AL: Add or Edit Inventory Items in Logbook

Add items to Logbooks individually or in bulk to track physical assets, guest packages, or lost items. Use the Inventory Loader for large-scale updates.

Before you begin...

• Requires Employee User Type access.

• Must have access to the Logbooks tab and Add Tickets permissions.

• Hotel Admin access is required to enable the Inventory Loader or Batch Adding.

 

Things to Consider:

• Locations should be configured prior to adding Equipment Inventory Items to Logbooks. This action can only be performed by a Hotel Admin User.
• To batch add Inventory Items, select “Enable Batch Adding” in the Inventory settings. This action can only be performed by a Hotel Admin User.
• To upload Inventory items in bulk, “Enable Inventory Loader” within the Facility settings in ALICE Admin. This feature is intended for clients who have purchased Preventative Maintenance. This action can only be performed by a Hotel Admin User.
• Inventory Item Types must be configured in ALICE Admin prior to adding Inventory Items to the Logbook. This action can only be performed by a Hotel Admin User.
• Some Inventory Item information (Photos/Attachments) are not supported within excel and therefore cannot be uploaded in bulk using the Inventory Loader.

Individually Add Inventory Items to Logbook

Steps:

1. Select the Logbooks tab.
2. Select a Logbook from the icon column on the left side of the screen.
3. Select Add to begin adding Inventory Items to the Logbook.
4. Use the form to add information about the Inventory Item. Required fields are noted with a red asterisk.
5. Select a Type from the dropdown.
6. Name the Inventory Item with a unique identifier. Each name must be unique. Consider using numbers/locations to differentiate like-items. For example “HVAC - Fitness Room” or “Air Handler Unit 1”
7. Additional custom fields can be added by Hotel Admins to provide greater details about the Inventory Item. Examples of custom fields are circled in the screenshot below. 
    
8. Select Save to add the Inventory Item.

Batch Add Inventory Items to Logbook

Steps:

1. Select the Logbooks tab.
2. Select a Logbook from the icon column on the left side of the screen.
3. Select Add to begin adding Inventory Items to the Logbook. 
4. If Batch Add is enabled, fields to add Inventory Items will be arranged in a grid view, providing the ability to add multiple Inventory Items at one time.  
    

Add Inventory Items using the Inventory Loader

1. Select the Logbooks tab.
2. Select a Logbook from the icon column on the left side of the screen.
3. Select Add to begin adding Inventory Items to the Logbook.
4. If Inventory Loader is enabled, an option to toggle to Multiple will appear. Select Multiple.
5. Leave the Type dropdown as All Types or select the Inventory Type being uploaded from the dropdown.
6. Select Download Blank Sheet to initiate a download of the excel template used to enter Inventory Item data.
7. Open the downloaded excel file and add Inventory Item data. Required fields are noted with an asterisk.
8. Save the file and return to ALICE and the Logbook tab.
9. Select Add, then Multiple to return to the Inventory Loader.
10. Select Upload Sheet then select the saved file to initiate the upload.

Edit Existing Inventory Items

1. Select the Logbooks tab.
2. Select a Logbook from the icon column on the left side of the screen.
3. Select Add to begin adding Inventory Items to the Logbook. 
4. Select Multiple.
5. Select the Type of Inventory Items you are editing from the dropdown. If you are not editing one specific Type, select All Types.
6. Select Download the Current Sheet to initiate a download of an Excel template with the existing data pre-loaded.
7. Open the file and make any necessary changes. DO NOT make any changes to the ALICE InventoryID. This column should remain unmodified as it is the unique identifier for the Inventory Items in ALICE.
8. Save the file and return to ALICE and the Logbook tab.
9. Select Add, then Multiple to return to the Inventory Loader.
10. Select Upload Sheet then select the saved file to initiate the upload.

Inventory Item Loader Template

The following information outlines the default columns on the Inventory Loader Template. Note that additional columns may be present, reflecting property-specific configurations. If you have questions about what information should be added to additional columns not listed here, contact a Hotel Admin on property.

• ALICE Inventory ID (Do not modify): Leave this column blank. ALICE will automatically generate a unique identifier for new Inventory Items. When editing Inventory Items, do not alter the information in this column.
• Name: Name the Inventory Item. Each Inventory Item must have a unique name. Consider additional prefixes, codes, numbers, or letters as necessary.
• Room# or Location: Select a cell in this column to access a dropdown list of available locations in the account. If a location is missing, contact a Hotel Admin on property to add the new location via ALICE Admin. If a room number or location is added that is not already available in ALICE, the cell will highlight red.
• Workflow Status: Select a cell in this column to access a dropdown list of available workflow statuses. Select the workflow status appropriate to the Inventory Item. (Ex: Open/Active) If a workflow status is added that is not already available in ALICE, the cell will highlight red.

Troubleshooting the Inventory Loader

If there are issues uploading the file, an error message will appear.

Resolving Errors:

1. Download the file using the Download here link within the error message.
2. Errors will be highlighted on the template to make them easy to find.
3. Correct the highlighted cells. Common errors include missing information and/or duplicated names.
4. Save the file and return to ALICE and the Logbook tab.
5. Select Add, then Multiple to return to the Inventory Loader.
6. Select Upload Sheet then select the saved file to initiate the upload.