Help Center

Everything you need to know about setting up and using ShelveIt to manage your physical inventory.

Setup Guide

Create a Room

Start by creating a representation of your physical space. A room can be a warehouse, a storage unit, an office, or even a specific corner of a room. It is just a way of grouping shelves together.

Tip: Give your room a descriptive name like "Archive Room A" or "North Warehouse".

Create Shelves in the room

Give each shelf a name and specify how many columns and rows it has. This creates a grid of cells where your items will live. A cell in this grid is called a 'location'.

Tip: If you have not labelled your shelves with column names and row numbers then consider letters A,B,C for the columns and numbers 1,2,3 for the rows.

Define Containers (Optional)

You can just put things in a location without defining any containers.
But if you store items inside larger containers like boxes, bins or folders then you can define these too. This helps you track exactly which container an item is in, even if multiple containers are in the same location.
These containers are in a heirarchy eg A box contains a folder which contains an envelope.

Create Tags

Create tags to label your locations and containers. These tags make it easy to categorize items and find what you're looking for using filters.

Import Your Data

If you have data stored in another system and wish to import it into ShelveIt just Contact Us and send the Excel, CSV, Json or whatever file format you have and we will import it for you.

Attributes & Tags

Organize your inventory with precision using Tags and Attributes. While Tags are simple labels, Attributes allow you to add a value for the attribute. Both can be used in filters to search for items.

Attributes

Use attributes when you need to store specific values. Define keys like "Weight" or "Expiry Date" and assign values to them.

• Examples: "Weight: 10kg", "Color: Blue", "Use By: 2024-12-25"
• Types: Text, Number, Date, Yes/No
• Best for: Notes, dates, and detailed data.

AI Chat

Think of the assistant as a knowledgeable team member who has memorized every shelf and box in your facility. You can talk to it naturally to find what you need or get a summary of your operations.

How to use it

For the best results, be as specific as possible. Instead of "where is the box?", try "where is the box labeled 'Electronics'?". The assistant can see all your rooms, shelves, containers, and their tags.

Finding Items: Ask it to locate specific containers or tags.
Data Summaries: Ask for counts of items in specific rooms or shelves.
Space Management: Ask which rooms have the most free capacity.

Try asking...

"Where did we put the 'Spare Parts' container?"

"How many shelves are currently in the 'Main Warehouse'?"

"List all boxes that have the 'Urgent' tag."

"Which room has the most empty space for new stock?"

User Management

Manage who has access to your company's inventory and what they are allowed to do. All user management is handled in the Admin Dashboard.

Create Users

Add new team members by providing their name, email, and assigning a starting role. You can also set an initial password.

Update Details

Change a user's display name, email address, or promote/demote them to different roles as your team changes.

Reset Passwords

Admins can reset any user's password if they lose access. Use the magic wand to generate strong, secure passwords.

Remove Access

Permanently delete users to revoke their access immediately. You cannot delete the last Administrator of a company.

Roles & Permissions

Viewer

The Viewer role is read-only. They can browse through rooms, shelves, and containers to find items, but they cannot create, edit, or delete anything.

Editor

An Editor can manage the day-to-day inventory. They can add items, move them between containers, and update tags. However, they cannot change the room or shelf structure.

Admin

The Company Admin has full control. This includes setting up rooms and shelves, defining container hierarchies, and managing user accounts and roles.

Data & Security

We take data portability and security seriously. Your data is yours, and we ensure it is stored safely and remains accessible to you at all times.

Data Portability

Administrators can export all company data to Excel (.xlsx) format at any time. This follows an open standard, allowing you to move your data to other systems or use it offline in Google Sheets or Microsoft Excel.

Cloud Hosting

ShelveIt is hosted on AWS (Amazon Web Services) in the London (eu-west-2) region. This provides high availability, low latency for UK users, and world-class physical and digital security.

Security & Backups

All data is encrypted at rest and in transit (using SSL/TLS). We perform regular automated backups to prevent data loss and ensure your inventory records are always safe.

GDPR & Compliance

We are fully committed to GDPR compliance. Our data processing practices are designed to protect user privacy and strictly limit data access to authorized personnel only.