Event Inventory Management Software

Event management software is used to manage, track and record all the events in your life. The software helps you to manage multiple events at a time and also provides you with a tracking system. In this post, we review the aspects of Event Inventory Management Software, easy inventory management, barcode check in and out system, and check in check out process.

In this post, we review the aspects of Event Inventory Management Software, easy inventory management, barcode check in and out system, and check in check out process

Event Inventory Management Software

When it comes to event inventory management software, there’s no one size fits all solution. The needs of your business will vary depending on what type of events you host, how many people attend, and how many vendors and suppliers you use. For example, if you have large outdoor events with thousands or even tens of thousands of attendees, a cloud-based inventory management system may make more sense than a non-digital one. On the other hand, if you’re managing smaller meetings where only a few dozen people might attend at once (like at hotels), then paper-based solutions may be best suited to your needs.

5 Ways Event Planners Use Inventory Software

  • Digital inventory management. This type of inventory software is used to track and manage the products, supplies and materials you need for an event as well as any services that are required for it.
  • Non-digital inventory management. A great way to ensure you have enough items on hand at each event is by using a physical inventory system that keeps track of your stock levels so that you can avoid running out at the last minute. This type of system is particularly useful if you work in the catering industry or need to store a lot of bulk items like food, beverages and linens.

Digital Inventory Management

Digital inventory management software is used by event planners to manage the inventory of their events. It can be used to manage all aspects of inventory, including food, beverages and other supplies. Many of these programs have the ability to manage multiple events at the same time.

Non-digital Inventory Management

Inventory management software is designed to help you manage your inventory and stock levels. This is a complicated process that requires the use of multiple systems, including:

  • Your e-commerce website
  • A physical store or warehouse
  • Your accounting system (if you’re a wholesale business)

Inventory management software is also known as ERP or Enterprise Resource Planning software. It integrates all these different processes in order to automate them and make them easier for you to manage.

Manage Vendors

Event planning is a huge task, and you’re going to need all the help you can get. You want to keep track of all your vendors so that you know who is responsible for what and how much they are charging. You don’t want to get stuck paying for things that aren’t part of their service package or not getting paid for work done because their invoices were lost in the shuffle.

This means knowing if they are reliable and trustworthy as well as making sure they have accurate pricing information so that there aren’t any hidden costs down the road.

Manage Contracts and Leases

Your contracts and leases are an important part of running your business. In order to protect yourself and the people you hire, you need to keep them up-to-date as well as manage them correctly.

You can avoid contract issues by:

  • Always signing a contract before agreeing on any services or events
  • Making sure that all parties have signed the document and that they agree with its content
  • Asking if there is anything else that needs to be added or changed from the original proposal

Manage Suppliers

With inventory management software, you can:

  • Import supplier information and track inventory levels from each supplier.
  • Track payments, outstanding invoices and due dates for each supplier.
  • Manage contracts with your suppliers to keep everyone on the same page about what’s happening in your supply chain.
  • Create custom forms or templates for specific invoices that come from individual suppliers or groups of suppliers so that all the information is entered into the system automatically (thus saving you time).

easy inventory management

Nowadays small businesses have a plethora of choices when it comes to picking an inventory management solution. These systems can span all across the spectrum – from the proprietary robust enterprise resource planning systems costing hundreds of thousands of dollars, to bare-bones applications costing peanuts or even being offered for free. It is important to do your due diligence and find the right solution. This is a balancing act between feature sets and costs. You need to make sure the inventory software solution can do everything you need it to do while also fitting within your budget. Anything too expensive or not robust enough would be a hindrance, rather than a boon, to your business.

Most small businesses want something in the middle – an affordable solution that is robust enough to meet their inventory management demands of today. Boxstorm® is that perfect middle ground: a robust and yet simple inventory software system that is user friendly, practical, robust, integrates with other business systems, and is accessible from virtually any device that is connected to the Internet. In addition, Boxstorm Forever Free is one version of the solution that costs absolutely nothing to use in perpetuity!

