and other item information while keeping full history of changes.</td></tr></tbody></table>

Each tool will be explained in the following pages, with step-by-step instructions.

***

### Summary

Cloudscaff Inventory Management provides:

* Accurate tracking of all components
* Real-time visibility across every location
* Full audit history with signatures and photos
* Automatic documentation for every movement
* Clear accountability across teams and sites

This ensures materials are controlled, protected, and always accounted for.


# Inventory Overview

View and manage all items stored in yards, depots, sites, or supplier locations with real-time quantities, statuses, and audit history.

## Purpose

The Inventory Overview page provides a complete view of all items currently stored across your organization. It allows users to see where items are located, how many are available, and whether any stock is in use, reserved, damaged, maintained, or in transit.

This ensures teams always have accurate, real-time information when planning work, preparing deliveries, or reconciling stock.

***

## Accessing Inventory

From the sidebar navigation: \
**Inventory → Inventory List**

This opens the full company-wide inventory view.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fj5ga2EfV6EYVcPqWD385%2FScreenshot%202025-11-10%20at%2010.28.53.png?alt=media&amp;token=8e41bf85-2557-4dc9-ae3b-546d7f4490b1" alt=""><figcaption></figcaption></figure></div>

***

## What You Can See

When you open **Inventory**, a set of tabs appears across the top of the screen. Each tab represents a different tool used to manage and track stock throughout the system.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FDTaPXqMwiwUFRUZV0afz%2FScreenshot%202025-11-10%20at%2010.42.54.png?alt=media&amp;token=747a558a-3c10-4954-b231-1804d0ea6d29" alt=""><figcaption></figcaption></figure></div>

### Inventory Tabs

| Tab                | What it Does                                                                                                                                                       |
| ------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------ |
| **Overview**       | Displays all inventory stored across yards, depots, sites, and supplier locations. This is the primary inventory list used for searching and reviewing items.      |
| **Bulk Updates**   | Used to make large quantity changes during audits, cycle counts, reconciliations, resizing, or stock corrections. Keeps a complete record of what changed and why. |
| **Requests**       | Allows site users to request items from the yard. Controllers approve requests and convert them into deliveries.                                                   |
| **Deliveries**     | Shows all deliveries going out to sites. Includes driver details, photos, signatures, and PDF records.                                                             |
| **Returns**        | Displays returns created by sites. Tracks items being collected and brought back to a yard or supplier.                                                            |
| **Over Returns**   | Allows sites to return more items than originally delivered. Used to correct counts and maintain accurate stock.                                                   |
| **Transfers**      | Used when inventory needs to move directly from one site to another. Stock adjusts in real time for both locations.                                                |
| **Yard Transfers** | Used to move stock between different yards or depots, ensuring even distribution of inventory.                                                                     |
| **Site Movements** | Shows a complete movement history of inventory between sites, yards, suppliers, and returns. Acts as a transaction log for all locations.                          |

### Permission-Based Visibility

These tabs are **permission-controlled**.\
If a user does not have permission to access a specific feature, that tab will not appear in their view.

This ensures that each user only sees the tools and functions relevant to their role.

{% hint style="info" %}
[Learn more about how roles and permissions work here: **Roles and Permissions Page Link**](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

### Action Buttons

Above the inventory table, several action buttons provide quick access to exporting, updating, or adding inventory. Each button performs a specific function.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7ziv0U51IergLh7R7iip%2FScreenshot%202025-11-10%20at%2010.48.13.png?alt=media&amp;token=1920c782-685a-4847-9f1e-a3b67d73dfb1" alt=""><figcaption></figcaption></figure></div>

<table><thead><tr><th width="178.83203125">Button</th><th>What it Does</th></tr></thead><tbody><tr><td><strong>Order Sheet Matrix</strong></td><td>Exports a formatted spreadsheet that can be used as an order sheet. This is commonly shared with teams or suppliers to request or allocate stock.</td></tr><tr><td><strong>Excel Site Matrix</strong></td><td>Generates an Excel report showing how inventory is distributed across all active sites. Useful for audits, planning, or reconciling site counts.</td></tr><tr><td><strong>Excel Masterlist</strong></td><td>Downloads the full list of all inventory items stored in the system. Includes codes, categories, quantities, and locations.</td></tr><tr><td><strong>PDF Masterlist</strong></td><td>Produces a PDF version of the complete inventory list for printing or sharing.</td></tr><tr><td><strong>Bulk Update</strong></td><td>Opens the bulk update tool. Used to adjust large quantities during audits, cycle counts, reconciliations, or resizing. All changes are logged for history and compliance.</td></tr><tr><td><strong>Import Inventory</strong></td><td>Allows administrators to upload inventory using the Cloudscaff CSV template. Used for initial setup, system migrations, or large batch imports.</td></tr><tr><td><strong>Add New Item</strong></td><td>Opens a new item form to manually add a single component to the inventory. Useful for new purchases, supplier items, or urgent additions.</td></tr></tbody></table>

### Searching Inventory

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FEtDG0PCs7hPfVTW1mjq9%2FScreenshot%202025-11-10%20at%2010.55.25.png?alt=media&amp;token=a01468d6-5d9a-459a-90b9-339f4c6aeb38" alt=""><figcaption></figcaption></figure></div>

A search bar is located above the inventory table. As you type, results update instantly, making it easy to locate specific items, even in large datasets.

You can search by:

* Code
* Category
* Item name or description
* Size
* Supplier
* Location

Search works across all displayed columns, allowing users to quickly filter to the exact item they need without scrolling.

### Inventory Table

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7WF8Rtum9srkIkUH0EFW%2FScreenshot%202025-11-10%20at%2010.54.06.png?alt=media&amp;token=d35a38fa-2081-4a3d-b491-af9c406d3d77" alt=""><figcaption></figcaption></figure></div>

Below the tabs, the main inventory table displays all items that exist in the system. This table updates in real time and shows exactly where items are stored and how many are available.

Each inventory item includes:

<table><thead><tr><th width="163.98046875">Column</th><th>Description</th></tr></thead><tbody><tr><td><strong>Code</strong></td><td>The unique identifier assigned to an item. Used across requests, deliveries, returns, transfers, and all reports.</td></tr><tr><td><strong>Category</strong></td><td>The classification of the item (for example: Boards, Tubes, Couplers, Tools, Accessories, or any custom category).</td></tr><tr><td><strong>Size</strong></td><td>The size or dimension of the item, if applicable.</td></tr><tr><td><strong>Name</strong></td><td>The full item name or description used throughout the system.</td></tr><tr><td><strong>Location</strong></td><td>Where the item is physically stored. This can be a yard, depot, supplier, or remote storage location.</td></tr><tr><td><strong>Supplier</strong></td><td>Displays the supplier name if the item is cross-hired or purchased from a specific vendor.</td></tr><tr><td><strong>Total Qty</strong></td><td>Shows the total number of units the company holds for this item, across all sites and yards.</td></tr><tr><td><strong>Available Qty</strong></td><td>The number of units currently available to be issued or delivered. These items are not reserved, in transit, or in use.</td></tr><tr><td><strong>In Use Qty</strong></td><td>The number of units currently issued to active sites. These items remain part of company inventory until returned.</td></tr><tr><td><strong>Reserved Qty</strong></td><td>Items allocated for an upcoming delivery or request. These units are removed from “available” and cannot be double-allocated.</td></tr><tr><td><strong>In Maintenance Qty</strong></td><td>Items temporarily removed from circulation because they require repair or inspection.</td></tr><tr><td><strong>Damaged Qty</strong></td><td>Items flagged as damaged through returns or inspections. These units are not available for use.</td></tr><tr><td><strong>Lost Qty</strong></td><td>Items written off through reconciliation, site confirmation, or audit.</td></tr><tr><td><strong>Resized Qty</strong></td><td>Items resized or altered. Used when an item is modified and no longer matches the original dimensions or specification.</td></tr><tr><td><strong>Weight</strong></td><td>The weight of a single unit.</td></tr><tr><td><strong>Total Weight</strong></td><td>Combined weight of all units based on Available Qty or Total Qty (depending on system configuration). Used for transport planning and reporting.</td></tr><tr><td><strong>Hire Cost</strong></td><td>The cost to hire or rent the item from a supplier, if applicable. Used for cross-hire cost tracking.</td></tr><tr><td><strong>Replacement Cost</strong></td><td>The cost to replace the item if lost, damaged, or written off. Often used for invoicing or contractor back-charging.</td></tr><tr><td><strong>Selling Cost</strong></td><td>The selling price of the item if your company hires, sells, or transfers stock to clients.</td></tr></tbody></table>

***

### Status Indicators

Inventory items can carry status tags that reflect real-time system conditions:

<table><thead><tr><th width="155">Status</th><th>What It Means</th></tr></thead><tbody><tr><td><strong>Reserved</strong></td><td>The item has been allocated for an upcoming delivery or request. Reserved items are removed from “Available Qty” and cannot be issued to another site.</td></tr><tr><td><strong>Alert Levels</strong></td><td>Triggered when the item has fallen below a configured quantity threshold. Alerts are used to identify shortages and plan replenishment before stock is depleted.</td></tr><tr><td><strong>In Maintenance</strong></td><td>Items flagged for inspection, servicing, or repair. They are temporarily removed from circulation until approved for use again.</td></tr><tr><td><strong>Damaged or Lost</strong></td><td>Items recorded as damaged through returns, or written off during reconciliation or audit. These items are no longer available for operational use.</td></tr></tbody></table>

These indicators help teams plan ahead and avoid delays or shortages.

***

## Item Details

Each item in the inventory table has a gear icon in the first column.&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FakXy7WTQLSKp3caTUXSt%2FScreenshot%202025-11-10%20at%2011.08.13.png?alt=media&amp;token=939e8a02-f67c-48bd-b939-2106ce4a28ec" alt="" width="49"><figcaption></figcaption></figure></div>

Clicking this icon opens the item actions menu. The menu includes the following options:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FoEQW00kwphYbig9wPY2b%2FScreenshot%202025-11-10%20at%2011.08.49.png?alt=media&amp;token=45c3bf9f-45f2-4b39-8d18-fd3e15bd8141" alt="" width="108"><figcaption></figcaption></figure></div>

<table><thead><tr><th width="163.3359375">Action</th><th>Description</th></tr></thead><tbody><tr><td><strong>Edit</strong></td><td>Opens the item details form, allowing administrators to update codes, names, categories, sizes, weights, costs, and other data. All changes are recorded in the audit log.</td></tr><tr><td><strong>Delete</strong></td><td>Removes the item from the inventory list. Only available if the item has no active stock or is currently in use.</td></tr><tr><td><strong>Duplicate</strong></td><td>Creates a new item using the same details. Useful when adding multiple similar items with different sizes or codes.</td></tr><tr><td><strong>View Locations</strong></td><td>Shows where this item is currently in use across active sites. The system displays each site where the component is issued, along with the exact quantity on that site in real time. This allows users to quickly see how stock is distributed across projects.</td></tr><tr><td><strong>Movement Log</strong></td><td>Shows a full history of every transaction involving this item, including deliveries, returns, transfers, resizing, and reconciliation activity.</td></tr></tbody></table>

***

## Multi-Location Visibility (Multiple Yards)

Cloudscaff allows companies to manage inventory across multiple storage facilities without confusion or manual tracking. The system supports any number of locations, including:

* Main yard or depot
* Regional yards
* Warehouse or storage facilities
* Supplier or cross-hire stock
* Temporary or project-based holding areas

Every location is tracked separately, but displayed together in real time. This ensures you always know where stock is stored and how much is available at each location.

This is how companies manage multiple yards or storage facilities inside Cloudscaff without needing separate systems or spreadsheets. When stock moves between locations, Cloudscaff updates the quantities automatically, keeping every user aligned on accurate, up-to-date counts.

***

## Common Uses

The Inventory Overview page is used to:

* Check stock availability before approving requests
* Identify shortages or low stock
* Locate items across multiple yards and depots
* View reserved, damaged, or maintenance items
* Confirm quantities during reconciliations

***

## Summary

The Inventory Overview is the central view of your stock. It shows quantities, locations, real-time updates, and item details across the entire organization. Every movement is recorded, ensuring teams always work with accurate and current information.


# Bulk Update

Bulk Update allows you to update multiple inventory quantities at once by exporting your inventory list, editing the quantity adjustments, and uploading the updated CSV back into Cloudscaff.

## Purpose

The **Bulk Update Inventory tool** is designed for situations where updating items one by one would take too long.

Typical use cases include:

* Stock counts
* Inventory corrections
* Warehouse adjustments
* Importing inventory from external systems
* Bulk quantity updates

Instead of editing inventory items individually, Cloudscaff allows you to:

1. Download your inventory spreadsheet
2. Enter quantity adjustments
3. Upload the file to apply the changes

***

## Where to Find Bulk Update

Navigate to:

**Inventory → Overview** page.

At the top of the inventory screen you will see the **Bulk Update button**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FnOTv5IaRA9QSutcRGRe1%2Fbulk.jpg?alt=media&amp;token=efc15cf4-9edb-4ebb-b7eb-1b528af3cfc5" alt=""><figcaption></figcaption></figure></div>

***

## Step 1: Download the Inventory Spreadsheet

Click:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fx0VCQoaisqdEv3v5V0I2%2FScreenshot%202026-03-06%20at%2006.15.53.png?alt=media&amp;token=989450f6-a897-46cc-b5d2-79a01917c810" alt=""><figcaption></figcaption></figure></div>

You will see the Bulk Update instructions page.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7LhavN1plsiWRbiqktjb%2FScreenshot%202026-03-06%20at%2006.16.18.png?alt=media&amp;token=1d451f39-c497-4244-b2da-f67213c81a86" alt=""><figcaption></figcaption></figure></div>

Click:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FKavhorXyU1uVKAna7GbO%2FScreenshot%202026-03-06%20at%2006.32.29.png?alt=media&amp;token=5fda3b0c-6bbe-4e8b-b7ef-3e2819527399" alt=""><figcaption></figcaption></figure></div>

This downloads the Inventory Masterlist Spreadsheet.

***

## Step 2: Edit the Spreadsheet

Open the downloaded spreadsheet in **Microsoft Excel**.

The spreadsheet contains your full inventory dataset.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FKz8OJahQlinrIzC698Mr%2FScreenshot%202026-03-06%20at%2008.38.17.png?alt=media&amp;token=bd3e36ab-b55a-474e-84f5-4c5e78b49309" alt=""><figcaption></figcaption></figure></div>

Example columns include:

| Column       | Description                | Editable |
| ------------ | -------------------------- | -------- |
| id           | Unique system identifier   | No       |
| code         | Inventory item code        | Yes      |
| category     | Item category              | Yes      |
| size         | Item size                  | Yes      |
| name         | Item description           | Yes      |
| location     | Inventory location         | Yes      |
| weight       | Weight per item            | Yes      |
| hireCost     | Hire value                 | Yes      |
| replacement  | Replacement cost           | Yes      |
| sellingCost  | Selling price              | Yes      |
| totalQty     | Total quantity             | No       |
| availableQty | Current available quantity | No       |
| editQty      | Quantity adjustment        | Yes      |

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FvFbossPB62uxa8nPn576%2FScreenshot%202026-03-06%20at%2006.17.24.png?alt=media&amp;token=be034025-39f5-4e6e-a2c6-4c3f1be15c9b" alt=""><figcaption></figcaption></figure></div>

### Enter Quantity Adjustments (editQty)

All updates are made inside the **editQty column**.

