Add Items ​

In order to add items in Itefy, you need to have permissions to do so. If you are the account owner, you have access in both the web app and mobile app.

You can open the window to add items from multiple places in the web app:

  • In the main menu, under Items > Add item
  • From the Items page (Add button in the toolbar to the top right)
  • From the Items quick-action card on the dashboard (the + button)

A small window first asks whether you want to Add items manually or Import from spreadsheet. Choose Add items to open the form.

Add an Item ​

The form is organized into collapsible sections. Only the item name is required — everything else is optional, and you can add or change all the other information later.

The Add items form.

Item Type ​

Choose what kind of item you are adding:

  • Fixed asset: Equipment, tools, property and other individual assets. This is the default.
  • Inventory: Raw materials, consumables and other stock counted as a quantity.

The choice decides which of the sections below apply (for example, purchase information and kits are for fixed assets, while quantity and low-stock threshold are for inventory).

General ​

  • Item name (required): The name of the item that describes it properly enough to separate it from other items
  • Unique ID: A serial number, licence plate, software serial number or any other code that is unique for that item. Should be added later on if you select to multiply the item.
  • Item type: The category in which the item fits
  • Image: A picture of the item that will show up in the item listing. You can add more pictures later (see the Pictures & files section below) and change the main picture at any time.

Purchase Information (fixed assets only) ​

This information is used to calculate the current depreciated value of each item. Itefy uses the straight-line depreciation method.

  • Purchase date: Select the date the item was purchased
  • Cost: What the item cost when purchased
  • Lifespan: The expected lifespan in years — Itefy shows the resulting end-of-life date
  • Depreciation rate: Pick a preset rate, or choose Custom… to set your own percentage per year
  • Salvage value: The estimated value at the end of the lifespan. Itefy calculates this automatically from the rate; you can override it manually. Set it to 0 if you don't plan to sell the item.

Properties ​

  • Home location: Select the location where the item should be stored when not in use.
  • Primary responsible person: Select a user with primary responsibility for the item. This user receives notifications on condition changes and new issues.

Description, Pictures & files, Specifications, Categories, Vendors ​

You can complete the item record in the same form:

  • Description: A rich-text description of the item
  • Pictures & files: Extra pictures and file attachments (the main image is set in the General section)
  • Specifications: Name/value pairs like brand, model, weight etc.
  • Categories: Tick the category values that apply to the item
  • Vendors: Link contacts as supplier, manufacturer or service provider

Kit (fixed assets only) ​

Enable Make this item a kit container if the item should hold other items as a kit. You add the kit's items afterwards, under the item's Settings > Kit.

Number of Items ​

  • Fixed assets — Multiply item: If you have several equipment items of the same make and model, you can create duplications automatically. Items will be numbered automatically. Select how many copies you would like and at which number the auto-numbering should start. You can multiply the same item up to 500 times, within your account quota limit. The created series will not be related after creation — you can change each record individually.
  • Inventory — Initial quantity: Set the opening stock quantity, the unit of measurement (e.g. pcs, kg, m), and a low-stock threshold. When stock falls to or below the threshold, the primary responsible person is notified.

Duplicate an Existing Item ​

If a new item is similar to one you already have, open the existing item and click the ⋮ menu in the top right, then Duplicate item…. The Add item form opens prefilled with that item's information — adjust what differs (like the unique ID) and save.

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