User friendly and practical

Most business owners start by wearing many hats and running several parts of their business. They have be the accountant, warehouse manager, marketing manager, and so on. But this can lead to problems because few people are able to be experts at all of these areas. They can get confused or frustrated when they try to switch gears and get into different mindsets to accomplish disparate tasks. The easier things are, the better. Technology can be intimidating, especially software with all of its nuances and intricacies. A business owner doesn’t need the hassle of having to learn how to use another complex system. It is nice to keep things as simple as possible.

Boxstorm® has a clean interface design for simple and practical use by pretty much anyone, even those who are not as tech savvy as others. The solution’s navigation and button layout are practical and organized in a logical way so that Boxstorm is both intuitive and easy to move around in. Whenever there is a software update or a new feature added, it is easy to find. In fact, you can sign up for updates to the software so that whenever a change is made to the solution, you will receive an email about it. That way, you will not miss anything. Also, you do not have to download any updated versions of the software. Since it is housed in the cloud, the changes will be updated automatically the next time you log in. If you have an inventory or warehouse manager, they will find Boxstorm® to be a simple system for them to pick up quickly, with only minimal training required to get the hang of it.

Simple yet robust

Don’t be fooled by the simple, easy-to-use interface, Boxstorm® packs a lot of power. By power, we mean that it automates many processes and solves problems that would otherwise be complex and difficult to manage. Automating all of the monotonous tasks involved with inventory management, order management, and supply chain management allows you to focus on managing your business and making the smartest decisions possible. Don’t get caught up in tasks that are worth $15 an hour of your time when you could instead focus your attention primarily on sales, partnerships, and growing your business in new ways.

Boxstorm® makes the following processes easier:

Managing inventory in multiple locations to spot regional trends and transfer inventory when it gets low at one location.

Generating and tracking sales orders to quickly fulfill incoming orders.

Calculating reorder points for every item in your inventory to avoid overstocks and shortages.

Item cost tracking to make sure you know the total cost of each item, which helps with setting prices.

Inventory control in the cloud, giving you a bird’s eye view of your inventory on whatever device you prefer to use.

Full activity auditing to ensure accountability by being able to see which users made which changes to the system.

Calculating multiple units of measure and converting them into each other at will.

Integrates with QuickBooks Online

There is a huge variety of business software for just about anything these days, as everyone is trying to automate as much of their businesses as possible. The QuickBooks desktop accounting solutions are still the leading accounting solutions for small businesses across North America, but QuickBooks Online is quickly gaining in popularity. In fact, now Intuit even admits QuickBooks Online is getting better and is encouraging its customers to make the switch. Boxstorm® integrates seamlessly with QuickBooks Online, keeping your inventory and accounting data in sync with each other. Your bookkeeper/accountant will love you as this integration makes life so much easier, especially come tax season. Having a centralized view of all of your finances and inventory quantities allows you to make more educated decisions on setting reorder points and know your current cash-flow situation.

Accessible from anywhere

Boxstorm® can be accessed from any device, allowing you to check in on your inventory inflow and outflow anytime you wish. Boxstorm® is a cloud-based inventory management solution that is opened via Web browser, so there is nothing (neither a server nor a client) to download or maintain on a desktop computer. You can simply open a Web browser on a smartphone, tablet, laptop, or other device and log into your Boxstorm account. This is a huge advantage if you are on the go, at the airport, or wherever you are unable to access a desktop computer. Since the system is entirely cloud based, all of your data is always available and secure.

Try Boxstorm® for free

You have heard us talk about Boxstorm®’s simple inventory software; now it is time to take it on a test drive for yourself with a free account. Boxstorm® Forever Free is a cloud-based inventory management solution that is ideal for small businesses just getting into the world of inventory management software. It costs nothing to use, and it offers plenty of inventory management features that you are looking for. Simple yet robust – that is what Boxstorm® is known for!

barcode check in and out system

The Check-In/Out service is for instances that may require your users to verify the status of a given value. For example, you can use this application in attendance scenarios to record who entered or didn’t enter. Similarly, you can check if an asset is in a truck, a physical site, or a warehouse. The Check-In/Out service can optionally incorporate a checklist to validate against. Also, you can simply use it to record attendance when there is no specific list.

How To Set Up Check-In/Out

1. First, you can name your service. Then, choose the preferred Mode.

2. Next, you can choose a default for unscanned values. Logically, it asks you to define the value. For example, if you are using the service for attendance, anyone not scanned is checked out. Whereas, if you are using the service for tracking assets (e.g. equipment, vehicles, etc.) any unscanned item is checked in.