{% hint style="success" %}
The value entered in **editQty** is the **quantity change**, not the final quantity.
{% endhint %}

### How `editQty` Affects Inventory Quantities

{% hint style="info" %}
The **editQty column adjusts the Total Quantity only.**
{% endhint %}

It does **not calculate changes based on the Available Quantity.**

When a bulk update is processed, Cloudscaff applies the value entered in **editQty** directly to the **totalQty** field.

This means the system will:

```
New Total Qty = Current Total Qty + editQty
```

After the **Total Quantity** is updated, the system recalculates the **Available Quantity** based on existing allocations

***

#### Example Scenario

Current inventory:

| Field         | Value |
| ------------- | ----- |
| Total Qty     | 100   |
| Available Qty | 10    |
| In Use        | 90    |

Now you enter:

```
editQty = -20
```

Cloudscaff performs the calculation:

```
100 - 20 = 80 Total Qty
```

However, **90 items are still in use**.

So the system recalculates:

```
Available Qty = Total Qty - In Use
Available Qty = 80 - 90
Available Qty = -10
```

Result:

| Field         | Value |
| ------------- | ----- |
| Total Qty     | 80    |
| Available Qty | -10   |

***

#### Why This Happens

The **Bulk Update tool adjusts inventory totals**, not allocation states.

This allows administrators to:

* Correct stock counts
* Adjust system totals
* Reconcile inventory differences

without modifying operational records such as deliveries, returns, or site allocations.

> **Note:** Always verify how many items are **currently in use** before reducing Total Quantity.\
> Reducing Total Quantity below the number of allocated items will create **negative available quantities**.

***

### Adding inventory

Enter a **positive number**.

Example:

| totalQty | availableQty | editQty |
| -------- | ------------ | ------- |
| 30       | 22           | 10      |

Result:

```
totalQty = 30 + 10 = 40
```

```
availableQty = 32 
```

***

### Removing inventory

Enter a **negative number**.

Example:

| totalQty | availableQty | editQty |
| -------- | ------------ | ------- |
| 30       | 22           | -10     |

Result:

```
totalQty = 30 - 10 = 20
```

```
availableQty = 22
```

***

### No change

Leave the value as:

```
0 or blank
```

### Save the File as CSV

After making your updates:

Click:

```
File → Save As
```

Select the format:

```
CSV
```

{% hint style="danger" %}
Uploading Excel (.xlsx) files will not work.
{% endhint %}

You must upload a **CSV file**.

***

## Step 3: Upload the CSV

Return to the **Bulk Update screen** in Cloudscaff.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FaQnQu37JRyt4OPeX6da4%2FScreenshot%202026-03-06%20at%2008.40.15.png?alt=media&amp;token=94ba788a-a2c4-49d1-86ae-fef512ee5a44" alt=""><figcaption></figcaption></figure></div>

Click:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F9DUiip1uIffkwrHq2U2I%2FScreenshot%202026-03-06%20at%2008.41.02.png?alt=media&amp;token=e153d89e-89f5-4a97-9804-80992adc6924" alt=""><figcaption></figcaption></figure></div>

Select the CSV file you just saved.

***

### Confirm the Update

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fka4v3yrs6nN4b5XsZamm%2FScreenshot%202026-03-06%20at%2006.19.27.png?alt=media&amp;token=14119987-7588-40fd-ae9c-2a9ad8ad5d40" alt=""><figcaption></figcaption></figure></div>

After uploading the CSV, Cloudscaff will display a confirmation dialog.

Click:

```
Yes
```

Cloudscaff will now apply the inventory adjustments.

***

## Inventory Updated

Once the update is complete, your inventory quantities will be updated immediately in the **Inventory Overview table**.

You will see updated values in:

* Available Quantity
* Total Quantity
* Inventory indicators

***

## Example Adjustment

Current stock:

| Item        | Total Qty | Available |
| ----------- | --------- | --------- |
| Ledger 1.2m | 50        | 30        |

Spreadsheet change:

| totalQty | availableQty | editQty |
| -------- | ------------ | ------- |
| 50       | 30           | -5      |

Result after upload:

| Total Qty | Available |
| --------- | --------- |
| 45        | 25        |

***

## Important Rules

{% hint style="danger" %}
Do not delete the **ID column**.
{% endhint %}

The **ID field links the spreadsheet row to the correct inventory item in Cloudscaff.**

If the ID is removed or changed, the update will fail.

{% hint style="info" %}
editQty is a **change value**, not the final quantity.
{% endhint %}

Example:

```
Total Qty = 100
Available = 100
editQty = -10
```

Final quantity becomes:

```
Total Qty = 90
Available = 90
```

***

## Best Practices

To avoid mistakes when performing bulk updates:

* Always download a **fresh spreadsheet**
* Test with **small quantity adjustments first**
* Review the inventory table after updating
* Keep a copy of the spreadsheet for records

***

## Summary

Bulk Update allows you to update large inventory quantities in three simple steps safely:

1. Download inventory list
2. Enter quantity adjustments in **editQty**
3. Upload the CSV

Cloudscaff then applies the changes instantly across your inventory.


# Add New Item

Add a new inventory stock item from the Inventory page using the Add New Item modal.

## **Purpose**

Explain how to launch and use the Add New Item modal to create a stock item from the Inventory view.

## **How to Access**

Open the main menu → Select **Inventory** → Stay on the Inventory Overview Tab → Click the **Add New Item** button (*visible only when permitted*).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FqLrBaeY36Ekd96RxzjGo%2FScreenshot%202026-01-05%20at%2008.47.41.png?alt=media&amp;token=191a8305-a047-413b-b41a-593be4ae3fb5" alt="" width="120"><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F5foy52EjcZr56uKV1szs%2FScreenshot%202026-01-05%20at%2008.49.13.png?alt=media&amp;token=445e02fa-bfd4-4cd9-a372-5c1e56859f63" alt=""><figcaption></figcaption></figure></div>

***

## **Permissions & Visibility**

This tool is only visible if the user has the required permissions. Buttons, actions, and fields may appear or be hidden depending on role.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGqFItlJMlNiBeu3QsHVN%2FScreenshot%202026-01-05%20at%2008.52.59.png?alt=media&amp;token=aa457ab1-a977-415d-baf9-f9dd7162a568" alt=""><figcaption></figcaption></figure></div>

## **Workflow Overview**

This guide covers the standard workflow: Open Inventory list → Launch Add New Item modal → Enter item details → Save. Variations such as validation errors or permission-based restrictions are noted in the steps.

## **Step-by-Step Workflow**

### **Access the Inventory Management Section**

* What the user does: Open Inventory.
* What the system displays: Inventory list with Add New Item Button (if permitted).
* Outcome: User can start item creation.

### **Open the Add New Item Tool**

* What the user does: Click **Add New Item** Button.
* What the system displays: Fullscreen Add Item tool with empty form fields.
* Outcome: Form ready for input.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FPNzCiI6ye7benxSzWWtn%2FScreenshot%202026-01-05%20at%2009.01.22.png?alt=media&amp;token=76233e91-45a3-45ed-be8d-5fcc4dc7314e" alt=""><figcaption></figcaption></figure></div>

### **Complete the Add Item Form**

* What the user does: Enter item details and clicks Add Item
* What the system displays: Field validations; errors shown inline if required fields are missing.
* Outcome: Item is created and should appear in the Inventory list upon success.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FzcmGRWOPnEFifEmm4V9N%2FScreenshot%202026-01-05%20at%2009.06.46.png?alt=media&amp;token=78b1d88f-0742-4ebe-881e-1624e914f20a" alt=""><figcaption></figcaption></figure></div>

### Example form fields:

| Field                | Improved Description                                                | Mandatory |
| -------------------- | ------------------------------------------------------------------- | --------- |
| **Code**             | Internal reference code used to uniquely identify the item          | No        |
| **Category**         | Grouping used to organize inventory items                           | No        |
| **Size**             | Size or unit of measure, where applicable                           | No        |
| **Type**             | Item type or classification identifier                              | No        |
| **Description**      | Additional details or notes about the item                          | No        |
| **Location**         | Current storage location (yard, warehouse, or third-party supplier) | No        |
| **Supplier**         | Supplier or vendor associated with the item                         | No        |
| **Weight**           | Weight of a single unit, where applicable                           | No        |
| **Hire / Rent Cost** | Cost to hire or rent the item per unit                              | No        |
| **Replacement Cost** | Cost to replace the item if lost or damaged                         | No        |
| **Selling Cost**     | Selling price per unit, if applicable                               | No        |
| **Low Level Alert**  | Minimum quantity threshold that triggers a low-stock alert          | No        |
| **Total Qty**        | Total quantity currently recorded in inventory                      | No        |

***

## **What Happens Next**

Record status updates per inventory rules; New item appears in the Inventory list

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FEg0bWlB2WuqRFq0G8607%2FScreenshot%202026-01-05%20at%2009.18.58.png?alt=media&amp;token=68a2a281-c420-411c-a382-6a748d312086" alt=""><figcaption></figcaption></figure></div>

***

## **Permissions Required**

Permissions are controlled by these permissions:

| Permission needed            | Why it matters                                            |
| ---------------------------- | --------------------------------------------------------- |
| inventory-inventory-create   | Allows adding new stock items.                            |
| inventory-inventory-update   | Allows editing stock items (also unlocks the add button). |
| roles-inventory-admin-enable | Full inventory admin access; shows the button.            |
| roles-super-admin-enable     | Full system access; shows the button.                     |

> **Tips**: You only need one of these; the UI shows the button if any match your permissions list.

***

## **Troubleshooting**

Common visibility or validation issues when adding a new stock item.

| Problem                        | Solution                                                           |
| ------------------------------ | ------------------------------------------------------------------ |
| Cannot see Add New Item Button | Verify create permission for inventory; refresh after role updates |
| Record not saving              | Check required fields and validation messages                      |
| Data missing after save        | Confirm system preconditions and retry; check inventory filters    |

***

## **Related Pages and Links**

{% hint style="info" %}
[Inventory Overview](/inventory-management/inventory-overview)
{% endhint %}

{% hint style="info" %}
[Roles and Permissions](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}


# Item Actions Menu

Take actions on a single inventory item from the list.\\

## Purpose

This menu lets a user choose what to do with one item in the Inventory list. The available actions are Edit, Delete, Duplicate, View Locations, and Movement Log.

***

## How to Access

Open the main menu → Select **Inventory** → Stay on the Inventory Overview Tab → Click the **Gear Icon** button (*visible only when permitted*).

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGswmg6DyGuAr4GHZSMtV%2FScreenshot%202026-01-30%20at%2008.39.31.png?alt=media&amp;token=46856db4-2e9e-4cf5-a499-188ff639a4e1" alt="" width="149"><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FJSz2YUWQPWlyNqXO6qHg%2FScreenshot%202026-01-30%20at%2008.18.26.png?alt=media&amp;token=26a5f3cb-1379-4912-8744-3d68270b1655" alt=""><figcaption></figcaption></figure></div>

> **Notes:** \
> Visibility depends on permissions.\
> Buttons and actions may be hidden based on role.

***

## Step-by-Step Workflow

### Overview

Open the Inventory list, select a row, open the actions menu, and choose an action. Some actions may be hidden based on permissions.&#x20;

{% hint style="info" %}
Delete may be blocked if the item is still in use.
{% endhint %}

### Step 1: Open the Inventory List

Go to Inventory and open the Overview tab.

The table displaying your inventory items will include a gear icon on each row.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F2AU2dXgWgMfonKRYLgbZ%2FScreenshot%202026-01-30%20at%2008.47.09.png?alt=media&amp;token=876c40f1-b84f-4247-a26a-e4ca15fa42d9" alt=""><figcaption></figcaption></figure></div>

### Step 2: Open the Item Actions Menu

Click the row you want to act on.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FNTOUhH1XgHiXDJpfrfbh%2FScreenshot%202026-01-30%20at%2008.49.53.png?alt=media&amp;token=0554655f-b146-44fe-a49f-1878a8fc83b2" alt=""><figcaption></figcaption></figure></div>

Click the gear icon in that row.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F6Bl1bBVWaCcm8tZFyB5P%2FScreenshot%202026-01-30%20at%2008.50.50.png?alt=media&amp;token=495bc7df-1983-4852-9f59-c885a2da0f84" alt=""><figcaption></figcaption></figure></div>

A menu with the available actions for that item.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FRCHyBrhvrANScbyiVIvL%2FScreenshot%202026-01-30%20at%2008.19.24.png?alt=media&amp;token=11a57390-aa92-4236-bb31-e23dbdac1497" alt="" width="103"><figcaption></figcaption></figure></div>

### Step 3: Choose an Action

Click the action you want.

<table><thead><tr><th width="181.30859375">Action</th><th>Description</th></tr></thead><tbody><tr><td>Edit</td><td>Update item details and move items between <strong>Available</strong>, <strong>Maintenance</strong>, <strong>Damaged</strong>, and <strong>Lost</strong> statuses. All changes are recorded in the Yard Movement Log.</td></tr><tr><td>Delete</td><td>Permanently remove the item from your inventory.</td></tr><tr><td>Duplicate</td><td>Create a new item by copying all details from an existing item, then edit and save it as a separate inventory record.</td></tr><tr><td>View Locations</td><td>See where the item is currently located across all projects and sites in real time.</td></tr><tr><td>Movement Log</td><td>View the full movement history of the item, including inventory adjustments, deliveries, returns, over-returns, transfers, and yard movements.</td></tr></tbody></table>

***

## Permissions Required

| Permission Section | Permission Scope | Required For            |
| ------------------ | ---------------- | ----------------------- |
| Roles              | Super Admin      | Edit, Delete, Duplicate |
| Roles              | Inventory Admin  | Edit, Delete, Duplicate |
| Inventory          | Update           | Edit                    |
| Inventory          | Delete           | Delete                  |
| Inventory          | Create           | Duplicate               |

***

## Troubleshooting and Common Questions

| Issue                                   | Explanation                 | Resolution                                  |
| --------------------------------------- | --------------------------- | ------------------------------------------- |
| I do not see Edit, Delete, or Duplicate | Access is permission-based  | Ask an admin to grant the needed permission |
| Delete does not work                    | The item is still in use    | Return the item, then try again             |
| Nothing happens when I click an action  | The row may not be selected | Click the row first, then try again         |

***

## Common Mistakes to Avoid

* Trying to delete items that are still in use.
* Assuming all actions are available to every user.
* Clicking the gear without selecting the row.

***

## Related Pages and Links

{% hint style="info" %}
[Inventory Overview](/inventory-management/inventory-overview)
{% endhint %}

{% hint style="info" %}
[Edit an Item](/inventory-management/inventory-overview/edit-an-item)
{% endhint %}

{% hint style="info" %}
[Delete an Item](/inventory-management/inventory-overview/delete-an-item)
{% endhint %}

{% hint style="info" %}
[Duplicate an Item](/inventory-management/inventory-overview/duplicate-an-item)
{% endhint %}

{% hint style="info" %}
[View Item Locations](/inventory-management/inventory-overview/view-item-locations)
{% endhint %}

{% hint style="info" %}
[Inventory Movement Log](/inventory-management/inventory-overview/item-movememnt-log)
{% endhint %}


# Edit an Item


# Delete an Item

Remove an inventory item from the system.

## **Purpose**

The **Delete Item** action allows authorized users to permanently remove an inventory item from the system **only when it is no longer in use** on any site or project.

