Add or Edit Inventory Items in Logbook
Inventory items can be added to a Logbook individually or in batches.
Inventory items that are typically added individually are for Logbooks like Lost & Found, Packages, and Rentals, for example.
To upload inventory items in bulk, an Inventory Loader is available. The Inventory Loader also allows for edits and updates to inventory items to be made quickly and easily. This feature is primarily used to upload an equipment asset Logbook for Preventative Maintenance.
User Type & Roles
To perform this action in ALICE, the user must have at least Employee User Type access.
The user must also have the following settings within “Roles” enabled”
Access to the “Logbooks” tab.
Access to “Add” Tickets.
Consider also granting access to “View”, “Edit”, “Close” and/or “Assign” Tickets depending on the tasks each user will be responsible for performing.
Users with “View” access will also receive notifications for unassigned tickets.
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.
Jump to “Individually Add Inventory Items to Logbook”
Jump to “Batch Add Inventory Items to Logbook”
Jump to “Add Inventory Items using the Inventory Loader”
Individually Add Inventory Items to Logbook
Steps
Select the “Logbooks” tab.
Select a Logbook from the icon column on the left side of the screen.
Select “Add” to begin adding Inventory Items to the Logbook.
Use the form to add information about the Inventory Item. Required fields are noted with a red asterisk.
Select a “Type” from the dropdown.
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”
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.
Select “Save” to add the Inventory Item.
Batch Add Inventory Items to Logbook
Steps
Select the “Logbooks” tab.
Select a Logbook from the icon column on the left side of the screen.
Select “Add” to begin adding Inventory Items to the Logbook.
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
Select the “Logbooks” tab.
Select a Logbook from the icon column on the left side of the screen.
Select “Add” to begin adding Inventory Items to the Logbook.
If “Inventory Loader” is enabled, an option to toggle to “Multiple” will appear. Select “Multiple”.
Leave the “Type” dropdown as “All Types” or select the Inventory Type being uploaded from the dropdown.
Select “Download Blank Sheet” to initiate a download of the excel template used to enter Inventory Item data.
Open the downloaded excel file and add Inventory Item data. Required fields are noted with an asterisk.
Save the file and return to ALICE and the Logbook tab.
Select “Add”, then “Multiple” to return to the Inventory Loader.
Select “Upload Sheet” then select the saved file to initiate the upload.
Edit Existing Inventory Items
Select the “Logbooks” tab.
Select a Logbook from the icon column on the left side of the screen.
Select “Add” to begin adding Inventory Items to the Logbook.
Select “Multiple”.
Select the “Type” of Inventory Items you are editing from the dropdown. If you are not editing one specific “Type”, select “All Types”
Select “Download the Current Sheet” to initiate a download of an Excel template with the existing data pre-loaded.
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.
Save the file and return to ALICE and the Logbook tab.
Select “Add”, then “Multiple” to return to the Inventory Loader.
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
Download the file using the “Download here” link within the error message.
Errors will be highlighted on the template to make them easy to find.
Correct the highlighted cells. Common errors include missing information and/or duplicated names.
Save the file and return to ALICE and the Logbook tab.
Select “Add”, then “Multiple” to return to the Inventory Loader.
Select “Upload Sheet” then select the saved file to initiate the upload.