3. Then, you can show the last user scanning and/or times for a given value to the current app user. You are given the option to disallow check-ins/outs when the value is already checked in/out. This means, if a value is checked in and the user attempts to select check-in again, the answer will be recorded as invalid. However, you can choose to show the check-in/out question with each duplicate scan or not. This gives the user the option to select the opposite of what is the current status so that they may submit a valid scan. This is shown below for greater clarity.

4. Additionally, you may edit the question asked with each check-in/out. You can select any question you’ve created for all services through the Question tab of your account. If you would like to input a new question, you will need to add it via the Questions tab. Learn how to collect data with questions here. Leaving it as is or “create automatically” will retain the Check-In and Check-Out options as well as keep the question being asked as “Select the action.” However, you may want to change what this question says as shown in the example below.

5. Finally, you have the option to limit a maximum of checked-in and/or checked out items. When you enter a limit, anything scanned beyond that number will be marked as invalid until more values are checked out. For example, if the limit is 3 total checked-in values when a fourth value is scanned, it will return as invalid. All subsequent scans will remain invalid until a value is checked out and the total number is back under the limit.

6. You can use a checklist to validate against. Please look here for the article explaining how to import your checklist.

7. How to download check-in/out records:

You can find this feature on the tasks page by clicking “Add a Task.” This task is made specifically for Check In/Out services and has some special options to enhance your reporting.

At the top of the creation page, you’ll see scheduling options. As with all tasks, you can choose to schedule your export periodically or just download the scans once. Using the custom schedule option allows you to create multiple tasks for different repetitions if need be.

The second half of the page is where you’ll find the filtering options specific to Check-In/Out. After selecting the service you’d like to see scans for you can choose whether you’d like to include only check-ins, check-outs, or both. Next, we have an option to include a check-in or out for values not checked in or out when scanning. What this means is the spreadsheet will be modified to include a second timestamp for your values but the status of the values will not actually be changed on CodeREADr.

For example, let’s say you have employees that need to clock in and out each day. You can set the spreadsheet to automatically check everyone out at 5 pm. This will not change any values in the app or on the website to be checked out but it will show in your report who stayed until the required time each day.

Additionally, you can filter the export to include only a specific range of dates as needed. The start date is required to create the task but the end date by default is the current day. Finally, you have three options for the template- what’s included- in the export.

check in check out process

Your daughter was sick last night and you didn’t get much sleep. Tony’s car was rear-ended on the way to the office. Vivian has to finish a report by noon. Bart just found out his wife is pregnant.

In a normal meeting we hear none of this, yet such issues are often foremost in everyone’s minds. We might discuss the new advertising campaign, next month’s budget, or the status of a project, but no one knows what is really going on with the others in the room. And by ignoring these undertones, we prevent ourselves from being fully present with each other.

As managers spend more and more time in increasingly unproductive meetings, it is becoming critical that we create environments for more productive conversations. The checking process is a quality tool for good communication that can create such an environment. Although the mechanics are extremely simple and require little time, the check-in process can dramatically increase the effectiveness of any meeting.

The check-in process is an invitation to share what is most present in participants’ minds. Each person is asked to respond to the question, “What’s on your mind right now?”




The check-out follows the same process. The only difference is that each person finishes by saying, “I’m out.

The purpose of this process is to bring concerns and issues into the open so there are no unspoken thoughts or distractions from the meeting. The check-in is an invitation to be fully present—not just present with the “official story,” but with whatever is on our minds. We are legitimately allowed into the meeting with our whole array of concerns and interests (see “The Check-in Process”). Empathic listening is an integral part of the check-in process.

Empathic listening implies adopting an open, non-judgmental stance toward the speaker and positioning ourselves in his/her situation. It means asking ourselves questions such as, “What is going on with me that encourages me to pay attention to some things and disregard others?” “How is my attitude filtering out thoughts and feelings?” “How is the speaker expressing his or her truth?” “What does this truth reveal about his or her mental models?” “What does my reaction reveal about my mental models?”