***

## How to Access <a href="#how-to-access" id="how-to-access"></a>

Open the main menu → Select **Inventory** → Stay on the Inventory Overview Tab → Click the **Gear Icon** button (*visible only when permitted*)

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGswmg6DyGuAr4GHZSMtV%2FScreenshot%202026-01-30%20at%2008.39.31.png?alt=media&amp;token=46856db4-2e9e-4cf5-a499-188ff639a4e1" alt="" width="149"><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FJSz2YUWQPWlyNqXO6qHg%2FScreenshot%202026-01-30%20at%2008.18.26.png?alt=media&amp;token=26a5f3cb-1379-4912-8744-3d68270b1655" alt=""><figcaption></figcaption></figure></div>

> **Notes:**\
> Visibility depends on permissions.\
> Buttons and actions may be hidden based on role.

***

## Step-by-Step Workflow

#### Overview <a href="#overview" id="overview"></a>

Open the Inventory list, select a row, open the actions menu, and choose the **Delete** action.&#x20;

#### Step 1: Open the Inventory List <a href="#step-1-open-the-inventory-list" id="step-1-open-the-inventory-list"></a>

Go to Inventory and open the Overview tab.

The table displaying your inventory items will include a gear icon on each row.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F2AU2dXgWgMfonKRYLgbZ%2FScreenshot%202026-01-30%20at%2008.47.09.png?alt=media&amp;token=876c40f1-b84f-4247-a26a-e4ca15fa42d9" alt=""><figcaption></figcaption></figure></div>

#### Step 2: Open the Item Actions Menu <a href="#step-2-open-the-item-actions-menu" id="step-2-open-the-item-actions-menu"></a>

Click the row you want to act on.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FNTOUhH1XgHiXDJpfrfbh%2FScreenshot%202026-01-30%20at%2008.49.53.png?alt=media&amp;token=0554655f-b146-44fe-a49f-1878a8fc83b2" alt=""><figcaption></figcaption></figure></div>

Click the gear icon in that row.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F6Bl1bBVWaCcm8tZFyB5P%2FScreenshot%202026-01-30%20at%2008.50.50.png?alt=media&amp;token=495bc7df-1983-4852-9f59-c885a2da0f84" alt=""><figcaption></figcaption></figure></div>

A menu with the available actions for that item.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FRCHyBrhvrANScbyiVIvL%2FScreenshot%202026-01-30%20at%2008.19.24.png?alt=media&amp;token=11a57390-aa92-4236-bb31-e23dbdac1497" alt="" width="103"><figcaption></figcaption></figure></div>

#### Step 3: Choose Delete Action <a href="#step-3-choose-an-action" id="step-3-choose-an-action"></a>

This will permanently remove the item from your inventory.

| Scenario                     | Item State                                                                                                                                     | System Behaviour                                                                                                                                                                             | Required Action                                                                                                                                                  |
| ---------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| Delete Action **Successful** | <p>No quantity issued to sites<br><br>No quantity assigned to projects<br><br>In Use balance = 0<br><br>Available balance = Total Quantity</p> | <p>System allows deletion<br><br>User is prompted to confirm the delete action<br><br>Item is permanently removed from the inventory<br><br>Item no longer appears in the inventory list</p> | <p>Confirm the delete action<br></p><p>No further steps required</p>                                                                                             |
| Delete Action **Blocked**    | <p>Quantity issued to sites<br><br>Quantity allocated to active projects<br><br>In Use balance greater than 0</p>                              | System prevents deletion                                                                                                                                                                     | <p>Return all issued quantities from sites or projects<br><br>Ensure In Use = 0<br><br>Ensure Available = Total Quantity<br><br>Retry the Delete Item action</p> |

If the Delete action is blocked, the system will display an alert showing

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FTBFRpCZQRhqFQYL7yLOR%2FScreenshot%202026-01-30%20at%2009.35.27.png?alt=media&amp;token=ff37d307-4ee0-45ae-a496-a09ce888431e" alt=""><figcaption></figcaption></figure></div>

If the Delete action is successful, the system will display a confirmation window to confirm if you woudl like to proceed with deleting the item.&#x20;

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FkoTdwcMVPbnSwT6T8sf9%2FScreenshot%202026-01-30%20at%2008.19.48.png?alt=media&amp;token=48422fea-311a-4b0c-8344-5c5a8317b30a" alt="" width="188"><figcaption></figcaption></figure></div>

***

## Permissions Required <a href="#permissions-required" id="permissions-required"></a>

| Permission Section | Permission Type | Required For            |
| ------------------ | --------------- | ----------------------- |
| Roles              | Super Admin     | Edit, Delete, Duplicate |
| Roles              | Inventory Admin | Edit, Delete, Duplicate |
| Inventory          | Delete          | Delete                  |

***

## Troubleshooting and Common Questions <a href="#troubleshooting-and-common-questions" id="troubleshooting-and-common-questions"></a>

* **Delete option not visible:**\
  Check your role permissions or contact an administrator
* **Delete blocked:**\
  Verify all issued quantities have been returned and balances are correct
* **Item still visible after delete:**\
  Refresh the inventory list or re-open the Inventory Overview page

***

## **Important Notes**

* Deleted items are **fully removed from the system**
* Items cannot be deleted while actively issued or allocated
* Deletion helps maintain **accurate inventory records** and prevents orphaned data


# Duplicate an Item


# View Item Locations


# Item Movememnt Log


# Bulk Update Tool

Adjust, correct, or restructure your yard inventory using Bulk Update, Cycle Count, or Resize movements. Track all changes with full audit history.

## **Purpose**

The Bulk Update tool allows you to adjust inventory levels, update component metadata, perform cycle counts, or resize components.

Each action is logged as a movement and is fully reversible. This ensures clean audit trails and correct inventory history across all components.

***

## **How to Access**

Open the main menu → **Inventory** → **Bulk Updates**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F2z0vYBa1wlhaJMzSxzc2%2FScreenshot%202025-11-24%20at%2011.42.21.png?alt=media&amp;token=8cedfd86-f23b-461a-9645-7cbf6bfdfd29" alt=""><figcaption></figcaption></figure></div>

The Bulk Updates tab is located alongside:

* Overview
* Requests

Permissions: Users require inventory-related permissions, such as *Bulk Update* to use this tool&#x20;

{% hint style="info" %}
[Learn how to manage roles and permissions in the system](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

***

## **User Interface Overview**

When the page loads, you will see:

### **Accordion Sections**

* **Pending**
* **Bulk Updates**
* **Reversed**
* **Voided**

Each section can be expanded to view historical records.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FLYLU7L9LcGbAuwGYL5UP%2FScreenshot%202025-11-24%20at%2011.16.23.png?alt=media&amp;token=862e28fe-c11c-407e-8823-b4cb521b4b46" alt=""><figcaption></figcaption></figure></div>

At the bottom-right of the screen:\
**Yellow + Button** → Used to create a new Bulk Update.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVTIQWipo6oZEys9hpWxW%2FScreenshot%202025-11-10%20at%2016.02.53.png?alt=media&amp;token=3a8d3ad4-0c68-4891-9ebd-a6ada7f4e821" alt="" width="86"><figcaption></figcaption></figure></div>

***

## **Step-by-Step Workflow**

### **1. Create a New Bulk Update**

* Click the **yellow + button** in the bottom-right corner.
* The system opens the **Add Bulk Update** screen.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FnKZDRnWs60dPCmRkohJy%2FScreenshot%202025-11-24%20at%2011.18.30.png?alt=media&amp;token=64cc1d59-b2db-46c3-b68c-08735a60aa16" alt=""><figcaption></figcaption></figure></div>

You will now see the form divided into four main sections:

1. Bulk Update Information
2. Inventory Information
3. Summary
4. File Uploads

***

### **2. Bulk Update Information Section**

<figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fh7h3uNeTN2dBun80bZ1K%2FScreenshot%202025-11-24%20at%2011.25.44.png?alt=media&amp;token=07491ec6-4c91-4139-93ec-54f0755bea93" alt=""><figcaption></figcaption></figure>

Fields displayed:

| Field     | Description                                | Mandatory |
| --------- | ------------------------------------------ | --------- |
| **Type**  | Select Bulk Update, Cycle Count, or Resize | Yes       |
| **Notes** | Optional notes about the movement          | Optional  |

**Movement Type Picker**\
When selecting Type, a system modal appears:

* Bulk Update
* Cycle Count
* Resize

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fc2xuKO09IlwzW3qgOn6t%2FScreenshot%202025-11-24%20at%2011.32.33.png?alt=media&amp;token=9f786249-cf42-4e8c-884c-75d736d35f93" alt="" width="375"><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to do a Bulk Update](/inventory-management/bulk-update-tool)
{% endhint %}

{% hint style="info" %}
[Learn how to do a Cycle Count](/inventory-management/bulk-update-tool/cycle-count-movement)
{% endhint %}

{% hint style="info" %}
[Learn how to do a Resize](/inventory-management/bulk-update-tool/resize-movement)
{% endhint %}

***

#### **3. Select the Correct Movement Type**

<table><thead><tr><th width="154.99786376953125">Movement Type</th><th width="164.327392578125">Used For</th><th>Description</th></tr></thead><tbody><tr><td><strong>Bulk Update</strong></td><td>Quantity or metadata changes</td><td>Increase/decrease quantities OR update Code, Category, Size, Name, Location, Supplier, Type, Weight, Hire Cost, Replacement Cost, Selling Cost, Alert Level%</td></tr><tr><td><strong>Cycle Count</strong></td><td>Temporary quantity increase</td><td>Used when physical stock has returned but has not yet been processed back into the yard. Allows issuing deliveries immediately. Fully reversible once processing is done.</td></tr><tr><td><strong>Resize</strong></td><td>Converting components</td><td>Used when cutting or modifying components. E.g. cutting an 8ft tube into two 3ft tubes. Decreases one component, increases another.</td></tr></tbody></table>

***

### **4. Inventory Information Section**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FJOtFBTNsfNHaHq8C7FYn%2FScreenshot%202025-11-24%20at%2011.54.18.png?alt=media&amp;token=41d00302-9b2b-4f7b-b871-bd71a22ccc6d" alt=""><figcaption></figcaption></figure></div>

This table allows you to search and edit component quantities or details.

**Search Bar:**\
“Search by code, category, name, size, location or supplier”

**Table Columns Displayed:**

| Column           | Meaning                           |
| ---------------- | --------------------------------- |
| Code             | Component code                    |
| Category         | Component category                |
| Size             | Component size                    |
| Name             | Component name                    |
| Location         | Yard or storage location          |
| Supplier         | Component supplier                |
| Type             | Component type                    |
| Weight           | Weight per item                   |
| Total Qty        | Current total stock               |
| Available Qty    | Available to issue                |
| Edit Qty         | New amount (increase or decrease) |
| Hire Cost        | Hire rate                         |
| Replacement Cost | Replacement value                 |
| Selling Cost     | Selling price                     |
| Alert Level %    | Low-stock alert threshold         |

#### **Editing Quantities (Edit Qty Field)**

Use **Edit Qty** to increase or decrease component quantities during a Bulk Update.\
Enter a **positive number** to increase stock, or a **negative number** to reduce it.

**Examples:**

* Total Qty = 100
  * To increase by 10 → Enter **10**
  * To decrease by 10 → Enter **-10**

The system will automatically calculate the new totals based on the value entered.

***

### **5. Summary Section**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7ZAC1DgJgeaNMX47xZJk%2FScreenshot%202025-11-24%20at%2012.02.10.png?alt=media&amp;token=043ebba4-d122-4c39-ac98-781009d2e708" alt=""><figcaption></figcaption></figure></div>

The system automatically calculates and displays:

<table><thead><tr><th width="150.2464599609375">Summary Item</th><th>Description</th></tr></thead><tbody><tr><td><strong>Total Items</strong></td><td>Number of different components being updated</td></tr><tr><td><strong>Total Counts</strong></td><td>Total quantity being increased or decreased</td></tr><tr><td><strong>Total Weight</strong></td><td>Combined weight of all items in the update</td></tr></tbody></table>

These values update automatically based on your table edits.

***

### **6. File Uploads Section**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FsEOx8BaLVwRwrJJLd2KK%2FScreenshot%202025-11-24%20at%2011.37.50.png?alt=media&amp;token=88a23cc0-831b-45ba-abfe-085580f9117d" alt=""><figcaption></figcaption></figure></div>

Used for uploading supporting documents such as:

* Photos of damaged items
* Measurement documents
* Yard records
* Supporting PDFs

Users can drag files into the upload box or click **Choose file**.

***

### **7. Finalise the Bulk Update**

Once all fields are complete, you will see the action buttons at the **bottom** of the screen:

* **UPDATE** – saves changes but keeps the record in an editable state (not yet approved)
* **APPROVE** – finalises the Bulk Update and applies all quantity or metadata changes
* **VOID** – cancels the update completely and does not apply any changes

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fmw3f1v9TqhxRsa2LfhqZ%2FScreenshot%202025-11-24%20at%2012.06.47.png?alt=media&amp;token=15ed980b-bd43-4e6a-bf31-85ed52e32645" alt=""><figcaption></figcaption></figure></div>

#### **To complete the Bulk Update:**

Click **APPROVE**.

#### **Outcome**

* The Bulk Update is saved and finalised.
* All quantity or metadata adjustments are applied immediately.
* A movement record is created under the appropriate accordion group:
  * **Bulk Updates**
  * **Reversed** (if later reversed)
  * **Voided** (if voided)
* Every component included in the update receives a new entry in its **Component Log** for full audit tracking.

***

## **Key Rules and Notes**

<table><thead><tr><th width="305.8643798828125">Rule</th><th>Explanation</th></tr></thead><tbody><tr><td>All updates create a movement record</td><td>Stores in Bulk Updates list and individual component logs</td></tr><tr><td>Updates are reversible</td><td>Reverse an update anytime to restore original values</td></tr><tr><td>Quantity cannot go below zero (unless Negative Inventory is enabled)</td><td>The system will block invalid submissions</td></tr><tr><td>Resize affects two components</td><td>One decreases; another increases</td></tr><tr><td>Cycle Counts are temporary</td><td>Must be reversed once the real return is processed</td></tr><tr><td>Metadata updates are done via Bulk Update</td><td>Code, name, weight, cost, etc., are edited here</td></tr></tbody></table>

***

## **What Happens Next**

When a Bulk Update is created:

| Outcome                                         | Description                                   |
| ----------------------------------------------- | --------------------------------------------- |
| Update appears under **Bulk Updates** accordion | With type, date, total items, and notes       |
| Summary stored in component logs                | Full audit history maintained                 |
| Reversal option available                       | Restores all values back to pre-update status |

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FCrPGgBMsDSteetAeoJhn%2FScreenshot%202025-11-24%20at%2012.10.35.png?alt=media&amp;token=f5e7dce0-36a0-4c27-9d53-8412b2d4fc24" alt=""><figcaption></figcaption></figure></div>

***

## **Troubleshooting and Common Questions**

Quick answers to common issues when creating or managing Bulk Updates.

<table><thead><tr><th width="325.60516357421875">Problem</th><th>Solution</th></tr></thead><tbody><tr><td>Cannot select a movement type</td><td>Check role permissions</td></tr><tr><td>Cannot submit update</td><td>Ensure Edit Qty fields contain valid numbers</td></tr><tr><td>Quantity refuses to decrease</td><td>Negative Inventory may be disabled</td></tr><tr><td>Resize option not showing extra fields</td><td>Ensure Resize is selected as Type</td></tr><tr><td>Update not appearing in list</td><td>Expand the correct accordion group</td></tr><tr><td>Incorrect totals in Summary</td><td>Check if Edit Qty values were entered as positive or negative</td></tr></tbody></table>


# Bulk Update Movement

Increase or decrease inventory quantities or update component details in bulk for stock takes, reconciliations, and corrections—with full audit tracking.

