1. Introduction to Scanlily
Scanlily is simple to use! Here’s a quick introduction to Scanlily’s features.
How do item and container pages work?
The Item Page is where you add, update and view Items and Containers. Each Item Page stores:
- The name of your item
- The item’s QR code or barcode, stored in the ID field
- The Item TypeItem Type, which determines what attributes are shown on the item’s Item page.
- The item’s CategoryCategory (for example, “stationary” or “tools)
- AttributesAttributes, such as flags, quantities, dates, text, and numbers pertaining to the item
- AddressAddress is an attribute that tracks the primary physical address for where you expect most of your items to be.
- LocationLocation is an attribute that tracks a physical space at an address (e.g., "Room A" or "Basement").
- AttachmentsAttachments, which can be notes, images, audio, and documents; each item can have as many. You can set reminders on your note attachments.
You can read more about item pages here!here!
Container PagesContainer Pages are Item Pages that can contain other items. Containers have all the attributes and attachments as any other item. Containers can also be demoted back down to regular items that cannot contain others. Containers can contain other containers. In the real world, this could be a box container on a shelf container. They can also represent virtual objects like nested folders. Read more about containers herehere.
What is the Scanlily User Website, and how is it different from the Scanlily app?
The Scanlily App is available on the Apple app store and on Google Play. You can scan items and create and manage your inventory. The Scanlily User Website is a web-based interface to Scanlily that lets you run the app on your web browser, run Reports, manage your inventory in a spreadsheet view, manage and administer users and their access rights, back up your items to your local machine, and share your inventory.
What is the Scanily GPS feature?
GPS tracking is a free, optional feature on the Scanlily app. An item’s GPS coordinates update every time its QR code is scanned. This is helpful when you’re managing items at multiple sites. For example, if your company needs to move equipment back and forth between two sites, all you need to do is scan the QR code once you get to the site. A team member can then look up items on the Scanlily app or website. You can also manually enter an item’s location.
How do I search for items in my Scanlily inventory?
There are three main ways to search your inventory in Scanlily.
- You can search for an item by typing its name in the search bar on the Item List page. You can filter your results with the drop down “Sort By” menu.
- You can ask Scanlily’s AI search engine any question about your inventory. It will pull up the most relevant items you have.
- You can also search by uploading or taking a photo of an item. Click the Search bar on the main menu. Then click the camera icon. Snap a photo of your item and crop to fit. Scanlily’s AI image recognition will pull up items in your inventory that look similar to your photo. This is helpful if you want to pull up the information for an object in an inventory that you don’t remember the name of.
What are Item attributes/fields in Scanlily?
Each item you add to Scanlily can have a set of attributes - also known as “fields.” Attributes can be anything that describes the item. This might be a Standard attribute that Scanlily provides, like “Quantity” or “Model Number”. Or it could be a custom attribute you create for your needs, such as “Aisle Number”. Read more about attributes herehere.
What are the methods for scanning a Scanlily QR label?
The most typical use of Scanlily is with the labels you can purchase from Scanlily's website or an online retailer such as Amazon or Walmart. Here are three ways you can scan them:
1. Scan a QR using the app's Scan button
2. Scan the QR with the phone's camera with the app installed. This brings up the app.
3. Scan without the app using the phone’s camera. This brings up a web page with the item’s contents.
Can I use my own QR or barcode labels?
Yes! You can use your own proprietary barcodes (non-Scanlily barcodes) with a pro or business account. The Scanlily app needs to be downloaded in order to access the information with a proprietary barcode or QR. Scanlily QRs can be scanned with or without the app installed.
What are categories?
Categories are an optional way of organizing your items into similar groups. This helps you see related items that are not stored in the same container or location. Example categories include “Stationary” and “Office Supplies” and “Tools.” Read more about categories here here
How can I give different access rights to users on my account?
You will need to set up a business account to invite and manage users.
A User Group is a group of users that can be granted permissions to specific Categories of Items. For example, you might create a user group “Landscapers” that can read, write, and book the items of category “Tools,” but cannot view other items in your inventory.
User Roles: users on a business account can be assigned one of seven roles with different access options. The highest level, Superuser, can invite users and edit all content, whereas the lowest level, viewer, can not edit anything. Below are the seven user roles:
- Superuser: Users with this role have full access to the account, including billing information and system settings. They can also perform the roles of an Administrator.
- Administrator: Users with this role can manage users and teams, set up Addresses, and define Item Types. They can also perform the role of a Power User and Scheduler.
- Power User: Users with this role can edit item information for any item and create lists. They can also perform and edit actions for their teams and other roles of a Standard User.
- Scheduler: Users with this role can create and edit actions for other users, such as checkouts, reservations, and item assignments to users. They can also perform the roles of a Standard User.
- Standard User: Users with this role can add comments and photos to items and can perform actions for their teams. This includes creating and editing checkouts and reservations.
- Limited User: Users with this role can view all items for their accounts and can make bookings. They can also attach comments, photos, and audio clips to items.
- Viewer: Users with this role can view all items for their account.
Read more about user roles here.
How do I add items and containers to Scanlily?
Here are some ways to add items and containers. Read more in the linked sections.
Add with AI image Recognition
Add a Container with a Scanlily QR and then add items with Scanlily QRs to it
Manually Add an Item
Import from a spreadsheet or JSON file
How do Attachments work?
