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Labelled copies and counted stock

Decide how Gizzago tracks the copies of a toy, and change it later if you need to.

Who can do this: coordinators and admins.

How Gizzago thinks about toys​

  • A toy is what members see and reserve, for example "Balance board". It is one page in the catalogue.
  • Underneath it are the things with codes on them. There are two kinds:
    • A labelled copy has its own code, condition, serial number, missing pieces and history. Most toys are like this.
    • Counted stock is several identical units sharing one code, for example five balance boards under HB-0100. Gizzago keeps the count ("1 of 5 in") but not a history for each board. The catalogue's Shared label view lists these.

The test for one toy is: "Would a member be equally happy with any of these?" Labelling is a separate choice, made copy by copy. A member sees the same thing either way: "2 of 5 available".

Steps​

Add more labelled copies​

  1. Open the toy's page and choose the Items tab.
  2. Press Add labelled copies.
  3. Enter How many copies, the Site, the Condition and Where it goes.
  4. Press Add 2 copies (the button shows your number). Each copy gets a new code. Print the labels from Labels in the header.

Start a count​

  1. On the Items tab, press Start a count.
  2. Enter How many, then press Start the count. One code covers them all.

Add to a count​

  1. On the Items tab, find the row with the shared code and press Add to count.
  2. Enter How many to add, then press Add 2 to HB-0100.

Split some off​

Use this when one unit needs tracking on its own, for example a cracked board you want to watch.

  1. On the Items tab, click the shared code to open its page.
  2. In the More card, press Split off some.
  3. Enter How many, then press Split off 1. The new unit gets its own code, and its page opens.

Merge two codes into one count​

  1. Open the page of the code you want to fold in.
  2. In the More card, press Merge with another.
  3. Under Merge into, choose the other code, then press Merge.

Gizzago refuses a merge across different toys, different conditions, or copies with serial numbers. The old code keeps working as an "old label", so a sticker already on a box still scans.

What you'll see

After adding to a count, a message says "HB-0100 now has 7". The Items tab shows the new quantity, and the toy's Stock in the catalogue changes to match.

At the desk​

A labelled copy is lent with one scan. For counted stock the desk shows a stepper so the volunteer can lend two or three at once. When a counted toy comes back and more than one family has some out, the desk may ask who is returning it.