## **Purpose**

Bulk Update is used to adjust inventory quantities or revise component information such as Code, Category, Size, Name, Location, Supplier, Type, Weight, Hire Cost, Replacement Cost, Selling Cost, and Alert Level%.

It is also used for:

* **Stock Takes** – aligning physical counts with system quantities
* **Stock Reconciliations** – correcting discrepancies after audits or inspections
* **General Corrections** – fixing issues caused by data entry errors or miscounts

Bulk Update provides a controlled and auditable method for keeping your digital inventory accurate. Every Bulk Update creates a movement record and **can be reversed at any time**.

***

## **How to Access**

Open the main menu → **Inventory** → **Bulk Updates**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQjsB68evf28g7PIibEx9%2FScreenshot%202025-11-24%20at%2011.42.21.png?alt=media&amp;token=7e0d4f7b-5c2c-40f9-8842-f8496ab07e1c" alt=""><figcaption></figcaption></figure></div>

Click the **yellow + button** to begin a new Bulk Update.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVTIQWipo6oZEys9hpWxW%2FScreenshot%202025-11-10%20at%2016.02.53.png?alt=media&amp;token=3a8d3ad4-0c68-4891-9ebd-a6ada7f4e821" alt="" width="86"><figcaption></figcaption></figure></div>

***

## **Step-by-Step Workflow**

### **1. Open Bulk Update**

Click the **+** icon to start a new update.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0iUA7GIX3b9Zji95tdqe%2FScreenshot%202025-11-24%20at%2011.18.30.png?alt=media&amp;token=9bf37db2-493c-4c69-af31-150287f6abb9" alt=""><figcaption></figcaption></figure></div>

***

### **2. Select Movement Type**

Set **Type = Bulk Update** in the Bulk Update Information section.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FqGWT1hCWbG2CHJOToUzR%2FScreenshot%202025-11-24%20at%2011.25.44.png?alt=media&amp;token=0deb3c72-e04f-467a-90cc-b51f7f976e0c" alt=""><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FWp5WD2XN3bpuE7Ca3xVl%2FScreenshot%202025-11-24%20at%2011.32.33.png?alt=media&amp;token=cd018164-1ee3-4241-98f7-a3f4f642939e" alt="" width="188"><figcaption></figcaption></figure></div>

Fields:

<table><thead><tr><th width="109.358642578125">Field</th><th width="439.330322265625">Description</th><th>Mandatory</th></tr></thead><tbody><tr><td>Type</td><td>Set to “Bulk Update”</td><td>Yes</td></tr><tr><td>Notes</td><td>Additional context for the adjustment</td><td>Optional</td></tr></tbody></table>

***

### **3. Edit Inventory Information**

Use the search bar to locate items.

#### Show All Items Toggle

The **Show All Items** toggle controls how inventory items are displayed in the Inventory Information table.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fx6cqkVOtauY4BzqrXYrQ%2FScreenshot%202025-11-24%20at%2012.56.00.png?alt=media&amp;token=85876aaf-a9e6-4038-980d-e8f4d344b004" alt="" width="105"><figcaption></figcaption></figure></div>

#### **How It Works**

<table><thead><tr><th width="150.80755615234375">Toggle State</th><th>Behaviour</th></tr></thead><tbody><tr><td><strong>OFF</strong> (default)</td><td><p>Hides all inventory items.</p><p></p><p>Once you edit or add quantities to items, toggle the list off again to only display the times you have chosen to update, adjust or modify.</p></td></tr><tr><td><strong>ON</strong></td><td>Displays <em>every inventory item in the yard</em>, allowing you to browse, search, or edit any component directly.</td></tr></tbody></table>

This helps reduce on-screen clutter during stock take operations by showing only the relevant items you are adjusting.

#### **Recommended Use**

Toggle **ON** → All components are visible

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fvud6CIJbUlJ4H86pvZgI%2FScreenshot%202025-11-24%20at%2012.59.45.png?alt=media&amp;token=3a8a17a7-dde3-49a4-9f9a-df7dbb209622" alt=""><figcaption></figcaption></figure></div>

Select items and apply Edit Qty values. Toggle **OFF** → Only the items you edited remain visible, making review simpler before approval

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiWcMlnimgehYOFUQC0p5%2FScreenshot%202025-11-24%20at%2012.59.52.png?alt=media&amp;token=01bec7bc-b30b-4f8d-9d62-3f70575583db" alt=""><figcaption></figcaption></figure></div>

#### **Editing Quantities**

Use **Edit Qty** to increase or decrease stock:

* Enter a **positive number** to increase stock
  * Example: +10 increases stock by 10
* Enter a **negative number** to decrease stock
  * Example: -10 reduces stock by 10

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FxCNTdiwA7KNKHBUGz11f%2FScreenshot%202025-11-24%20at%2013.24.14.png?alt=media&amp;token=1da4dd29-065c-4f37-b90b-0b26a53ad7dd" alt=""><figcaption></figcaption></figure></div>

This is commonly used for:

* Stock take corrections
* Month-end reconciliation
* Year-end adjustments
* Yard inspection corrections

***

### **4. Review Summary**

The summary panel displays:

* Total Items
* Total Counts
* Total Weight

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FnvzN9joCngjrfjalXTiA%2FScreenshot%202025-11-24%20at%2013.26.39.png?alt=media&amp;token=06697563-225f-4d78-9372-4a7523e097ed" alt=""><figcaption></figcaption></figure></div>

Use this to verify your corrections before approval.

***

### **5. Upload Files (Optional)**

Attach supporting documents such as:

* Stock take sheets
* Yard count photos
* Discrepancy evidence

***

### **6. Approve the Bulk Update**

Click **APPROVE** to confirm and apply all changes.\
You may also choose:

* **UPDATE** – save as draft
* **VOID** – cancel the update entirely

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FOsj85IOLW361yVBHH3tE%2FScreenshot%202025-11-24%20at%2013.27.37.png?alt=media&amp;token=f350648c-0ca6-4a7c-957f-5eacbb9a3df0" alt=""><figcaption></figcaption></figure></div>

***

## **Reversing a Bulk Update**

All Bulk Updates are fully reversible. This is essential during stock takes or reconciliation if an adjustment was made incorrectly.

### **How to Reverse a Bulk Update**

* Go to **Inventory → Bulk Updates**
* Expand the **Bulk Updates** accordion

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FsnLeQT4GHFBbx7sZVB4n%2FScreenshot%202025-11-24%20at%2013.30.44.png?alt=media&amp;token=69c1f279-c6e3-422f-8a6a-a840467a1516" alt=""><figcaption></figcaption></figure></div>

* Click the Bulk Update record you want to reverse
* Inside the Bulk Update, click the **REVERSE** button

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fp9Au1UwfHf8LMptBCz04%2FScreenshot%202025-11-24%20at%2013.30.00.png?alt=media&amp;token=b5987548-6056-41e4-9313-c3e929a1f911" alt=""><figcaption></figcaption></figure></div>

### **What Happens When You Reverse**

* The reversal instantly restores all affected quantities to their previous values
* The original Bulk Update moves to the **Reversed** accordion

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FLbaeDI6XUaPtPL6hpwsM%2FScreenshot%202025-11-24%20at%2013.31.56.png?alt=media&amp;token=c71db9d1-19ac-4d55-8c34-3818ed1bb0d6" alt=""><figcaption></figcaption></figure></div>

* A **Reversal Movement** is created
* Every affected component receives a new entry in **Component Logs** showing:
  * The original update
  * The reversal action
  * Quantities restored

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fr9pgIxi1EsheEC1Pk97p%2FScreenshot%202025-11-24%20at%2013.32.45.png?alt=media&amp;token=eb90ee91-366c-4e46-9362-4559a9777ff9" alt=""><figcaption></figcaption></figure></div>

Reversals are fully traceable and cannot be edited.

{% hint style="info" %}
[Learn about component movement logs](/inventory-management/inventory-overview/item-movememnt-log)
{% endhint %}

***

### **Key Rules and Notes**

| Rule                                                              | Meaning                                        |
| ----------------------------------------------------------------- | ---------------------------------------------- |
| Stock cannot go below zero (unless Negative Inventory is enabled) | The system blocks invalid decreases            |
| All updates create a movement log                                 | Stored under Bulk Updates + Component Logs     |
| Reversals also create logs                                        | Logged in Component Logs for full traceability |
| Updates are fully reversible                                      | One click restores old values                  |
| Metadata edits must be done via Bulk Update                       | Code, weight, cost, pricing                    |

***

### **What Happens Next**

After approving or reversing a Bulk Update:

* Updated record appears under **Bulk Updates**, **Reversed**, or **Voided**
* Component logs capture all changes
* Inventory quantities update instantly

***

### Permissions Required

In the permission section, scroll down to the Inventory Section and activate the necessary permission in the Bulk Updates Section

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FndpJSnXxhWikdXA4PB7Q%2FScreenshot%202025-11-25%20at%2003.31.13.png?alt=media&amp;token=c638fb3a-804b-4934-8f4c-10a492fb8f88" alt=""><figcaption></figcaption></figure></div>

***

## **Troubleshooting and Common Questions**

Quick solutions for common issues during stock takes and reconciliations.

| Problem           | Solution                                  |
| ----------------- | ----------------------------------------- |
| Edit Qty blocked  | Check Negative Inventory setting          |
| Totals incorrect  | Verify positive vs negative values        |
| Cannot reverse    | User may lack Manage Inventory permission |
| Wrong item edited | Reverse the update and redo               |
| Movement missing  | Check Reversed or Voided accordions       |


# Cycle Count Movement

Temporarily increase stock to issue deliveries before processing physical returns. Fully reversible after real quantities are recorded.

## **Purpose**

Cycle Count allows you to temporarily increase inventory levels when stock has physically arrived in the yard but has not yet been processed through the Returns and added back into the available inventory balance.

Use Cycle Count when:

* A return truck has arrived
* The team hasn’t processed the return to add the inventory back into the yard yet
* A delivery must go out immediately
* Physical inventory is available, but digital inventory in the yard is not yet updated

Cycle Counts are **fully reversible**, ensuring accurate reconciliation once the real return is captured in the system.

***

## **How to Access**

Open the main menu → **Inventory** → **Bulk Updates**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQjsB68evf28g7PIibEx9%2FScreenshot%202025-11-24%20at%2011.42.21.png?alt=media&amp;token=7e0d4f7b-5c2c-40f9-8842-f8496ab07e1c" alt=""><figcaption></figcaption></figure></div>

Click the **yellow + button** to begin a new Bulk Update.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVTIQWipo6oZEys9hpWxW%2FScreenshot%202025-11-10%20at%2016.02.53.png?alt=media&amp;token=3a8d3ad4-0c68-4891-9ebd-a6ada7f4e821" alt="" width="86"><figcaption></figcaption></figure></div>

***

## **Step-by-Step Workflow**

### **1. Open Bulk Update**

Click the **+** icon to start a new update.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0iUA7GIX3b9Zji95tdqe%2FScreenshot%202025-11-24%20at%2011.18.30.png?alt=media&amp;token=9bf37db2-493c-4c69-af31-150287f6abb9" alt=""><figcaption></figcaption></figure></div>

***

### **2. Select Movement Type**

Set **Type = Cycle Count** in the Bulk Update Information section.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FqGWT1hCWbG2CHJOToUzR%2FScreenshot%202025-11-24%20at%2011.25.44.png?alt=media&amp;token=0deb3c72-e04f-467a-90cc-b51f7f976e0c" alt=""><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fdp4ixzusgtvLVPhOydUv%2FScreenshot%202025-11-24%20at%2013.40.07.png?alt=media&amp;token=4882f92b-4ee4-4482-bd26-f94015f21ee8" alt="" width="230"><figcaption></figcaption></figure></div>

Fields:

<table><thead><tr><th width="109.358642578125">Field</th><th width="439.330322265625">Description</th><th>Mandatory</th></tr></thead><tbody><tr><td>Type</td><td>Set to “Cycle Count”</td><td>Yes</td></tr><tr><td>Notes</td><td>Additional context for the adjustment</td><td>Optional</td></tr></tbody></table>

***

### **3. Edit Inventory Information**

Use the search bar to locate items.

#### Show All Items Toggle

The **Show All Items** toggle controls how inventory items are displayed in the Inventory Information table.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fx6cqkVOtauY4BzqrXYrQ%2FScreenshot%202025-11-24%20at%2012.56.00.png?alt=media&amp;token=85876aaf-a9e6-4038-980d-e8f4d344b004" alt="" width="105"><figcaption></figcaption></figure></div>

#### **How It Works**

<table><thead><tr><th width="150.80755615234375">Toggle State</th><th>Behaviour</th></tr></thead><tbody><tr><td><strong>OFF</strong> (default)</td><td><p>Hides all inventory items.</p><p></p><p>Once you edit or add quantities to items, toggle the list off again to only display the times you have chosen to update, adjust or modify.</p></td></tr><tr><td><strong>ON</strong></td><td>Displays <em>every inventory item in the yard</em>, allowing you to browse, search, or edit any component directly.</td></tr></tbody></table>

This helps reduce on-screen clutter during cycle count operations by showing only the relevant items you are adjusting.

#### **Recommended Use**

Toggle **ON** → All components are visible

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fvud6CIJbUlJ4H86pvZgI%2FScreenshot%202025-11-24%20at%2012.59.45.png?alt=media&amp;token=3a8a17a7-dde3-49a4-9f9a-df7dbb209622" alt=""><figcaption></figcaption></figure></div>

Select items and apply Edit Qty values. Toggle **OFF** → Only the items you edited remain visible, making review simpler before approval

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiWcMlnimgehYOFUQC0p5%2FScreenshot%202025-11-24%20at%2012.59.52.png?alt=media&amp;token=01bec7bc-b30b-4f8d-9d62-3f70575583db" alt=""><figcaption></figcaption></figure></div>

#### **Editing Quantities**

Use **Edit Qty** to temporarily increase stock.

Rules:

* Only **positive values** should be used
* Example: +10 increases stock by 10

{% hint style="danger" %}
Negative values should not be used for Cycle Count
{% endhint %}

These temporary increases will later be reversed once the yard returns are processed back into the available inventory balance.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FrUGOoOhbba1jRbVDPI8b%2FScreenshot%202025-11-24%20at%2013.41.56.png?alt=media&amp;token=b1eadf9f-c24b-4b14-9c05-5b0966a34abf" alt=""><figcaption></figcaption></figure></div>

***

### **4. Review Summary**

The summary panel displays:

* Total Items
* Total Counts
* Total Weight

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FPy4rgCUh7UgYcFP7WifG%2FScreenshot%202025-11-24%20at%2013.44.31.png?alt=media&amp;token=e2da04cc-c93b-42c6-9707-9155c9ec9c85" alt=""><figcaption></figcaption></figure></div>

Use this to verify your corrections before approval.

***

### **5. Upload Files (Optional)**

Attach supporting documents such as:

* Yard notes
* Return slips.

