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Add inventory: items and units

ShowKeep separates what a thing is from the physical copies you own. Getting this distinction right up front makes everything downstream, availability, checkout, reports, work correctly.

Items versus units​

An item is the catalog entry: a Mac Aura XB, a 25 ft powerCON extension, a Pelican case. You give it a name, manufacturer, model, category, specs, and photos once.

A unit is one physical copy of a serialized item, with its own asset tag, serial number, and condition. Bulk items skip units entirely and track a simple quantity per location instead.

Add an item​

From Inventory, choose New item and fill in:

  • Name, manufacturer, model, and category.
  • SKU (bulk items scan by SKU; it doubles as the barcode).
  • Weight, dimensions, power draw, and connectors.
  • Day rate, replacement value, and insured value.
  • Photos, and on Pro and Max, GDTF fixture files, 3D models, and other documents.

Bulk versus serialized​

Choose Tracking when you create the item:

  • Bulk quantity: cable, gaffer tape, connectors, anything you count rather than individually identify. You stock it at locations and adjust the count as it moves.
  • Serialized units: fixtures, consoles, anything you need to track individually. Each unit gets its own auto-generated asset tag.

:::note Tracking mode locks in Once an item has stock or units recorded against it, its tracking mode is fixed. Decide up front. :::

Add units to a serialized item​

On the item page, open the Units tab and choose Add units. Set how many to add, paste serial numbers (optional, one per line), a starting location, and purchase details. Asset tags are assigned automatically, and each new unit starts in condition good.