Item Groups

Coming Soon

Item Groups is a planned feature that is not yet implemented. This documentation describes the planned functionality for future reference. Check back for updates.

Learn how to organize items into groups for easier management.

What Are Item Groups?

Item groups allow you to:

• Organize related items together
• Schedule inspections for multiple items at once
• Perform bulk operations on grouped items
• Report on collections of equipment

Example Use Cases

Group Name	Purpose
"Critical Safety Equipment"	High-priority items requiring frequent inspection
"Building A - Fire Safety"	All fire-related items in one building
"2024 New Equipment"	Track newly purchased items
"Monthly Audit Items"	Items included in monthly compliance checks
"Mobile Equipment Pool"	Shared equipment that moves between locations

Viewing Item Groups

Accessing Groups

1. Navigate to Items > Item Groups
2. View all groups in your organization

Group Information

Each group shows:

Field	Description
Name	Group name
Description	What the group contains
Item Count	Number of items in the group
Location	Associated location (if any)
Created	When the group was created

Creating a Group

Permission Required

Creating groups typically requires Manager or Admin permissions.

Steps to Create

1. Go to Items > Item Groups
2. Click Add Group or +
3. Fill in group details:
   • Name - Descriptive name
   • Description - Purpose of the group
   • Location - Associated location (optional)
4. Click Create

Location-Based Groups

Groups can be associated with a location:

• Items in the group should be at that location
• Helps organize by physical area
• Useful for location-based inspections

Adding Items to Groups

From the Group

1. Open the group
2. Click Add Items
3. Search or browse for items
4. Select items to add
5. Click Add to Group

From an Item

1. Open the item's details
2. Find the Groups section
3. Click Add to Group
4. Select the group(s)
5. Save

Bulk Add

1. Go to Items list
2. Select multiple items (checkboxes)
3. Click Bulk Actions > Add to Group
4. Select the target group
5. Confirm

Removing Items from Groups

From the Group

1. Open the group
2. Find the item
3. Click Remove or the X icon
4. Confirm removal

From an Item

1. Open the item's details
2. Find the Groups section
3. Click Remove next to the group name

Managing Groups

Editing a Group

1. Open the group
2. Click Edit
3. Update name, description, or location
4. Save

Deleting a Group

1. Open the group
2. Click Delete
3. Confirm deletion

Items Not Deleted

Deleting a group does not delete the items in it. Items remain in your inventory.

Scheduling Inspections for Groups

Groups simplify bulk scheduling:

Creating a Group Schedule

1. Go to Inspections > Schedules
2. Click Add Schedule
3. Set Target Type to "Item Group"
4. Select the group
5. Choose the inspection template
6. Set frequency
7. Save

How Group Scheduling Works

• Inspections are created for all items in the group
• Adding items to the group includes them in future inspections
• Removing items excludes them from future inspections
• Current/in-progress inspections are not affected

Bulk Operations on Groups

Perform actions on all items in a group:

Operation	Description
Print QR Codes	Generate labels for all items
Export	Download group data
Change Location	Move all items (if permitted)

Performing Bulk Operations

1. Open the group
2. Click Bulk Actions
3. Select the operation
4. Confirm

Groups in Reports

Groups appear in various reports:

• Group Summary Report - Items per group
• Inspection Status by Group - Compliance overview
• Group Comparison - Compare groups

Creating Group Reports

1. Go to Reports > Report Builder
2. Select "Item Group" as a dimension
3. Choose metrics and filters
4. Generate report

Best Practices

Naming Groups

• Use descriptive, consistent names
• Include purpose or criteria
• Consider including location if relevant

Good names:

• "Fire Extinguishers - Building A"
• "Monthly Safety Audit Items"
• "High-Risk Equipment"

Avoid:

• "Group 1"
• "Stuff"
• "Items"

Organizing with Groups

Strategy	Description
By Location	Group items by building, floor, or area
By Type	Group similar equipment together
By Schedule	Group items with same inspection frequency
By Priority	Group critical vs. standard items
By Project	Group items for specific projects

Maintaining Groups

• Review group membership periodically
• Remove items that no longer belong
• Update descriptions when purpose changes
• Delete unused groups

Groups vs. Item Types

Use Groups When	Use Item Types When
Temporary organization	Permanent categorization
Cross-category grouping	Defining custom fields
Scheduling convenience	Template assignment
Reporting flexibility	Consistent data structure

Groups vs. Equipment Sets

Use Item Groups When	Use Equipment Sets When
Bulk scheduling needed	Individual item inspection required
Organizational grouping	Items physically used together
Hierarchical structure needed	Compliance tracking needed
Same inspection for all items	Different inspection schedules per item

See Equipment Sets for more information on managing equipment that requires individual inspection tracking.

One Item, Multiple Groups

Items can belong to multiple groups:

• A fire extinguisher might be in:
  • "Building A - Fire Safety"
  • "Monthly Inspection Items"
  • "Critical Equipment"

This provides flexible organization without duplication.

Common Questions

How many groups can an item be in?

There's no limit. Add items to as many groups as needed.

Do groups affect where items appear?

No. Items still appear based on their location. Groups are an additional organizational layer.

Can I create hierarchical groups?

Groups are flat (no parent-child relationships). Use naming conventions for hierarchy:

• "Building A"
• "Building A - Floor 1"
• "Building A - Floor 2"

Next Steps

• Creating Items - Add items to groups during creation
• Viewing Items - Filter by group
• Equipment Sets - Learn about equipment sets for individual item tracking
• Upcoming Inspections - View group inspection schedules