***

### **6. Approve the Cycle Count**

Click **APPROVE** to confirm and apply all changes.\
You may also choose:

* **UPDATE** – save as draft
* **VOID** – cancel the update entirely

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FOsj85IOLW361yVBHH3tE%2FScreenshot%202025-11-24%20at%2013.27.37.png?alt=media&amp;token=f350648c-0ca6-4a7c-957f-5eacbb9a3df0" alt=""><figcaption></figcaption></figure></div>

***

## **Reversing a Cycle Count**

Cycle Counts must eventually be reversed to restore correct inventory values once the real return is processed

### **How to Reverse a Cycle Count**

* Go to **Inventory → Bulk Updates**
* Expand the **Bulk Updates** accordion

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F7Jl03qfTh65GyOYsRmyn%2FScreenshot%202025-11-25%20at%2003.17.40.png?alt=media&amp;token=54e9315b-cfdc-4942-ae12-e263d1baa3b8" alt=""><figcaption></figcaption></figure></div>

* Click the Cycle Count record you want to reverse
* Inside the Cycle Count form, click the **REVERSE** button

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGqw35brIYa61kLsILaVJ%2FScreenshot%202025-11-25%20at%2003.19.12.png?alt=media&amp;token=70b762ad-ea5c-473e-a749-0ae6e87387ef" alt=""><figcaption></figcaption></figure></div>

### **What Happens When You Reverse**

* System restores all original values before the Cycle Count
* Cycle Count moves to the **Reversed** accordion

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FmkPrrgdSy5r9YmL8v2r5%2FScreenshot%202025-11-25%20at%2003.21.29.png?alt=media&amp;token=d6bf0b81-019d-4f73-9742-26126d1ef12f" alt=""><figcaption></figcaption></figure></div>

* All affected components receive reversal entries in their **Component Logs**
* The reversal is fully tracked and cannot be edited

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FGhbSwRaLJrtSYpUooYzM%2FScreenshot%202025-11-25%20at%2003.23.00.png?alt=media&amp;token=8bb16030-4746-45eb-b82d-df0617867c87" alt=""><figcaption></figcaption></figure></div>

Reversals are fully traceable and cannot be edited.

{% hint style="info" %}
[Learn about component movement logs](/inventory-management/inventory-overview/item-movememnt-log)
{% endhint %}

***

### **Key Rules and Notes**

| Rule                         | Meaning                                       |
| ---------------------------- | --------------------------------------------- |
| Cycle Count is temporary     | Must be reversed after the real return        |
| Positive quantities only     | -1 or negative numbers should not be used     |
| Fully reversible             | Restores original values with one click       |
| Appears in component logs    | Both the update and reversal are logged       |
| Supports delivery continuity | Prevents delays waiting for return processing |

***

### **What Happens Next**

After approving or reversing a Cycle Count

* Updated record appears under **Bulk Updates**, **Reversed**, or **Voided**
* Component logs capture all changes
* Inventory quantities update instantly

***

### Permissions Required

In the permission section, scroll down to the Inventory Section and activate the necessary permission in the Bulk Updates Section

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FndpJSnXxhWikdXA4PB7Q%2FScreenshot%202025-11-25%20at%2003.31.13.png?alt=media&amp;token=c638fb3a-804b-4934-8f4c-10a492fb8f88" alt=""><figcaption></figcaption></figure></div>

***

## **Troubleshooting and Common Questions**

Quick solutions for common issues during stock takes and reconciliations.

| Problem                           | Solution                                     |
| --------------------------------- | -------------------------------------------- |
| Cannot reverse                    | User lacks Permissions                       |
| Stock still low after Cycle Count | Confirm Edit Qty amount                      |
| Delivery blocked                  | Re-check Negative Inventory setting          |
| Cycle Count not appearing         | Check Reversed accordion if already reversed |


# Resize Movement

Convert damaged, scrap or long components into smaller usable components by decreasing one item and increasing another—fully reversible.

## **Purpose**

Resize is used to convert one component into one or more different components.\
Examples include:

* Cutting an **8ft tube** into **two 3ft tubes**
* Splitting a long brace into several shorter braces
* Modifying damaged components by resizing them into usable forms

Resize movements decrease the original component and increase the resulting components. Every Resize is **fully reversible**, ensuring mistakes can be corrected safely.

***

## **How to Access**

Open the main menu → **Inventory** → **Bulk Updates**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FQjsB68evf28g7PIibEx9%2FScreenshot%202025-11-24%20at%2011.42.21.png?alt=media&amp;token=7e0d4f7b-5c2c-40f9-8842-f8496ab07e1c" alt=""><figcaption></figcaption></figure></div>

Click the **yellow + button** to begin a new Bulk Update.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FVTIQWipo6oZEys9hpWxW%2FScreenshot%202025-11-10%20at%2016.02.53.png?alt=media&amp;token=3a8d3ad4-0c68-4891-9ebd-a6ada7f4e821" alt="" width="86"><figcaption></figcaption></figure></div>

***

## **Step-by-Step Workflow**

### **1. Open Bulk Update**

Click the **+** icon to start a new update.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0iUA7GIX3b9Zji95tdqe%2FScreenshot%202025-11-24%20at%2011.18.30.png?alt=media&amp;token=9bf37db2-493c-4c69-af31-150287f6abb9" alt=""><figcaption></figcaption></figure></div>

***

### **2. Select Movement Type**

Set **Type = Resize** in the Bulk Update Information section.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FqGWT1hCWbG2CHJOToUzR%2FScreenshot%202025-11-24%20at%2011.25.44.png?alt=media&amp;token=0deb3c72-e04f-467a-90cc-b51f7f976e0c" alt=""><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUr9u8JJUzEgx32ye0RCY%2FScreenshot%202025-11-25%20at%2003.38.41.png?alt=media&amp;token=2ffc9631-329b-4671-9fc7-77ffb629e747" alt="" width="277"><figcaption></figcaption></figure></div>

Fields:

<table><thead><tr><th width="109.358642578125">Field</th><th width="439.330322265625">Description</th><th>Mandatory</th></tr></thead><tbody><tr><td>Type</td><td>Set to “Resized”</td><td>Yes</td></tr><tr><td>Notes</td><td>Additional context for the adjustment</td><td>Optional</td></tr></tbody></table>

***

### **3. Edit Inventory Information**

Use the search bar to locate items.

#### Show All Items Toggle

The **Show All Items** toggle controls how inventory items are displayed in the Inventory Information table.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fx6cqkVOtauY4BzqrXYrQ%2FScreenshot%202025-11-24%20at%2012.56.00.png?alt=media&amp;token=85876aaf-a9e6-4038-980d-e8f4d344b004" alt="" width="105"><figcaption></figcaption></figure></div>

#### **How It Works**

<table><thead><tr><th width="150.80755615234375">Toggle State</th><th>Behaviour</th></tr></thead><tbody><tr><td><strong>OFF</strong> (default)</td><td><p>Hides all inventory items.</p><p></p><p>Once you edit or add quantities to items, toggle the list off again to only display the times you have chosen to update, adjust or modify.</p></td></tr><tr><td><strong>ON</strong></td><td>Displays <em>every inventory item in the yard</em>, allowing you to browse, search, or edit any component directly.</td></tr></tbody></table>

This helps reduce on-screen clutter during stock take operations by showing only the relevant items you are adjusting.

#### **Recommended Use**

Toggle **ON** → All components are visible

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fvud6CIJbUlJ4H86pvZgI%2FScreenshot%202025-11-24%20at%2012.59.45.png?alt=media&amp;token=3a8a17a7-dde3-49a4-9f9a-df7dbb209622" alt=""><figcaption></figcaption></figure></div>

Select items and apply Edit Qty values. Toggle **OFF** → Only the items you edited remain visible, making review simpler before approval

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FiWcMlnimgehYOFUQC0p5%2FScreenshot%202025-11-24%20at%2012.59.52.png?alt=media&amp;token=01bec7bc-b30b-4f8d-9d62-3f70575583db" alt=""><figcaption></figcaption></figure></div>

#### **Specify Components Being Modified**

**Decrease the original component**

Enter a **negative value** into Edit Qty.\
Example:

* Cutting 3M Standard → Enter **-1**

**Increase the resulting components**

Enter **positive values** for each new component.\
Example:

* Producing one 2M Standard → Enter **+1**

Resize supports multiple outputs from a single input.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FfVm7rwBM2PWS4o9pRA9A%2FScreenshot%202025-11-25%20at%2003.47.55.png?alt=media&amp;token=e3dbe94a-fc57-4aa2-8f80-d96a2fee7ae3" alt=""><figcaption></figcaption></figure></div>

> **Note:** \
> If you need to resize a component **into a component that does not yet exist in your inventory**, you must **add the new component into the system first**.
>
> Only once the new component exists can you:
>
> 1. Select it in the Resize table
> 2. Enter the **positive Edit Qty** to add the resized quantity into that stock
> 3. Resize movements can only increase inventory for **existing component records**.
>
> If the target component hasn’t been created yet, it will not appear in the dropdown, search bar, or table.

{% hint style="info" %}
[Learn how to add a new component to the inventory](/inventory-management/inventory-overview/add-new-item)
{% endhint %}

***

### **4. Review Summary**

The summary panel displays:

* Total Items
* Total Counts
* Total Weight

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F0V8qPCVIpughjhKf0VZy%2FScreenshot%202025-11-25%20at%2003.52.40.png?alt=media&amp;token=0e6eb081-d70b-4fdd-b5de-9a43cb3d38ec" alt=""><figcaption></figcaption></figure></div>

Use this to verify your corrections before approval.

***

### **5. Upload Files (Optional)**

Attach photos or documents such as:

* Cut length records
* Damage photos
* Yard modification notes

***

### **6. Approve the Resize**

Click **APPROVE** to confirm and apply all changes.\
You may also choose:

* **UPDATE** – save as draft
* **VOID** – cancel the update entirely

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FX3hWPOs69HZbh1GL6znu%2FScreenshot%202025-11-25%20at%2003.54.26.png?alt=media&amp;token=d66f8f75-5118-4a4a-b690-19081186a149" alt=""><figcaption></figcaption></figure></div>

***

## **Reversing a Resize**

All Bulk Updates are fully reversible. This is essential during stock takes or reconciliation if an adjustment was made incorrectly.

### **How to Reverse a Bulk Update**

* Go to **Inventory → Bulk Updates**
* Expand the **Bulk Updates** accordion

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FPX1gSQI0qQkty6BVuarb%2FScreenshot%202025-11-25%20at%2003.56.27.png?alt=media&amp;token=8dce30d9-cace-48cb-8334-bd06be6e57ad" alt=""><figcaption></figcaption></figure></div>

* Click the Resize record you want to reverse
* Inside the Resize form, click the **REVERSE** button

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F2Z6TDXjHR5QeUcKplFOe%2FScreenshot%202025-11-25%20at%2003.57.24.png?alt=media&amp;token=59a0f891-ab89-44e0-867c-a742e9ec5955" alt=""><figcaption></figcaption></figure></div>

### **What Happens When You Reverse**

* All decreased components return to their previous quantities
* All increased components are reduced accordingly
* The original Resize moves to the **Reversed** accordion

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F38YnJPW4sNbGaXgr3Kf4%2FScreenshot%202025-11-25%20at%2003.58.18.png?alt=media&amp;token=cc3bd210-60a3-4dee-a544-94970487473e" alt=""><figcaption></figcaption></figure></div>

* A new reversal entry appears in each **Component Log**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FHZeV9uslzZedKKS1xHAI%2FScreenshot%202025-11-25%20at%2004.00.50.png?alt=media&amp;token=129286fc-ff2d-4312-8354-0af11d54fcaa" alt=""><figcaption></figcaption></figure></div>

Reversals are fully traceable and cannot be edited.

{% hint style="info" %}
[Learn about component movement logs](/inventory-management/inventory-overview/item-movememnt-log)
{% endhint %}

***

### **Key Rules and Notes**

| Rule                                            | Meaning                                  |
| ----------------------------------------------- | ---------------------------------------- |
| Must include both negative and positive changes | One item decreases; others increase      |
| Reversals restore original values               | All changes are undone cleanly           |
| All resize actions are logged                   | Both update and reversal visible in logs |
| Supports multi-output resizing                  | E.g., 1 → 2 or 1 → 3 conversions         |
| Cannot resize into non-existing components      | Components must exist in system          |

***

### **What Happens Next**

After approving or reversing a Resize Record:

* Updated record appears under **Bulk Updates**, **Reversed**, or **Voided**
* Component logs capture all changes
* Inventory quantities update instantly

***

### Permissions Required

In the permission section, scroll down to the Inventory Section and activate the necessary permission in the Bulk Updates Section

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FndpJSnXxhWikdXA4PB7Q%2FScreenshot%202025-11-25%20at%2003.31.13.png?alt=media&amp;token=c638fb3a-804b-4934-8f4c-10a492fb8f88" alt=""><figcaption></figcaption></figure></div>

***

***

## **Troubleshooting and Common Questions**

Quick fixes for Resize issues.

| Problem                                | Solution                                   |
| -------------------------------------- | ------------------------------------------ |
| Only negative or only positive entered | Resize requires both increase and decrease |
| Wrong size created                     | Reverse and redo the movement              |
| Cannot approve                         | Check Inventory permission                 |
| Target component not listed            | Ensure it exists and is active             |


# Requests – Processing a Request for Inventory

How to review, approve, or void material requests submitted from site, and convert them into pending deliveries for processing and dispatch.

## **Purpose**

The Requests page allows Inventory Management teams to review material requested from sites.\
Each request contains the item list, quantities, dates and supporting documents.

Once approved, the request automatically converts into a **Pending Delivery**, where adjustments and final dispatch preparation can be completed.

{% hint style="info" %}
[Learn about how to process a delivery](/inventory-management/deliveries-overview-of-the-delivery-process)
{% endhint %}

***

### **How to Access**

Open the Side Navigation → Select Inventory → Click the Requests tab

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fsv1VkniNmzlKdFyYrMWf%2F1.png?alt=media&amp;token=6f5f8beb-cd52-4eb8-8f4c-a4f264b841b6" alt="" width="115"><figcaption></figcaption></figure></div>

> **Note:**\
> If your role has the **Notification Permission** enabled, you will also receive an alert when a site submits a new request.

{% hint style="info" %}
[Learn about roles and permissions](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

***

## **Processing a Request – Step-by-Step**

### **1. Identify New Submitted Requests**

When new material requests are submitted by a site user, the Requests tab will show a red alert counter.

<figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FWHRroBcgtm5vmUYg7tqm%2F2.png?alt=media&amp;token=859582b3-4a97-4f83-b32a-10347f2204de" alt=""><figcaption></figcaption></figure>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FvV9IuEupyUZQva4dpNQS%2FBackground.jpg?alt=media&amp;token=6868967b-9120-4201-836d-c0fa67a1acc1" alt="" width="168"><figcaption></figcaption></figure></div>

Click **Requests** to open the list.

***

### **2. View Submitted Requests**

The page displays grouped accordions:

* Submitted Requests
* Approved Requests
* Voided Requests

All new site requests will appear under **Submitted Requests**.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FpCspnjoZYfVP235aYqpO%2F3.png?alt=media&amp;token=5f8d3a41-7a28-417f-98ec-edf5178c31f3" alt=""><figcaption></figcaption></figure></div>

Use the search bar to filter by:

* Code
* Site name
* Customer
* Reference number

***

### **3. Open the Request**

Click on the row of the request you want to process.

