The Inventory & Maintenance system tracks your physical assets, supplies, and equipment. Monitor stock levels, schedule preventive maintenance, manage equipment checkouts, and generate reports — all from your dashboard. Never run out of putters or miss a maintenance check again.
Go to Dashboard → Manage → Inventory tab. Click "Add Item". Enter the item name, category, current stock, reorder level, and unit cost. Common items: golf balls, putters, scorecards, cleaning supplies.
For each item, set a minimum stock level. When stock drops below this level, you'll get a low-stock alert. This prevents running out of essentials.
Add major equipment as assets: obstacles, lighting rigs, sound systems, kiosk tablets. Track their condition, maintenance history, and location.
Set up recurring maintenance tasks: daily course cleanup, weekly obstacle inspection, monthly lighting check, seasonal turf maintenance. Assign to staff members.
For shared equipment (tools, carts, special putters), enable the checkout system. Staff check out equipment and check it back in, with overdue tracking.
Illustrative example with projected results. Not based on a specific customer.
Hole-in-One was losing putters, over-ordering balls, and missing maintenance on obstacles. After implementing inventory tracking with reorder alerts and monthly usage analysis, they reduced waste by 30% and caught maintenance issues before they became expensive repairs.
Do a quick physical count of high-turnover items weekly. Reconcile with the system to catch shrinkage early.
Don't ignore low-stock alerts. Set reorder levels 20% above your minimum to allow for delivery lead time.
Scheduled maintenance prevents expensive emergency repairs. A $50 monthly inspection beats a $2,000 replacement.
Download transaction reports monthly for your accountant. Track cost of goods and maintenance expenses accurately.
Video walkthrough coming soon.
| Issue | Cause | Fix |
|---|---|---|
| Stock count doesn't match physical count | Adjustments not logged or duplicate transactions | Run a reconciliation: export transactions CSV, compare with physical count, and create an adjustment entry for the difference. |
| Maintenance tasks not auto-generating | Schedule not active or generation already ran today | Check that the schedule is set to "Active". The system prevents duplicate task generation for the same day. |
| Equipment checkout shows "overdue" incorrectly | Due date wasn't set or timezone mismatch | When checking out equipment, always set a due date. The overdue cron runs daily at midnight server time. |