The Attachments area allows you to attach photos of the item, notes and documents. You can use them to post as many pictures or add as many notes as you want without having to enter each as a separate attribute. You can also have multiple users attaching different notes and pictures about the item as an ongoing, timestamped conversation. Read more here about attachments.
How can I export my inventory? Can I backup my inventory?
All subscribers, whether free or part of a paid subscription, can export a their text data into a spreadsheet with the Spreadsheet feature on the Scanlily User Website. While exporting text data in a flat spreadsheet form is free for all subscription levels, exporting to a hierarchical structure that includes all photos and attachments requires a Business subscription. Importing also requires a Business subscription. Read how to do import and export as a Business subscriber here.
What are the different types of bookings?
There are three Booking Modes: Checkout ModeCheckout Mode, Reservation Mode, and Reservation with Pickup ModeReservation with Pickup Mode
.
- Checkout Mode is akin to checking out books from a library. The states for your items are Available and Checked Out. You can see who has checked out which item.
- In Reservation with Pickup Mode, users reserve the item on a calendar. When they come to pick up the item, they can scan it and pick it up in the system. When users (hopefully) return the item before it is due, they can scan it to return it.
- Reservation mode is a simpler mode of reservations that works like reserving a meeting room. Users reserve an item on the calendar and are not required to scan or report about when they actually check in or check out (or pick up or drop off items).
Can I change the booking mode after setup?
It’s possible to switch modes midstream if needed. It’s not possible to have two modes at once on one account but you can have more than one account. Read more herehere.
Can I import data into Scanlily?
You must be a Pro or Business website user to import or export all of your data. Read more about data import and export herehere. Free users can export item lists with fields but without images.
How can I make use of history/audit trails?
Scanlily keeps a history of changes to an Item. This serves as a useful audit trail, especially when there is more than one user for the account. You can see who changed the item and what was changed about it. Read more here.
What is the use of the ID field?
The ID field is intended to contain the item’s QR code or barcode. There are also alternate fields like SKU available for storing product identifiers - though they don't display as prominently. Pro and Business subscribers can store their own non-Scanlily barcodes or IDs in the ID field. Read more herehere.
How do I make copies of Items?
There is a Create Multiple feature which allows you to create copies of items that you can then edit. This is a quick way to add items. Read more about this herehere.
What is an Item Type?
An item’s Item Type determines what Attributes show on the Item Page. For example, you could have an Item Type “Book” with attributes including “Cost,” “Price,” “Number of Pages,” and “Publisher”. Read more about Item Types herehere.
How is a Location different from an Address?
When you first set up Scanlily, you are asked to type in an address for your account. You can add additional addresses if you have a Pro or Business account. For Scanlily, a Location is a physical space at an Address. Each address can have more than one location. For example, an address might have locations such as “Basement” or “Stock Room 1”.
What are possible nesting levels for my product locations?
An item can be at an address and location and can be inside of other items (called Containers). Containers can be in other containers. Here are three sample nesting levels:
1. Address (a street address) -> Location (like “Store Room”) -> Container (like “Aisle 21”) -> Item (like “Tennis Racket”)
2. Address (a street address) -> Location (like “Store Room”) -> Container (like “Aisle 21”) -> Container (like “Sports Box”) -> Item (like “Tennis Racket”)
3. Address (a street address) -> Location (like “Store Room Aisle 21”) -> Item (like “Tennis Racket”)
4. Address (a street address) -> Item (like “Store Room Aisle 21”) -> Attachments to Item including a picture of “Tennis Racket”
What are Notifications?
Notifications are sent out for reminders you have set for yourself or to remind you about an action you need to take. For example, you might get a notification if you have booked an item and haven’t returned it by its due date.
What are Reminders?
You can set reminders to yourself via the attachment type called Note. Depending on how you set it up, a reminder will pop up on your mobile device or be emailed to you at a selected date and time. You can directly set the date and time, create recurring reminders, or specify how many days, weeks, months, or years before the reminder is sent. Read more about how to set reminders here here.
How do I make items public for scanning outside the app?
To make an item public, click on the Publicly Viewable checkbox on the Item Page for the item. This makes it so anyone can view the information, without having the app downloaded. Scanlily automatically gives you a passcode for you to instruct others to enter when scanning and viewing your publicly viewable items. You can turn off the password by going to Settings and Subscriber profile. Read more here here.
What is the difference between a Free, Pro, and Business Subscription?
Scanlily has three subscription levels. Choose the one that works for you and your needs!
- Free Subscription: a single-user subscription. The user is a superuser, which means that they have full access to the account, including all free features and system settings.
- Pro Subscription: a single-user monthly subscription. Available as an in-app purchase from the Android or iOS app. Contains all the Free features as well as booking system, UPC scanning, customization, history, and more.
- Business Subscription: a multi-user subscription. Available for purchase by creating a free account and then logging in to the User website. Contains all Pro Subscription features, as well as alerts, importing data, user access control, backups to local drive, dozens of reports and more.
Read more about Subscription Levels here here.
How does the UPC and EAN Lookup Feature work?
Scanlily’s UPC and EAN Lookup Feature allows you to scan existing UPC and EAN barcodes to pull up product information, image and prices and then instantly populate this information into Scanlily. Free users can try this feature for a week.