This opens the full **Request Form** submitted by the site.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FlC2NPyagnvf3VypI7jKJ%2F4.jpg?alt=media&amp;token=8131ec69-2935-4470-8294-28b05c834470" alt=""><figcaption></figcaption></figure></div>

> **Important notes:**
>
> Request data is **not editable** at this stage.
>
> You may only: **Approve Request or Void Request**

***

### **4. Approving or Voiding the Request**

#### **If You Void the Request**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FcRyUseTD2qWacyOZXbQO%2FScreenshot%202025-11-11%20at%2010.32.49.png?alt=media&amp;token=117b6515-5b2e-4ddd-92e5-bac358dfce22" alt="" width="219"><figcaption></figcaption></figure></div>

* The request moves to **Voided Requests** in the Inventory management section
* It also moves to **Voided Requests** under the site user’s view
* This prevents it from being processed or turned into a delivery

#### **If You Approve the Request**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FAu7BJAF14qwMpzxSQSc5%2FScreenshot%202025-11-11%20at%2010.32.57.png?alt=media&amp;token=ffda5c95-b628-4fea-aa92-7d86dfc74fc3" alt="" width="265"><figcaption></figcaption></figure></div>

Click **Approve Request**

**Approval Confirmation Popup**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FrlmZrgYmvzSTux0dJUWS%2F5.png?alt=media&amp;token=2a1fec42-1394-4b72-aa1d-556a1a828b64" alt=""><figcaption></figcaption></figure></div>

Select **Yes** to continue.

***

### **5. After Approval**

Once approved:

* The request is removed from **Submitted Requests**
* It moves into the **Approved Requests** accordion

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F95QmqWnvZtmHm8VEDWkd%2F6.png?alt=media&amp;token=6d7ea319-354a-4cee-b434-395c3711d6a5" alt=""><figcaption></figcaption></figure></div>

***

### **6. Converted to a Pending Delivery**

After approval, the request automatically converts into a **Pending Delivery**.

This is where the inventory team can make final adjustments before issuing stock to site.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FDB329jlvaFFoqF3QWuU2%2F7.png?alt=media&amp;token=ad292df9-0e6c-46b9-96fe-d072b7f622d9" alt=""><figcaption></figcaption></figure></div>

In the Pending Delivery phase you can:

* Add items
* Remove items
* Edit quantities
* Change dates
* Edit drivers or notes
* Upload documents, photos, or videos

This flexibility allows the delivery to be prepared accurately before being issued to site.

{% hint style="info" %}
[Learn how to process a delivery](/inventory-management/deliveries-overview-of-the-delivery-process)
{% endhint %}

***

## **Process Flow Summary**

1. Site submits a Request
2. Notification appears (if permitted)
3. Open Requests tab in the inventory management section
4. Review Submitted Request
5. Approve or Void
6. If Approved → request converts into a Pending Delivery
7. Delivery team finalises quantities and dispatch
8. When delivered, the site will sign for receipt and stock becomes In-Use

***


# Deliveries – Overview of the Delivery Process

Deliveries move approved inventory from the yard to site. Created from a request or from the Deliveries tab.

## Purpose

Deliveries are how inventory is officially sent from a yard/storage location to a job site.

Every movement is documented, traceable, and tied to a request or manually created delivery.

This ensures:

* Stock is controlled and accounted for
* A clear audit trail exists
* Site teams receive only approved items
* Inventory is correctly allocated to sites

***

## How to Access

**Main Menu → Inventory → Deliveries**

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FpULZwEfrBxvIqHv9ajzn%2F1.png?alt=media&amp;token=b2d0a51a-0512-4fda-9878-74e0612602af" alt="" width="115"><figcaption></figcaption></figure></div>

### Access rules:

<table><thead><tr><th width="200.9886474609375">Action</th><th>Inventory Permissions</th><th>Site Permissions</th></tr></thead><tbody><tr><td>View deliveries</td><td>View</td><td></td></tr><tr><td>Create delivery</td><td>Create, Update</td><td></td></tr><tr><td>Approve/Send delivery</td><td>Release, Immediate</td><td></td></tr><tr><td>Receive delivery on site</td><td></td><td>View, Receive</td></tr></tbody></table>

#### In Permissions, the Inventory section, under Deliveries

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FdYQtv9nZpptVDLiqu68m%2FScreenshot%202025-11-11%20at%2011.04.59.png?alt=media&amp;token=55214341-9f3d-4a81-a0b8-7239fb59a6a4" alt=""><figcaption></figcaption></figure></div>

#### In Permissions, the Sites section, under Deliveries

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2F4fEPVrNnfVCsCv4T7IXs%2FScreenshot%202025-11-11%20at%2011.08.32.png?alt=media&amp;token=349ea6ed-1e71-4bdf-a3a0-f60c60084049" alt=""><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn about roles and permissions](/settings/user-management/role-builder-add-or-update-roles)
{% endhint %}

***

## **Create a Delivery in Two Ways**

<table><thead><tr><th width="232.70025634765625">How it is Created</th><th>What Happens</th></tr></thead><tbody><tr><td><strong>From a submitted request</strong></td><td>The system auto-populates the delivery with site, dates, and items from the request. Faster and reduces errors.</td></tr><tr><td><strong>Directly from Deliveries tab</strong></td><td>Used when no request exists. You must manually select site, start date, and add delivery items.</td></tr></tbody></table>

This reduces errors and speeds up processing when requests are used.

***

## Workflows

<table><thead><tr><th width="200.946044921875">Workflow</th><th>What Happens When Delivery is Approved</th></tr></thead><tbody><tr><td><strong>Standard Delivery</strong></td><td>Yard signs to release → Site signs to receive → Stock moves into Site</td></tr><tr><td><strong>Immediate Delivery</strong></td><td>Stock is instantly added to the Site. No receiving signature required. </td></tr></tbody></table>

***

### Standard vs Immediate Delivery Workflows

| Feature                            | Standard Workflow            | Immediate Workflow           |
| ---------------------------------- | ---------------------------- | ---------------------------- |
| Sign-off required to release items | Yes                          | No                           |
| Site must sign to receive          | Yes                          | No                           |
| Full audit trail                   | Yes                          | Yes                          |
| Used for                           | Strict accountability        | Fast movement                |
| Supported processes                | Requests, returns, transfers | Requests, returns, transfers |
| Permission required                | Release, Receive             | Immediate                    |

{% hint style="info" %}
[Standard Workflow explained here](/workflows/inventory-standard-workflow-2-signatures-required)
{% endhint %}

{% hint style="info" %}
[Immediate Workflow explained here](/workflows/inventory-immediate-workflow-1-signature-required)
{% endhint %}

***

## Split / Partial Deliveries

A single delivery can be delivered in stages.

Reasons for partial deliveries:

* Limited stock available
* Items arriving on multiple trucks
* Urgent components needed immediately
* Remaining items will be sent later

**How partial delivery works:**

* Select quantities to send now
* Remaining items stay in **Pending Delivery**
* Each batch has its own delivery record, signatures (standard), and audit log

> **Note:**\
> A split/partial delivery works in both the standard and immediate workflow

{% hint style="info" %}
[Learn how to do a partial/split delivery](/inventory-management/deliveries-overview-of-the-delivery-process/split-or-partial-delivery-process)
{% endhint %}

***

## Negative Inventory Setting

If “Negative Inventory” is enabled, the system will not allow you to send more stock than what is physically available in the yard.

{% hint style="info" %}
[See how to enable or disable this setting for your account here](/settings/business-settings#negative-inventory-setting)
{% endhint %}

This prevents your account from going into negative stock and ensures full traceability.

If there is not enough available stock to complete the delivery, the system will display alerts and warning messages. The delivery will be locked and cannot be sent until the delivery quantity is equal to or less than the available quantity.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FhvrQhc1eihOGgZOo3NjX%2FScreenshot%202025-11-11%20at%2011.44.25.png?alt=media&amp;token=6644dada-9d2a-45d4-ae43-cbe67ff360a7" alt=""><figcaption></figcaption></figure></div>

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fa5kj4frknnARJgqUkSGo%2FScreenshot%202025-11-11%20at%2011.45.50.png?alt=media&amp;token=bb82d28b-f489-4119-bcf7-45ce4e5a7f31" alt=""><figcaption></figcaption></figure></div>

If you do receive the alert **"You have items in your list that has exceeded it's available quantity"**, you can:

<table><thead><tr><th width="231.63848876953125">Option</th><th>What it Means</th></tr></thead><tbody><tr><td><strong>Do a partial delivery</strong></td><td>Issue only the available quantities and send the remainder later when stock returns</td></tr><tr><td><strong>Transfer stock from another yard</strong></td><td>Move inventory into the main yard, then issue the remaining delivery</td></tr><tr><td><strong>Split the order across two yards</strong></td><td>Two smaller deliveries can be created from different yards</td></tr><tr><td><strong>Perform a cycle count to increase stock</strong></td><td>Adjust stock levels if physical counts differ; all cycle counts must be reversed once records are balanced</td></tr></tbody></table>

> **Important Notes:**
>
> The system will block sending quantities that exceed available inventory when this setting is active.
>
> Every action remains audit-logged.
>
> Cycle counts should only be used when physical inventory confirms that the digital count is incorrect.

***

### Alerts and Notifications

<table><thead><tr><th width="242.92401123046875">Alert</th><th>Meaning</th></tr></thead><tbody><tr><td>Pending Delivery</td><td>Delivery approved but not yet sent</td></tr><tr><td>Partial Delivery Issued</td><td>Only some items sent, remainder still pending</td></tr><tr><td>Insufficient Stock Warning</td><td>Not enough stock to fulfill delivery</td></tr><tr><td>Delivery Received</td><td>Site has signed (Standard workflow)</td></tr><tr><td>Auto-Received</td><td>Delivered without signature (Immediate workflow)</td></tr></tbody></table>

Notifications appear in:

* Dashboard Alerts
* System Notifications
* Site Logs
* Delivery Status Columns

***

## What Happens Next

After sending the delivery:

| Stage                   | Standard Delivery | Immediate Delivery |
| ----------------------- | ----------------- | ------------------ |
| Inventory leaves Yard   | Yes               | Yes                |
| Site signs to receive   | Required          | Not required       |
| Inventory added to Site | After signature   | Instantly          |


# Standard Delivery Process


# Immediate Delivery Process


# Split or Partial Delivery Process


# Delivery Import

The section outlines how to use the import button found inside the delivery section.

## Purpose

The Import function is designed to speed up the delivery creation process when scaffold or formwork structures are built in CAD software.

Some CAD systems can generate a material or component list as an export. Instead of manually adding each component into the delivery one by one, the Import function allows that exported list to be uploaded directly into the delivery.

This helps reduce manual data entry, improve accuracy, and save time when processing large deliveries.

***

## Requirements

To successfully import a CAD component list into a delivery, the exported component data should match the inventory records stored in Cloudscaff.

The following fields can be used for matching:

* Code
* Category
* Size
* Name
* Location

The more matching information available, the more accurate the import process will be.

At minimum, the import requires either:

* A matching Code, or
* A matching Name

If neither of these fields exist or match an inventory item in Cloudscaff, the component will not be recognized during the import process.

***

## Process

### Phase 1: Download your Cloudscaff inventory list

Inside the delivery, click the **Import** button in the top right corner.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FMKroYwFuMmC9oeilxxBz%2FScreenshot%202026-05-07%20at%2016.39.47.png?alt=media&amp;token=9e92d4a9-f51d-48ce-9afa-237426e13bf2" alt=""><figcaption></figcaption></figure></div>

This will open the **Import Inventory List** window and guide you through the import process.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fi9yL3FcY3prDsxn1YGM4%2FScreenshot%202026-05-07%20at%2016.41.52.png?alt=media&amp;token=e69c77ed-8a6b-4726-b6da-addb1f76eb1a" alt="" width="308"><figcaption></figcaption></figure></div>

Click **Download List**.

This will download your full Cloudscaff inventory list in Excel format. The export includes the following columns:

| Column       | Description                  |
| ------------ | ---------------------------- |
| id           | Internal Cloudscaff item ID  |
| code         | Component code               |
| category     | Component category           |
| size         | Component size               |
| name         | Component name               |
| location     | Current inventory location   |
| totalQty     | Total quantity in the system |
| availableQty | Available quantity           |
| orderQty     | Quantity currently on order  |
| deliveredQty | Quantity already delivered   |
| deliveryQty  | Quantity to deliver          |

### Phase 2: Choose the correct import template

Now that you have downloaded your Cloudscaff inventory list in Excel format, you need to use it together with one of the Cloudscaff import templates.

There are two import templates available:

* **Cloudscaff Import Inventory Template Using Code**
* **Cloudscaff Import Inventory Template Using Name**

Which template you use depends on the information available from your CAD drawing export.

<table><thead><tr><th>Template</th><th>Use When</th><th data-type="files"></th></tr></thead><tbody><tr><td>Using Code</td><td>Your drawing export contains component codes</td><td><a href="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FY3rDs4wF1PWzdVkJwbwR%2FCloudscaff%20Import%20Inventory%20Tempate%20Using%20Code.xlsx?alt=media&amp;token=d5c0fc41-365e-42dd-a10e-ce8522eebc10">Cloudscaff Import Inventory Tempate Using Code.xlsx</a></td></tr><tr><td>Using Name</td><td>Your drawing export contains component names</td><td><a href="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FnMYDOkriMvOEig188yhW%2FCloudscaff%20Import%20Inventory%20Tempate%20Using%20Name.xlsx?alt=media&amp;token=943f0ea0-a440-4458-a1b9-edf3b4ca22c8">Cloudscaff Import Inventory Tempate Using Name.xlsx</a></td></tr></tbody></table>

#### **Cloudscaff Import Inventory Template Using Code**

{% file src="/files/I8Mo9gZL8FlgC6Omk6Fo" %}

#### **Cloudscaff Import Inventory Template Using Name**

{% file src="/files/SJv7dm4lHbZp6YRycVnD" %}

***

## Understanding how the template works

The import template works by comparing your CAD drawing list against your Cloudscaff inventory list.

The template contains two tabs:

| Tab                       | Purpose                                       |
| ------------------------- | --------------------------------------------- |
| Cloudscaff Inventory List | Paste Your Cloudscaff Inventory export here   |
| DrawingList               | Paste Your drawing or CAD component list here |

The process works like this:

1. You download your Cloudscaff inventory list
2. You paste that inventory list into the template
3. You paste your CAD drawing list into the DrawingList tab
4. The template automatically matches the items together
5. The delivery quantities are automatically populated
6. You export the "**Cloudscaff Inventory List**" as a CSV
7. You upload the CSV back into Cloudscaff

If the component names or codes match correctly, the import will prepare the delivery automatically for you.

***

### Phase 3: Paste your Cloudscaff inventory list into the template

Open the downloaded Cloudscaff inventory list.

Copy all the rows from the downloaded file from the following columns. <br>

| id | code | category | size | name | location | deliveryQty |
| -- | ---- | -------- | ---- | ---- | -------- | ----------- |

Then open the import template and paste the data into the tab called:

**Cloudscaff Inventory List**

This gives the template a full copy of your Cloudscaff inventory database so it can perform the matching process.

***

### Phase 4: Paste your drawing list

Go to the tab called:

**DrawingList**

This is where you paste the material list generated from your CAD drawing.

Depending on which template you are using:

* Paste the **Code** and Quantity, or
* Paste the **Name** and Quantity

You only need:

* The component Code or Name
* The required Quantity

Example using codes:

| Code      | Qty |
| --------- | --- |
| STD-3M    | 120 |
| LEDGER-2M | 45  |

Example using names:

| Name        | Qty |
| ----------- | --- |
| Standard 3m | 120 |
| Ledger 2m   | 45  |

***

### How the automatic matching works

The template automatically compares:

* The Code or Name from the DrawingList tab\
  against
* The Code or Name in the Cloudscaff Inventory List tab

If they match correctly:

* The delivery quantities will automatically populate
* The correct Cloudscaff inventory items will be prepared for import

If something does not match:

* The quantity will not populate
* The item may be skipped during import

This is why your component names or codes must match the Cloudscaff inventory records correctly.

