Item Types

Learn how to create and manage item types in Kuviq.

Overview

Item types categorize your equipment and define:

• What information is tracked for each item
• Custom fields specific to that equipment
• Which inspection templates are available
• Default behaviors for items of that type

Why Use Item Types

Organization Benefits

• Consistent data - Same fields for similar equipment
• Easier searching - Filter by equipment category
• Appropriate inspections - Match templates to equipment
• Reporting - Analyze by equipment type

Example Item Types

Industry	Item Types
Fire Safety	Fire Extinguisher, Emergency Light, Smoke Detector
Construction	Ladder, Scaffold, Power Tool, Safety Harness
Fleet	Truck, Van, Forklift, Trailer
Healthcare	Medical Device, Emergency Equipment, PPE
Hospitality	Kitchen Equipment, Safety Equipment, HVAC

Accessing Item Types

1. Navigate to Admin > Item Types
2. View all configured item types

The Item Type List

The list shows:

Column	Description
Name	Item type name
Items	Number of items using this type
Custom Fields	Number of custom fields defined
Default Template	Associated inspection template

Creating an Item Type

Basic Setup

1. Click Add Item Type
2. Enter the type name (e.g., "Fire Extinguisher")
3. Add a description explaining what this type is for
4. Click Save

Naming Best Practices

Good Names	Avoid
Fire Extinguisher	FE
Portable Ladder	Ladder Type 1
Safety Harness	Harness
Medical AED	Device

Be specific and use names everyone will understand.

Custom Fields

Custom fields capture information specific to an item type.

Adding Custom Fields

1. Edit the item type
2. Click Add Custom Field
3. Configure the field:
   • Name - What to call the field
   • Type - Field type (see below)
   • Required - Must be filled when creating items
   • Help Text - Instructions for users
4. Save

Field Types

Type	Use For	Example
Text	Short text	Model number, Serial
Number	Numeric values	Capacity, Weight
Date	Dates	Expiry date, Purchase date
Dropdown	Selection from list	Size (S/M/L), Rating
Checkbox	Yes/no	In warranty, Calibrated
Long Text	Paragraphs	Notes, Description

Dropdown Options

For dropdown fields:

1. Select "Dropdown" as the type
2. Add options one at a time
3. Set a default value (optional)
4. Arrange option order

Field Order

Fields appear in the order you define them:

1. Drag fields to reorder
2. Put important fields first
3. Group related fields together

Required Fields

Mark fields as required when:

• Data is essential for the item
• Inspections need the information
• Reports depend on the field

Don't mark everything required—it slows down data entry.

Example Custom Fields

Fire Extinguisher

Field	Type	Required
Agent Type	Dropdown (Water, Foam, CO2, Powder)	Yes
Capacity (kg)	Number	Yes
Last Service Date	Date	Yes
Manufacture Date	Date	No
Service Provider	Text	No

Vehicle

Field	Type	Required
License Plate	Text	Yes
VIN	Text	No
Mileage	Number	No
Fuel Type	Dropdown (Gasoline, Diesel, Electric)	Yes
Registration Expiry	Date	Yes

Ladder

Field	Type	Required
Type	Dropdown (Step, Extension, Platform)	Yes
Height (m)	Number	Yes
Material	Dropdown (Aluminum, Fiberglass, Wood)	Yes
Max Load (kg)	Number	No
Last Load Test	Date	No

Manufacturer Association

Link item types to relevant manufacturers:

1. Edit the item type
2. Under Manufacturers, select applicable manufacturers
3. Save

When creating items of this type, only these manufacturers appear in the dropdown.

Inspection Template Association

Default Template

Set a default inspection template:

1. Edit the item type
2. Under Default Inspection Template, select a template
3. Save

This template is pre-selected when creating inspections for items of this type.

Multiple Templates

Some item types may need different inspections:

• Daily checks vs. annual inspections
• Different inspections based on location
• Regulatory vs. operational inspections

All templates remain available; the default is just pre-selected.

Editing Item Types

Changing Basic Information

1. Click on the item type
2. Update name or description
3. Save

Modifying Custom Fields

Adding new fields:

1. Edit the item type
2. Add the new field
3. Save

New fields appear on existing items (initially empty).

Editing existing fields:

• You can change labels and help text
• You can add dropdown options
• Changing field types may lose data

Removing fields:

1. Edit the item type
2. Delete the field
3. Save

Data Loss

Removing a field deletes that data from all items of this type. Export data first if needed.

Deleting Item Types

Prerequisites

Before deleting an item type:

1. Reassign all items to another type, OR
2. Delete all items of that type

Deleting

1. Click on the item type
2. Click Delete
3. Confirm

Cannot Undo

Deleting an item type is permanent. Make sure all items are reassigned first.

Bulk Operations

Import Item Types

1. Click Import
2. Upload a CSV or Excel file
3. Map columns to fields
4. Review and import

Export Item Types

1. Click Export
2. Choose format
3. Download

Export includes item type configuration, not the items themselves.

Best Practices

Design Principles

1. Keep it simple - Only create types you need
2. Be consistent - Use standard naming across types
3. Plan custom fields - Think about reporting needs
4. Start minimal - Add fields as needs become clear

For Different Organization Sizes

Small organizations:

• 5-10 item types is typical
• Focus on major equipment categories
• Minimal custom fields

Large organizations:

• May have 20-50+ item types
• More detailed custom fields
• Consider regulatory requirements

Avoid These Mistakes

1. Too many types - Creates confusion
2. Too many fields - Slows data entry
3. Vague names - Hard to find the right type
4. Missing required fields - Incomplete data

Migration and Changes

Adding Item Types Later

You can add item types anytime. Existing items aren't affected.

Changing Item Types

To change an item's type:

1. Edit the item
2. Select the new type
3. Fill in any required fields for the new type
4. Save

Custom field data from the old type is preserved but not visible.

Merging Item Types

To combine two types:

1. Change all items from one type to the other
2. Delete the empty type

Troubleshooting

Can't Delete Item Type

• Check for items still using this type
• Reassign or delete those items first

Custom Field Not Appearing

• Check field is saved
• Refresh the page
• Verify field isn't hidden by permissions

Data Not Showing in Reports

• Ensure field is populated on items
• Check report includes this item type
• Verify field type matches report expectations

Next Steps

• Inspection Templates - Create inspections for types
• Manufacturers - Set up manufacturers
• Creating Items - Use item types