Benefits of the Process

Any time we go into a meeting, we approach it with expectations—about what the agenda is, who will say what, how the process will evolve, etc. These expectations bias our listening, so we pay selective attention to what fits our ideas and ignore what doesn’t. If we don’t put a check on this bias, we will end up in a situation where each person talks and listens to his or her own projection of who the other person is. The conversation becomes a hall of mirrors where everybody interacts with their own self-fulfilling expectations.

It is only when we speak from our hearts that we become fuller than the frozen models and presuppositions that others hold about us. It is only when we begin to listen without judgment that we open the door for a deeper understanding and dialogue.

The check-in process opens up that space for understanding and fuller communication by allowing us to bring concerns into the group. Once we acknowledge that something is on our mind, it is much easier to focus on the meeting. When we repress our concerns, we might place them out of sight, but we also place them out of control. When we express our concerns, we can actively choose to let them rest or deal with them openly. That brings our mind fully to the present experience.

For example, in one check-in, one member of the group shared that she was under a lot of stress and felt that her other commitments were more important than the meeting. At the end of the check-in, the group discussed whether it was really necessary for her to participate. Through this conversation, she understood much better why she was there and decided to stay—in spite of the group’s permission for her to leave.

In another check-in, several people said that they did not understand the purpose of the meeting and why they had been invited. At the end of the check-in, the leader explained what he believed was the objective of the meeting and the group discussed whether it made sense to continue. They agreed that there were some critical players missing and decided to postpone the meeting until those members could attend. Afterward, the leader commented that without the check-in process they would probably have wasted three hours in the meeting, without anybody understanding why they were there.

The check-in process can also be helpful for the many people who have trouble speaking in groups. For them, the process provides an opportunity to express themselves. Having their voice heard right from the start reduces any anxiety they might feel and can help them become more comfortable participating in the meeting. As one participant explained, “After you check in, the first time you talk is not really the first time but the second. You’ve already broken the ice.”

Nothing encourages people to share their views more than the knowledge that they will be listened to with empathy. We jump in and out of tasks so frantically that we often have little time left to create the field of appreciation that enables full self-expression. This type of listening can extend beyond the check-in process. Once people begin listening to each other with empathy, they simply can’t go back to their ordinary meeting style. The empathy remains even as they advocate for their views, inquire into other views, and make decisions together.

Once people begin listening to each other with empathy, they simply can’t go back to their ordinary meeting style.

One manager who tried the check-in process was shocked to see some people break down and cry as they spoke. “It’s really sad to realize how much pain and suffering there is in organizations today,” he commented later. “And the saddest thing is that no one has ever asked these people, ‘Tell me about you. Tell me what’s on your mind.’” Pain and suffering are not popular topics, but they are pervasive in corporate life. Dealing with them is a necessary step in the healing process that can lead to the creation of a learning organization.


The meeting is over. You are unhappy with the outcome. Vivian is upset because the meeting ran over; she will not finish her report. Bart can only think about his pregnant wife. Everybody rushes to the next meeting, hoping it won’t be as bad as this one. Later, at the water cooler or after hours over drinks, they speak their minds. In fact, that is where the real issues come out. How can we bring that reflection and processing time into the meeting, where the participants can benefit from it?

The check-out process can improve the quality of meetings by bringing closure. At the end of most meetings everyone rushes out in order to get to their next meeting. Who has the time to reflect on the process? Or to check that there is a common understanding of the situation and that the commitments are clear? Even if the final two minutes in the agenda are reserved for concluding remarks, that time is usually spent on a summary blanket statement. No space is made to include individual perspectives, to reflect on what worked or what didn’t work for each participant, or to know where each person stands. There may be issues needing further consideration, or doubts requiring further inquiry. There may be the need to talk some more.

The check-out process allows each person to say what they want, and be appreciated and celebrated by the group. They might ponder the process, consider the content, ask questions, or even make requests for further conversations.

The Native American people had a simple rule for their check-ins and check-outs (they called them “council rounds”): be brief, and speak from the heart. How would our business meetings change if we took a little time to bring ourselves fully into them? What if meetings began with everyone’s mind as present as their body? What if they finished with a note of reflection and appreciation for the time shared?

What if, in your next meeting, you shared this article with your colleagues, asked them to take a few seconds to breathe and become aware of their thoughts, and, well, you know how the process goes.

Leave a Comment