***

### Important Notes

#### Do not delete the `id` column

The `id` column is required by Cloudscaff during the import process.

If the `id` column is removed or changed, the import will fail.

#### Do not change column names

Keep all column names exactly as they are in the template.

#### Only update the `deliveryQty` values

The template is designed to automatically populate the correct delivery quantities.

***

### Phase 5: Export the file as CSV

Once all quantities have populated correctly:

1. Open the **Cloudscaff Inventory List** tab
2. Click **File**
3. Click **Save As**
4. Select:
   * **CSV (Comma delimited) (.csv)**

Save the file.

***

### Phase 6: Upload the CSV into Cloudscaff

Return to Cloudscaff.

In the Import window:

1. Click **Upload CSV**
2. Select the CSV file you exported
3. Confirm the upload

Cloudscaff will then automatically build the delivery using the imported quantities.


# Inventory Returns Overview

Approve requested returns, schedule collections, and process unexpected returns directly at the yard/warehouse without site input.

## **Purpose**

Control returns from the inventory section: approve requested returns, plan collections, and receive scheduled or unexpected returns back into the yard/warehouse.

***

## **How to Access**

Open the **main menu** → Select **Inventory** → Click **Returns**\
\[Insert screenshot of navigation or sidebar]

> **Note:** \
> You must have the correct inventory permissions to see and use Returns.

***

## **Step-by-Step Workflow**

### Review Pending Returns

View Submitted Returns, Outbound Returns, and Completed Returns to decide what to action.\
\[Insert screenshot placeholder]

### Approve requested returns

* Open a submitted return, confirm items/quantities
* Add date/time and vehicle details
* In Return Information, set Return Date
* In Transport Details, enter Driver Name, Driver Phone No, and Vehicle Description.

### Schedule collection

Click Schedule Collection in the footer (visible while status is Submitted).

### Mark the vehicle arrival and start receiving

* Reopen the return when the vehicle checks in (status on-route).
* Capture the driver signature under Signature, then click Return Collected.

### Receive returns (scheduled or unexpected)

Enter received quantities and condition.

***

## **Key Rules and Notes**

| Rule                            | What it Means                                                                          |
| ------------------------------- | -------------------------------------------------------------------------------------- |
| Stock updates on submission     | Balances change immediately when you post the return                                   |
| Over-returns managed separately | Extra quantities are handled in the Over-Returns table within the same return document |
| Condition drives handling       | Good stock restocks; damaged can be quarantined or written off                         |
| Completed returns are locked    | Make corrections with a new return                                                     |

**What Happens Next**

* Stock increases and/or stock is written off if damaged.
* Audit log records user, time, items, quantities, and condition.

***

## **Permissions Required**

| Action                               | Permission (or role)                                                                                                                   |
| ------------------------------------ | -------------------------------------------------------------------------------------------------------------------------------------- |
| See Returns tab                      | inventory-returns (or Inventory Admin role)                                                                                            |
| Create return                        | inventory-returns-create (or Inventory Admin/Super Admin)                                                                              |
| Update a submitted return            | inventory-returns-update (or Inventory Admin/Super Admin)                                                                              |
| Schedule collection / mark collected | Return is editable; no extra permission beyond access                                                                                  |
| Approve return                       | inventory-returns-approve (or Inventory Admin/Super Admin)                                                                             |
| Approve immediately                  | inventory-returns-immediate (or Inventory Admin/Super Admin)                                                                           |
| Void return                          | inventory-returns-void (or Inventory Admin/Super Admin)                                                                                |
| Manage over-returns table            | inventory-over-returns-edit / inventory-over-returns-approve; reversals use inventory-returns-reverse (or Inventory Admin/Super Admin) |

***

## **Troubleshooting and Common Questions**

Quick fixes for access, validation, and stock update issues during returns.

| Cannot see Returns tab            | Ask an admin to add inventory-returns to your role          |
| --------------------------------- | ----------------------------------------------------------- |
| Quantity blocked by validation    | Lower qty to issued/available stock for that item           |
| Stock didn’t update after submit  | Confirm submission succeeded, then refresh; check audit log |
| Need to change a completed return | Create a new return to offset the original                  |

**Related Pages and Links**

* Inventory – Issuing Material
* Inventory – Stock Adjustments
* Roles and Permissions
* Reporting – Return Audit Logs

<br>

Auto contextLocal<br>


# Returns Inventory Management

Manage the complete return workflow from site submission through collection, approval, and inventory reconciliation at the yard.

## Purpose

The Admin Returns tool enables users to process inventory returns from site locations back to the yard. It manages the entire lifecycle including submission, scheduling collection, driver collection, and final approval. The tool tracks item conditions (shipment-ready, maintenance, damaged, or lost), captures signatures, handles over-returns, and automatically updates inventory upon approval.

***

## How to Access

**Navigation:** Open the main menu → Select Inventory → Click Returns tab → Click an existing return or Create New Return button

\[Insert screenshot of navigation path]

## Permission Requirements

Different actions require different permission levels:

| Action                | Required Permission                                                                           |
| --------------------- | --------------------------------------------------------------------------------------------- |
| View returns          | Basic inventory access                                                                        |
| Create/update returns | `inventory-returns-update`                                                                    |
| Schedule collection   | `inventory-returns-update`                                                                    |
| Approve returns       | `inventory-returns-approve` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable`   |
| Void returns          | `inventory-returns-void` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable`      |
| Immediate approval    | `inventory-returns-immediate` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable` |

***

## Step-by-Step Workflow

#### 1. Create a New Return

**Action:** Click the "Create New Return" button and select the site returning inventory.

**System displays:** Return form with site details including name, code, customer, and address.

**Outcome:** New return document is initialized in "submitted" status.

\[Insert screenshot placeholder – Create return form with site selection]

**Return Information Fields:**

| Field          | Description                             | Mandatory |
| -------------- | --------------------------------------- | --------- |
| Returned By    | Auto-populated with current user name   | Yes       |
| Return Date    | Date the return is being logged         | Yes       |
| Reference Code | Optional external reference number      | No        |
| Notes          | Additional information about the return | No        |

#### 2. Enter Transport Details

**Action:** Fill in driver and vehicle information for collection planning.

**System displays:** Transport details form with three fields.

**Outcome:** Collection logistics are recorded for scheduling.

\[Insert screenshot placeholder – Transport details section]

| Field               | Description                          | Mandatory |
| ------------------- | ------------------------------------ | --------- |
| Driver Name         | Name of person collecting the return | No        |
| Driver Phone No     | Contact number for driver            | No        |
| Vehicle Description | Registration or vehicle identifier   | No        |

#### 3. Select Items to Return

**Action:** Use the Site Inventory table to specify return quantities. Toggle "Show All" to view all site inventory or only items with return quantities.

**System displays:** Searchable table showing all inventory at the selected site with current quantities.

**Outcome:** Return quantities are set for each item. Use the search bar to filter by code, category, or name.

\[Insert screenshot placeholder – Site inventory table with return quantities]

**Site Inventory Columns:**

| Column          | Description                        |
| --------------- | ---------------------------------- |
| Code            | Item stock code                    |
| Category        | Item category classification       |
| Name            | Item description                   |
| Location        | Specific location on site          |
| Site Qty        | Current quantity available at site |
| Return Qty      | Quantity being returned to yard    |
| Maintenance Qty | Quantity requiring maintenance     |
| Damaged Qty     | Quantity damaged or defective      |
| Lost Qty        | Quantity lost or unrecoverable     |

**Bulk Actions:** Use the quick action buttons to:

* **Return all items**: Sets return quantity equal to site quantity for all items
* **Move all to Maintenance**: Sets all return quantities to maintenance status
* **Move all to Damaged**: Sets all return quantities to damaged status
* **Move all to Lost**: Sets all return quantities to lost status

#### 4. Categorize Item Conditions

**Action:** For each returned item, allocate quantities to the appropriate condition category (shipment-ready, maintenance, damaged, or lost).

**System displays:** Input fields for each condition category.

**Outcome:** Items are pre-categorized for processing upon arrival at the yard.

\[Insert screenshot placeholder – Item categorization columns]

#### 5. Handle Over-Returns (Optional)

**Action:** If items are being returned that were not originally issued to the site, add them in the "Over-Return Items" section.

**System displays:** Separate table for inventory not tracked at the selected site.

**Outcome:** Over-returns are recorded and will generate a separate reconciliation document upon approval.

\[Insert screenshot placeholder – Over-return items table]

**Over-Return Columns:**

| Column     | Description                  |
| ---------- | ---------------------------- |
| Code       | Item stock code              |
| Category   | Item category                |
| Size       | Item size specification      |
| Name       | Item description             |
| Location   | Location identifier          |
| Return Qty | Quantity being over-returned |
| Weight     | Calculated total weight      |

#### 6. Upload Supporting Documents

**Action:** Attach photos, delivery dockets, or other documentation using the file uploader.

**System displays:** Multi-file upload interface.

**Outcome:** Files are stored with the return record and included in generated PDFs.

\[Insert screenshot placeholder – File upload section]

#### 7. Submit the Return

**Action:** Click "Create Return" to submit the return document.

**System displays:** Confirmation message and return code is generated.

**Outcome:** Return moves to "submitted" status and becomes visible to administrators for scheduling.

\[Insert screenshot placeholder – Submitted return with status indicator]

#### 8. Schedule Collection (Admin Action)

**Action:** Administrator reviews the return and clicks "Schedule Collection" to move it to "on-route" status.

**System displays:** Updated status indicator and signature capture becomes available.

**Outcome:** Return is flagged for driver collection. Picklist PDF can be downloaded for driver reference.

\[Insert screenshot placeholder – Schedule collection button and status change]

#### 9. Log Collection (Driver Action)

**Action:** When the driver collects the inventory, they sign in the signature pad field labeled "Signed By" and click "Return Collected".

**System displays:** Signature capture interface.

**Outcome:** Return moves to "collected" status with driver signature and timestamp recorded.

\[Insert screenshot placeholder – Signature capture and Return Collected button]

#### 10. Approve Return (Admin Action)

**Action:** Administrator verifies the physical return against the documentation, signs in the second signature field labeled "Signed By 2", and clicks "Approve Return".

**System displays:** Approval button becomes enabled after signature is captured.

**Outcome:** Return moves to "received" status. Inventory transactions are created based on item categorizations:

* Shipment-ready items return to Available stock
* Maintenance items move to In Maintenance status
* Damaged items move to Damaged status
* Lost items are written off
* Over-returns generate separate reconciliation document

\[Insert screenshot placeholder – Final approval with dual signatures]

#### 11. Immediate Approval (Optional Fast-Track)

**Action:** Administrator with `inventory-returns-immediate` permission can click "Approve Immediately" to bypass collection workflow.

**System displays:** Single-step approval bypassing on-route and collected statuses.

**Outcome:** Return moves directly from "submitted" to "received" with inventory updated immediately.

\[Insert screenshot placeholder – Approve Immediately button]

***

### Key Rules and Notes

| Rule                                         | What it Means                                                                     |
| -------------------------------------------- | --------------------------------------------------------------------------------- |
| Return quantity cannot exceed site quantity  | System validates that you cannot return more than what is available at the site   |
| Categorization cannot exceed return quantity | The sum of Maintenance + Damaged + Lost quantities cannot exceed the Return Qty   |
| Submitted returns can be edited              | Changes to quantities, transport details, and item selection are allowed          |
| On-route returns require driver signature    | "Return Collected" button is disabled until signature is captured                 |
| Collected returns require admin signature    | "Approve Return" button is disabled until second signature is captured            |
| Received returns are locked                  | No edits are possible after approval is complete                                  |
| Void returns are permanent                   | Voiding a return cannot be undone and no inventory transactions occur             |
| Over-returns create separate documents       | Over-returned inventory generates a reconciliation document for manual processing |
| Weight totals respect company settings       | Total weight displays according to company mass unit preferences (kg/lb or tons)  |

***

### What Happens Next

After clicking "Approve Return" or "Approve Immediately", the following occurs:

| Action                              | Result                                           |
| ----------------------------------- | ------------------------------------------------ |
| Inventory transactions created      | Stock quantities updated based on categorization |
| Return status changes to "received" | Document becomes read-only                       |
| Over-return document generated      | Separate document created if over-returns exist  |
| Return Note PDF available           | Finalized PDF with signatures can be downloaded  |
| Notifications sent                  | Relevant users notified of completion            |

\[Insert screenshot placeholder – Completed return with received status and available downloads]

***

### Permissions Required

| Action                           | Required Permission                                                                           |
| -------------------------------- | --------------------------------------------------------------------------------------------- |
| Create return                    | `inventory-returns-update`                                                                    |
| Update return (submitted status) | `inventory-returns-update`                                                                    |
| Schedule collection              | `inventory-returns-update`                                                                    |
| Log collection                   | Any user with return access                                                                   |
| Approve return                   | `inventory-returns-approve` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable`   |
| Void return                      | `inventory-returns-void` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable`      |
| Approve immediately              | `inventory-returns-immediate` OR `roles-super-admin-enable` OR `roles-inventory-admin-enable` |
| Bulk categorization actions      | `roles-super-admin-enable` OR `roles-inventory-admin-enable`                                  |

***

### Troubleshooting and Common Questions

**150 Character Description:** Solutions to common issues when processing returns including permission errors, validation failures, and workflow confusion.

| Problem                                                   | Solution                                                                                                                                       |
| --------------------------------------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------- |
| Cannot see "Approve Return" button                        | Role does not have `inventory-returns-approve` permission. Contact administrator to update permissions.                                        |
| Return quantity shows error "cannot exceed available qty" | The return quantity entered is greater than the site quantity. Reduce return quantity or verify site stock is accurate.                        |
| Categorization shows error "cannot exceed return qty"     | The sum of Maintenance, Damaged, and Lost quantities exceeds the Return Qty. Adjust categorization totals.                                     |
| "Return Collected" button is disabled                     | Driver signature is missing. Ensure the "Signed By" field is filled and signature is captured.                                                 |
| "Approve Return" button is disabled                       | Administrator signature is missing or categorization has errors. Capture signature in "Signed By 2" field and resolve validation errors.       |
| Return Note PDF shows incorrect weights                   | PDF respects company weight display preferences. Check Settings → Company → Mass Unit configuration.                                           |
| Cannot edit return after scheduling collection            | Returns in "on-route" or "collected" status are locked for editing. Use "Void Return" and create a new return if major changes needed.         |
| Over-return items not appearing in main inventory         | Over-returns generate a separate reconciliation document for manual processing. Check Reconciliation Documents section.                        |
| Picklist PDF is blank                                     | Return must have at least one item with return quantity greater than zero. Add items before downloading picklist.                              |
| "Show All" toggle not working                             | If search is active, the toggle is overridden. Clear search bar to enable "Show All" toggle functionality.                                     |
| Cannot void completed return                              | Only submitted, on-route, or collected returns can be voided. Received returns require inventory adjustment transactions to reverse.           |
| Weight totals not visible                                 | User role has `miscellaneous-hide-weight-enable` permission active. Contact administrator to adjust permission if weight visibility is needed. |

***

### Related Pages and Links

* \[Admin Returns – Creating a Return from Site]
* \[Inventory – Stock Status and Categorization]
* \[Deliveries – Processing Site Deliveries]
* \[Reconciliation Documents – Processing Over-Returns]
* \[Reports – Site Inventory by Location]
* \[Roles and Permissions – Managing User Access]
* \[Settings – Company Mass Unit Configuration]
* \[Signatures – Digital Signature Capture]


# Immediate Return Process


# Over-Returns

Allocate additional returned items and record maintenance, damaged and scrap quantities, with step-by-step screenshots.

