AL: How To Add or Edit a Logbook

A Logbook in Alice provides space for operations teams to record and track important information, such as Lost & Found, Packages, or Equipment assets. Use this workflow to build and customize your logbooks via the Admin menu.

Before you begin...

• Requires Hotel Admin User Type access.
• Terminology Note: Logbooks are referred to as Inventories within the Alice Admin menu; these terms are interchangeable.
• Access Control: Users must have access to the specific Facility in their assigned Role to view or manage the associated Logbook.
• Order of Operations: You must create at least one Inventory Item Type before you can add individual entries to a Logbook.

The Steps: Creating a Logbook

1. Access Alice Admin.
2. Select the Facility where you want to build the Logbook.
3. Select Create Inventory.
4. Enter the Name for the Logbook/Inventory.
5. Create an Identifier Label for the Logbook. The Identifier Label is the category for entries added to the Logbook. Consider what will be added to the Logbook and note that as the Identifier Label.
   • Lost & Found Logbook Identifier Label = Item Description
   • Packages Logbook Identifier Label = Tracking Number (or) Package Description
   • Equipment Logbook Identifier Label = Equipment Name
6. Determine which Inventory Setting should be enabled/disabled. Select the checkbox to enable. Leave the checkbox empty to disable.
7. Add an icon to make the Logbook easy to identify. If no icon is added, the first initial of the Inventory Name is used. To add an icon, select Choose File and select a saved image.
8. Select Create to save the Logbook/Inventory.

Inventory Settings:

1.  

   Inventory Setting	Function	Use Case
   Enable Locations for Inventory*	Enable a locations dropdown list.	Enable this for Preventative Maintenance Equipment Logbook and Housekeeping Extra Room Items (BETA) only.
   Enable Batch Adding	Create Logbook entries in bulk.	Add multiple logbook entries at one time. Ex: Add all Lost and Found items to the Lost and Found Logbook at the end of the shift.
   Enable Grid View	Changes the view of the screen from rows to a grid format.	This option benefits residential-type properties with a package room. We do not recommend this view for a traditional hotel setting.
   Has Price	Displays a price field when entering a new inventory item.	Log the original price of an Inventory Item for tracking purposes. Ex: Note the initial cost of equipment asset for Preventative Maintenance.
   Has Effective Period	Enables an “Effective Period Label” field. This then allows you to input an “expiration date” when logging a new item.  Note ALICE will not close the item automatically, unless "Expire after effective period end" is turned on.	Properties may have a 90-day policy for Lost and Found.
   Assignable to Guest	Enables the ability to assign the Logbook entry to a guest reservation.	Item associated with a guest could include bike rentals, items reported lost, packages, etc.

    

Once the Logbook/Inventory has been created, it will appear in the Logbook tab.

1.  

   *Existing customers can update existing equipment logs by upgrading to locations. Review the video below to learn more.

The Steps: Adding Item Types and Fields

Inventory Types are categories to organize Logbook entries/Inventory Items. At least one Inventory Item Type is required. Review the table below for examples of Inventory Item Types.

1.  

   Logbook Name	Inventory Item Type Example 1	Inventory Item Type Example 2
   Lost and Found	Lost Item	Found Item
   Packages	Packages Incoming	Packages Outgoing
   Equipment	HVAC	Boilers
   Extra Items (BETA)	Rollaway Beds	Cribs

    
2. Select Create Inventory Item Type. 
3. Name the Inventory Item Type. This is the only required field. 
    
4. Select Create to save the Inventory Item Type.
5.  

   Determine the order of Inventory Item Types by selecting Sort Inventory Item Types. Drag and drop Inventory Item Types to the desired order then select Save.

Create Custom Inventory Fields:

By default, Alice provides Type, Identifier, and Notes. Add custom fields for more detail.

1. Select Create Inventory Field.

2. Enter Field Details. Required fields are Name and Data Type.

3. Select Save to create the Inventory Field.

4. Department Specifics: You can create fields that apply to the whole Logbook or specific fields that only appear for certain Item Types.

Reference: Inventory Settings Definitions

Setting	Function	Recommended Use Case
Enable Locations	Adds a location dropdown list to entries.	PM Equipment or Extra Room Items.
Enable Batch Adding	Allows staff to add multiple entries at once.	End-of-shift Lost & Found logging.
Enable Grid View	Changes the display from rows to a grid.	Package rooms for residential properties.
Has Price	Adds a field to log the cost/value.	Tracking equipment asset costs.
Effective Period	Enables an expiration/retention date field.	90-day Lost & Found policies.
Assignable to Guest	Links the entry to a specific reservation.	Bike rentals, guest packages, or lost items.

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The Steps: Editing a Logbook

1. To update Name or Settings: Select Edit at the top of the Logbook configuration page and select Update.

2. 

3. To update Item Types: Select the specific Item Type Name, make changes, and save.
4. To update Fields: Select the Inventory Item Field, select the Inventory Item Type Name. Then, select Update to save changes.  

The Result

Success: Once the Logbook and at least one Item Type are created, the Logbook will immediately appear as a sub-tab within the Logbook tab on Alice Desktop, ready for staff to begin recording data.

Troubleshooting

• Missing Items: If a Logbook is created but doesn't appear for staff, verify that their Role has "View" access enabled for the parent Facility.

• Photo Uploads: Reminder—Logbooks are currently managed on Alice Desktop. Photos must be uploaded via the web interface; they are not currently supported for upload via the mobile app.