~30 min Beginner

Set up Itefy from scratch ​

This tutorial takes you from nothing to a working Itefy account: you'll create the structure (types, locations, categories), invite your team, and register your first equipment items. Doing the structure before adding items pays off — every item you add can then be classified and placed correctly from the start.

At the end you'll have an account your whole team can log in to, with a handful of properly classified items and a dashboard that reflects your operation.

Step 1 — Sign up and open your account ​

  1. Sign up for a free 14-day trial — see Signing up for the details. No credit card is required.
  2. Once your trial account is created, you are signed in automatically. If you sign in later at app.itefy.com, you land on your Accounts page — click your account to open it.
  3. You land on the dashboard — the first page you see when logging into your account. It will be mostly empty for now; we'll come back to it in the last step.

Step 2 — Create item types ​

Types are the primary way to categorize your equipment — for example Camera, Laptop, Vehicle.

  1. In the main menu, select Filters > Types. The Manage types dialog opens.
  2. Click the Add type button, enter a name, and save.
  3. Repeat for each type you need. Names must be unique.

Don't overthink the list — you can also create a type on the fly later with the quick add button in the type picker while adding an item.

Step 3 — Add your locations ​

Locations let you track where equipment is stored and where it currently is.

  1. In the main menu, click Filters, then Locations.
  2. Click New location, type a name in the field that appears, and click Add (or press Enter).
  3. Repeat for each storage room, site, vehicle or shelf you want to track.

Step 4 — Set up categories ​

Categories complement types with flexible classification — make, model, size, color, or anything else relevant to you. An item can have values from several categories at once.

  1. Select Filters > Categories in the main menu. The Edit categories dialog opens.
  2. Click Add category and enter a group name (for example: make, model, size, or color).
  3. Click Add value on a category to add its selectable values.

Categories are optional — skip this step if types cover your needs, and come back later.

Step 5 — Invite your team ​

  1. Go to Settings in the main menu, then select Users.
  2. Click Add user, fill in the user's email address, first name and last name (all required), optionally a mobile phone number and a message, then click Add user.
  3. If the person already uses Itefy, they get access immediately; otherwise they receive an email with a verification link to complete their signup.
  4. Consider what each user should be allowed to do — see User permissions, or follow the Onboard your team with the right permissions tutorial.

Step 6 — Add your first items ​

  1. In the main menu, select Items > Add item, then choose Add items (the other option, importing from a spreadsheet, is covered in its own tutorial).
  2. Enter the item name — the only required field. Add a Unique ID (serial number, licence plate etc.) if the item has one.
  3. Select the Item type you created in Step 2, and under Properties, pick the Home location from Step 3 and optionally a Primary responsible person from Step 5.
  4. Optionally add an image, purchase information, description, specifications and category values — everything except the name can also be added or changed later.
  5. If you have several identical items, use Multiply item to create numbered copies automatically.
  6. Save, and repeat for a handful of items to get a feel for it.
The Add items form.

Step 7 — Check the dashboard ​

Click your way back to the dashboard. It now reflects your data:

  • The quick-action cards at the top (Items, Reservations, Checkouts, Issues, Events) each have a + button for creating new records and open the full lists.
  • The key numbers below show items total, items in use, overdue checkouts and more — color coded so red means immediate attention.
  • The tabs further down give insights over time as you start using the account.
The web app dashboard.

What you accomplished ​

  • Created a trial account and structured it with types, locations and categories
  • Invited your teammates so they can log in with their own credentials
  • Registered your first equipment items with type, location and responsible person
  • Learned where the dashboard surfaces the numbers that need your attention

Where to go next ​

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