Inventory Tab
The Inventory tab is where you define the "building blocks" that show up all over Manage1to1 when you're working with inventory and incidents. Think of this page as your district's master lists for:
- Inventory settings that control checkout notifications and related behaviors
- Device models you assign to devices (Chromebook, Laptop, Tablet, plus whatever else you use)
- Insurance providers (optional, only if your instance uses device insurance tracking)
- Device statuses that describe the condition or disposition of a device (Active, Lost, Sold, etc.)
Most districts set these up once during implementation, then only revisit them when a new device program launches or workflows change.
Inventory Settings
The Inventory Settings section controls system-wide behaviors related to device and cart management.
Device Checkout Notification
When enabled, Manage1to1 will automatically send an email notification to users when a device or cart is checked out to them. This keeps users informed about device assignments and provides them with a record of their checkout.
What gets notified:
- Device checkouts to users
- Cart checkouts to users
What does NOT trigger notifications:
- Device checkouts to rooms
- Cart checkouts to rooms
- Device assignments to carts
The notification email includes:
- Device model name
- Serial number
- Asset tag
- Checkout date
This feature is disabled by default. Enable it to help users stay informed about their device assignments, especially during large-scale deployments or device refresh cycles.
Notifications are sent only to the user's primary email address. Guardian/parent email addresses are not included.
Asset Tag Minimum Length
This setting enforces a minimum character length for asset tags across your inventory. It's particularly useful for districts that use numeric asset tags with leading zeros (e.g., "001234") to ensure consistency during bulk imports and manual entry.
How it works:
- Set a minimum length (e.g., 6 characters)
- When a shorter asset tag is entered, the system will either reject it or automatically pad it with leading zeros, depending on your preference
Auto-Pad with Leading Zeros:
When enabled alongside a minimum length, asset tags that are shorter than the minimum will automatically have leading zeros added to meet the requirement.
| Entry | Minimum Length | Auto-Pad | Result |
|---|---|---|---|
1234 | 6 | Off | Rejected with error |
1234 | 6 | On | Saved as 001234 |
123456 | 6 | Either | Saved as 123456 |
This is especially helpful during bulk device imports where spreadsheet software often strips leading zeros from numeric values. With auto-pad enabled, those shortened values are automatically restored to the correct format.
Set the minimum length to 0 to disable this validation entirely (default behavior).
Rapid Check-Out Display Options
These settings control what information is displayed on the Rapid Check-Out screen when a user is selected. Showing additional details helps staff verify they're checking out devices to the right person and identify any potential issues before completing the transaction.
Show AUP Status
When enabled, displays whether the user has signed the current Acceptable Use Policy. This appears as a "Signed" or "Not Signed" badge next to the user's information.
This is helpful during device distribution when you want to ensure students have completed required paperwork before receiving their device.
Show Device Fee Status
When enabled, displays whether the user has paid their device fee. This appears as a "Paid" or "Not Paid" badge next to the user's information.
This option only appears if your instance has Device Fees enabled. If Device Fees are not configured, this setting has no effect.
Show Current Checkouts
When enabled, displays a list of devices and carts currently checked out to the user. This helps staff quickly see if a user already has equipment assigned before checking out additional items.
This is particularly useful for:
- Preventing duplicate checkouts
- Identifying users who may need to return a device before receiving a new one
- Verifying loaner device status
Enable User Search Autocomplete
When enabled, the Local ID field on Rapid Check-Out provides search suggestions as you type. You can search by Local ID or by the user's name, and matching results appear in a dropdown showing the user's name, Local ID, grade, and building.
This makes it easier to find users when you don't have their exact Local ID handy, while still allowing barcode scanning and manual ID entry to work as expected.
All display options are enabled by default. You can disable any of them if they add unnecessary clutter to your workflow.
Device Models
The Device Models section controls which "types" are available when staff add or edit a device. If you want a device to be categorized correctly in reporting and dashboards, this is where it starts.
You'll want at least one device model configured before you start adding inventory, otherwise staff will have nothing to select when creating devices.
Add or Edit a Device Model
Adding and editing are the same workflow. The only difference is whether you click Add (new) or the Edit action (existing).
When you create or update a device model, you're essentially defining the category the device belongs to. Common examples include:
- Chromebook
- Laptop
- Tablet
If you edit an existing device model, any devices already assigned to that model will reflect the updated values. If you are trying to preserve historical accuracy, consider creating a new model instead of heavily revising an old one.
Delete a Device Model
A device model cannot be deleted if it has already been assigned to a device. This protects reporting and historical data.
If a model is no longer used, the best approach is typically to leave it in place and stop using it moving forward.
Insurance Providers
If your district tracks device insurance, you can add insurance providers here. When enabled, insurance can act as a helpful visual indicator during incident entry and throughout the platform so staff can quickly see whether a device is covered.
If you do not see insurance functionality in your workflows, your instance may not have insurance tracking turned on. If you want it enabled, please be sure to toggle it on in the General tab
Add or Edit an Insurance Provider
Adding and editing are the same workflow.
Use this to define the provider name exactly as your district refers to it, especially if you want clean reporting (for example, avoiding multiple versions of the same provider name).
Delete an Insurance Provider
Insurance providers cannot be deleted once they are in use. If you no longer need a provider, the typical approach is to keep it for historical reporting, disabling it which will prevent assigning it to new devices.
Device Status
Device statuses help describe the state of a device beyond its incident status. This is where districts track things like whether a device is active in circulation, out for parts, sold, or marked lost.
In most districts, device status is used by inventory managers and technicians to keep the fleet clean and accurate over time.
Common Status Examples
- Active
- Lost
- Law Enforcement
- Parts
- Sold
Active is the default status and is protected from removal or modification since it represents normal in-service inventory.
Lost is a status tied to specific functionality and is protected from removal or modification.
Add or Edit a Device Status
Adding and editing are the same workflow.
Most districts keep this list short and meaningful, and rely on incidents for repair workflow detail. If a status is rarely used, it often makes reporting noisier instead of more helpful.
If you rename or edit a status, devices currently using that status will show the new value everywhere in the system.
Delete a Device Status
A status cannot be deleted if it is currently being used by a device. If you are trying to retire a status, the best approach is to move devices off of it first, then remove it once it is no longer in use.
Device Cases
If your district tracks protective cases (or shells) for devices, you can manage those case types here. When enabled, cases can be selected on device records and can help staff quickly identify what a device should have on it, especially during check-in, repairs, or device swaps. Additionally some insurance plans require cases be tracked for devices.
If you don't see a Device Cases section in your instance, the feature may be disabled. If you want it enabled, reach out to support and we can help.
Add or Edit a Device Case
Adding and editing are the same workflow.
Most districts keep case names simple and consistent so staff can select the right option quickly. Common patterns include:
- "iPad Case: OtterBox"
- "Chromebook Case: Gumdrop"
- "Laptop Case: Protective Shell"
If you differentiate cases by size or generation, it's a good idea to include that in the name so reporting stays clean.
If you rename or edit a case type, devices already assigned to that case will show the updated value across the system.
Delete a Device Case
Device cases cannot be deleted if they are currently assigned to a device. If you are retiring a case type, the cleanest approach is:
- Stop assigning it to new devices
- Move any remaining devices off that case type if needed
- Delete it once it is no longer in use
Best Practices
A few patterns that tend to work well across districts:
- Keep Device Models aligned to how you report inventory (not necessarily every vendor variation).
- Only add Device Statuses you will actually use operationally.
- Avoid frequent renaming of items already in use unless you are comfortable with historical records reflecting the new naming.
- Enable Device Checkout Notification during large device deployments to help users track their assignments.