Migrating your inventory to the Tasks App

Gosh- this is a massive undertaking ​@Andrew Schorr. We love organization (every item we purchased for our STRs lives in a single master Procurement Google Sheet with columns including: Home    Team    Room    Item    Type    Design Idea /Palette     Details     Source     Stock    Size or Quant     $ Per     Tax    Shipping    Total     Alt Price    ?s and notes     Owner    Status    Lead Time (days)    Order Date    Expected Arrival    Ship To    Scheduled Delivery    Tracking

However - when it comes to CONSUMABLES we don’t have a system since the replacement is so fluid. 

We’re challenged with multiple markets for purchasing, price changes, availability, size of space they live in at the homes and minimum orders. 

Want to help but whoa!!

I’d be happy to share what I currently implemented in my own inventory system.

when it comes to CONSUMABLES we don’t have a system since the replacement is so fluid. 

​@anthonyrallo we're hoping to achieve this algorithmically based on a consumption rate per guest night and mostly automate cross-property orders and restockings with occasional input from cleaners to correct if we over/under order. The sheet layout is helpful for durables.

Thanks ​@The Orange Cabins. We're looking for anything to train an import wizard.

​@Andrew Schorr Do you currently plan to just do simple quantity report, low, medium, high, or full/empty format?

Somethings to consider, we allow cleaners and inspectors to report that, it then gets assigned to someone to restock. Additionally we have the occasional false alarm (cleaner doesnt find but its there) so we have a way to notate false alarm to alert cleaner that they missed it. 

These are very specific but hopefully somewhat helpful.

We have a report / form each cleaner fills out when they are done. This includes what items that the house NEEDS next time, as well as what linens they took with them to wash off site (so that those linens go back with the next home). Then, we have to manually print the “lists” each night so they are there at our office for the cleaners for the next day so they can back their bags.

If there was a way to have this inventory report be customizable per property, with our own notes and checklists, and then be auto shared or viewable by the next cleaner, while, and this is important, checking against the most recent check out to ensure it is the proper form (or flag if it isn’t done yet because that clean isn’t completed) that would be a game changer for us.

customizable per property, with our own notes and checklists, and then be auto shared or viewable by the next cleaner

Yes, this should be achievable.

while, and this is important, checking against the most recent check out to ensure it is the proper form

Can you expand on this? I don't think I follow.

​@The Orange Cabins the plan is for the host to set Full and Low counts for each item. The cleaner gives feedback on Empty/Low/Med/Full. We run an algorithm that will mostly run on auto-pilot, but also flag things for the cleaner to validate when we think the inventory reported by the cleaner isn't matching what the algorithm is expecting. Plus a little magic we will save to reveal in the Town Hall.

Every item that needs restocking goes to an aggregate list of all properties (or a group of properties) for bulk orders. The bulk orders maintain the per-property restock lists which can be assigned as tasks. Also some fun details here we're going to be quiet about for now.

​@Andrew Schorr Analytics later on would be great, we track the per item cost and then the price charged in the cases of margins to then track how much we make on inventory or how much we spend. 

Also I think an important ability is to allow them to report something that is running low but not in regular inventory so a fillable item. Lets say that one property stocks doggie poop bags but its just that property so its not kept in inventory but in rare instances should be reporting as running out or low, would be good to allow an unexpected item.