Record additional items returned from a site and identify which of those items need maintenance, are damaged, or are scrap. Over-returns keep the additional quantity visible while recording its condition separately.

You can now allocate over-returned items to **Maintenance**, **Damaged** and **Scrap**. These condition quantities are part of the over-return quantity: they are not extra items to add on top of it.

## Understand the two parts of a return

A return can contain both normal site inventory and over-returned inventory. Check the component code and source location before entering quantities, especially where the same component appears under more than one yard.

| Area                | What to enter                                                    |
| ------------------- | ---------------------------------------------------------------- |
| Site Inventory List | Quantities being returned against the site's recorded inventory. |
| Over-Return Items   | Additional items allocated as over-returns.                      |
| Maintenance Qty     | The portion of the over-return quantity that needs maintenance.  |
| Damaged Qty         | The portion recorded as damaged.                                 |
| Scrap Qty           | The portion recorded as scrap.                                   |

**Keep each physical item in one condition allocation.** For example, an over-return quantity of 10 could contain 2 maintenance items, 1 damaged item and 1 scrap item. The remaining 6 have no maintenance, damaged or scrap allocation. The over-return quantity is still **10**, not 14.

The screenshots below use demonstration records. Your components, locations, quantities and units may differ.

## 1 Create or open the site return

1. Open **Sites** and select the required site.
2. Open the **Returns** tab.
3. Select the **+** button to create a return, or select an existing pending return's reference to open it.
4. Confirm the site and customer details, proposed return date, reference and notes.
5. Complete transport details where applicable.

**Creating a return creates a pending record, and the editor can autosave changes.** Use the creation action when you intend to prepare a return. Wait for any **Saving…** indicator to finish before leaving the editor.

## 2 Allocate the over-return quantity

1. Enter the normal return quantities in **Site Inventory List** where applicable.
2. Scroll to **Over-Return Items**.
3. Turn on **Show All** to display the available inventory choices.
4. Use the search field to find the component by code, category, name or location.
5. Check the **Code**, **Name** and **Location** on the correct row.
6. Enter the additional quantity in that row's **Return Qty** field.
7. Review **Total Overage Items**, **Total Overage Count** and **Total Overage Weight**. Where shown, check the **Over-return Location Breakdown** as well.

![Allocate an additional quantity in the Over-Return Items section](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/BGnScWtBqnqJusbmaOUZ/images/allocate-over-return.jpg)

*The example allocates 10 BB1570 items from Yard A as an over-return. The Yard B row is a separate inventory choice.*

The quantity field in this section is labelled **Return Qty**. Its position under **Over-Return Items** identifies it as an over-return allocation. Do not enter the same physical items in both the normal return and over-return sections.

Use **Update Return** when updating the pending return, or **Submit Return** when it is ready for the next stage of your return workflow.

## 3 Record maintenance, damage and scrap

The initial site return editor records the quantities. The inventory return processing screen provides the condition columns.

1. Open **Inventory → Returns**.
2. Open the return at the appropriate processing stage. For the standard receiving workflow, open it under **Collected**.
3. Scroll to **Over-Return Items**.
4. Use **Show All** and the search field if you need to find an item.
5. Confirm the over-return **Return Qty** for the correct component and location.
6. Enter the relevant portions in **Maintenance Qty**, **Damaged Qty** and **Scrap Qty**.
7. Review the quantities before updating or approving the return through your normal workflow.

![Condition columns in the inventory return processing screen](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/HSkRy8hyKeUheV82zIvD/images/condition-columns.jpg)

*The over-return section provides Maintenance Qty, Damaged Qty and Scrap Qty beside the over-return quantity.*

Keep the combined condition quantity within the total over-return quantity. If the over-return quantity is 10, the three condition allocations together must not represent more than those 10 items. Count and inspect the items before choosing a condition.

The normal **Site Inventory List** also has condition columns, including **Lost**. The **Over-Return Items** section has **Maintenance**, **Damaged** and **Scrap**; enter the condition against the section the item belongs to.

If you only see quantity fields in the initial site editor, continue through the inventory processing workflow to reach the condition controls. Available actions depend on the record's status and your role.

## 4 Find and review the linked over-return

Over-return records can be reviewed in **Inventory → Over Returns**. The list separates **Pending**, **Approved**, **Reversed** and **Voided** records.

1. Open **Inventory** from the main menu.
2. Select **Over Returns**.
3. Expand the relevant status section.
4. Search by the return reference or other identifying details.
5. Select the over-return reference to open it.

![Over Returns tab with the pending section filtered to an example document](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/NXvHbbXwfdLi9UtRpmVE/images/over-return-list.jpg)

*The linked reference includes the original return code and an OR code, helping you trace the over-return to its return.*

In **Edit Over Return**, check the site, return date and component locations. The total additional quantity is labelled **Overage Qty** here. Pending records provide editable **Maintenance Qty**, **Damaged Qty** and **Scrap Qty** fields, together with **Update** and **Approve** actions.

![Pending over-return showing quantity, condition fields and review actions](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/KRTjvYWOJDTlEAg0H6Vb/images/pending-over-return.jpg)

*Review the overage quantity and its condition allocations before approving the pending record.*

Use **Update** to save a pending record's changes. Use **Approve** when the record has been checked and is ready to approve. Confirm its resulting status in the list. Follow your organisation's normal return checks and approval responsibilities.

## 5 Check an approved over-return

Open the record under **Approved** to review its recorded quantities and conditions. Check the overage total alongside the condition columns rather than adding the columns together as separate movements.

![Approved over-return with three items split across maintenance, damaged and scrap](https://content.gitbook.com/content/sVJ0qURLvzCOxTGXEZIZ/blobs/dCS6INvvRbF9xsiSuI53/images/approved-conditions.jpg)

*This approved example has Overage Qty 3: one item in Maintenance, one Damaged and one Scrap. Total Counts remains 3.*

The approved view also shows **Reversed Qty**, **Balance Qty** and **Reverse Qty**. **Balance Qty is not a statement that every item is in usable condition**—read the condition columns alongside it.

### Reversal restriction

CloudScaff displays this message when an over-return contains condition allocations:

> This over-return cannot be reversed because it contains items in maintenance, damaged or scrap.

The **Reverse** action is disabled in this situation. Check condition allocations carefully before approval. If an approved allocation needs correction, ask the person responsible for inventory management to review the record and the appropriate correction process.

## Quick example

You receive 10 additional items and allocate them to **Over-Return Items**.

| Allocation                                  | Quantity |
| ------------------------------------------- | -------: |
| Total over-return / overage                 |       10 |
| Maintenance                                 |        2 |
| Damaged                                     |        1 |
| Scrap                                       |        1 |
| No maintenance, damaged or scrap allocation |        6 |

Enter **10** as the over-return quantity, then **2**, **1** and **1** in the respective condition columns. The condition allocations explain 4 of the 10 items; they do not increase the total to 14.

## Troubleshooting

**I cannot find the component.** Turn on Show All, clear or adjust the search, and check the component code and location. A component may have separate rows for different source locations.

**I cannot see the condition fields.** The initial site return editor only shows quantity fields. Open the inventory processing screen or the linked pending over-return. On a narrow screen, check the columns to the right of the quantity and weight fields.

**The same component appears twice.** Check Location before allocating quantities. Matching descriptions do not mean the rows represent the same inventory source.

**The condition quantities exceed the over-return quantity.** Recount the items and correct the allocations. Each item should be counted once; maintenance, damaged and scrap quantities are portions of the total.

**I cannot edit or approve the record.** Check its status and your role's access to the relevant inventory return functions. Ask your administrator if you do not have the required access.

**Reverse is disabled.** Read the message above the table. Over-returns containing maintenance, damaged or scrap items cannot be reversed through that action.

## Related guides

* [Returns from Site](https://docs.cloudscaff.com/site-management/returns-from-site)
* [Inventory Returns Overview](https://docs.cloudscaff.com/inventory-management/inventory-returns-overview)
* [Inventory Register](https://docs.cloudscaff.com/site-management/inventory-register)

The Inventory Register provides a visual view of site movements and balances. Its **Included in Over-returns** condition quantities are already part of the over-return movement, so do not add them to the over-return quantity again.


# Transfers


# Standard Transfer Process


# Immediate Transfer Process


# Yard Transfers


# Site Movements


# Site Inventory Tools

Site inventory tools let users view stock, track movements, request items, receive deliveries, submit returns, and transfer items between sites.

## Purpose

If a Site User has the correct permissions, they will be able to open a site and access a set of inventory tools. These tools allow users to view inventory currently on the site, request new items, receive deliveries, submit returns, and manage transfers between sites.

Each tool serves a different purpose in the stock control process.

***

## Inventory

This is a real-time log of all inventory issued to the site.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FUF2Mu1HadlHWtwbJYhCp%2FScreenshot%202025-11-10%20at%2013.25.25.png?alt=media&amp;token=dadad4c4-1935-431a-88ab-9cd009b26a04" alt=""><figcaption></figcaption></figure></div>

The Inventory tab displays:

* All components that have been issued to the site
* The total weight of all items at the site
* Weight broken down by each yard, location, or source of delivery
* Current availability and detailed quantities per item
* Supplier information if the item is cross-hired
* Total movements to date, including deliveries, returns, transfers and over-returns

Users can also download:

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2Fd0SkYDyGut3ykBbPqvYL%2FScreenshot%202025-11-10%20at%2013.27.32.png?alt=media&amp;token=4f9cef82-f93a-4642-8de4-74893db826dd" alt=""><figcaption></figcaption></figure></div>

This provides a complete overview of what is on the site, where it came from, and how much is stored there at any moment.

<table><thead><tr><th width="148.36328125">Report</th><th>Description</th></tr></thead><tbody><tr><td><strong>Revenue Report</strong></td><td>Calculates the financial value of all items currently on the site based on your pricing configuration set out in the component in the <strong>Hire Cost</strong> field. Used for billing, project costing, or rental revenue tracking.</td></tr><tr><td><strong>Replacement Cost Report</strong></td><td>Shows the total replacement cost of all items issued to the site. This uses the pricing configuration set out in the component in the <strong>Replacement Cost</strong> field. Useful for insurance, damage claims, and client back-charging.</td></tr><tr><td><strong>Price List</strong></td><td>Displays the item price per unit (hire rate or sale rate) for every component currently on site. This reflects the pricing configuration set out in the component in the <strong>Selling Cost</strong> field. Can be shared with clients or used internally for estimating.</td></tr><tr><td><strong>Inventory PDF</strong></td><td>A downloadable PDF summarising all inventory movements on the site, including quantities and weights. Used for handovers, audits, and client reporting.</td></tr></tbody></table>

{% hint style="info" %}
[See how to use the inventory section in sites](/site-management/inventory)
{% endhint %}

***

## Inventory Movements

<figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FgzkoKchcxBQdKSGtpy0Z%2FScreenshot%202025-11-10%20at%2013.34.07.png?alt=media&amp;token=1323c1f5-35d1-4a70-a0f5-991e481c2a13" alt=""><figcaption></figcaption></figure>

This page shows every stock movement that has occurred on the site, including:

* Deliveries in
* Returns out
* Transfers to or from other sites
* Over-returns

Users can filter movements by:

* Type of movement
* Date range

This page gives full traceability of how stock arrived, where it went, and who performed each action.

{% hint style="info" %}
[See how to use the inventory movements in sites](/site-management/inventory-movements)
{% endhint %}

***

## Requests

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FsRBbBTBV77uR7LEC7LOL%2FScreenshot%202025-11-10%20at%2015.15.44.png?alt=media&amp;token=daada767-5270-4c78-aa9e-1740f26af6a4" alt=""><figcaption></figcaption></figure></div>

Requests for inventory are used when a site needs additional inventory. Site users fill out the request form with the required items and quantities, then submit it to the Inventory Management section for approval and processing.

Site Users can:

* Create a request for items, tools, components, or materials
* Submit the request to the yard or inventory controller for processing
* View the status of all pending and completed requests

Only users with the correct permissions can submit a request.

Requests prevent stock from being issued without approval and ensure all deliveries are recorded.

{% hint style="info" %}
[Learn how to create a request for inventory](/site-management/requests-submit-a-request-for-inventory)
{% endhint %}

{% hint style="info" %}
[Learn how to process a request for inventory](/inventory-management/requests-processing-a-request-for-inventory)
{% endhint %}

***

## Deliveries

This tab shows all deliveries going to or already completed on the site.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FbgeKnLLEWedLhZSmdfHz%2FScreenshot%202025-11-10%20at%2015.22.01.png?alt=media&amp;token=b0e01951-bf58-4939-b795-8c79ac306901" alt=""><figcaption></figcaption></figure></div>

{% hint style="info" %}
[Learn how to manage deliveries from a site](/site-management/deliveries-receiving-deliveries-on-site)
{% endhint %}

{% hint style="info" %}
[Learn how to create a delivery from the inventory management section ](/inventory-management/deliveries-overview-of-the-delivery-process)
{% endhint %}

Two scenarios exist:

1. **Deliveries that require signing**
   * The site user reviews the items
   * Confirms quantities
   * Signs electronically
   * The stock is then added to the site inventory
2. **Deliveries sent directly**
   * If items are sent immediately and arrive with site staff present, the system can update stock automatically
   * The user can still open the delivery record and download the PDF delivery note at any time

In this tab, Site Users can:

* View upcoming deliveries/outbound deliveries
* Sign for deliveries
* Download PDF delivery notes
* Review completed deliveries

***

## Returns

Used when a site needs to send inventory back to a yard or storage facility.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FKEPj0bLg2VtvfelmKXC2%2FScreenshot%202025-11-10%20at%2015.28.16.png?alt=media&amp;token=59e1bf6f-44ac-447e-b1d1-5f06ef203759" alt=""><figcaption></figcaption></figure></div>

From this tab, Site Users can:

* Create a return
* Select items and quantities to send back
* Attach photos or notes
* Submit the return to arrange for collection
* View pending collections
* View all completed returns with downloadable PDFs

This ensures items leaving site are documented, photographed if required, and signed for at the receiving yard.

{% hint style="info" %}
[Learn how to submit a delivery from the site](/site-management/returns-from-site)
{% endhint %}

{% hint style="info" %}
[Learn how to manage returns from the inventory management section](/inventory-management/inventory-returns-overview)
{% endhint %}

***

## Transfers (Site-to-Site)

Transfers allow a site to send inventory directly to another site without returning it to the yard first.

<div align="left" data-with-frame="true"><figure><img src="https://3532476255-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FsVJ0qURLvzCOxTGXEZIZ%2Fuploads%2FYPlCz6WrYhCkX81gtlgO%2FScreenshot%202025-11-10%20at%2015.34.01.png?alt=media&amp;token=96388372-de4f-41b0-a807-330d3510008d" alt=""><figcaption></figcaption></figure></div>

This:

* Saves time
* Reduces transport
* Keeps stock accurate across all active sites

Users can:

* Select the transfer from site and the transfer to site
* Choose items and quantities
* Submit the transfer for processing
* View pending and completed transfers

Transfers update both sites instantly once processed.

{% hint style="info" %}
[Learn how to do a site-to-site inventory transfer from a site](/site-management/transfers)
{% endhint %}

{% hint style="info" %}
[Learn how to do a site-to-site inventory transfer from the inventory management section](/inventory-management/transfers)
{% endhint %}


# Variance Handling


# Reports


# Notifications


# Manage Subscription


# Logout




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