Inventory
View, search, and filter all of your studio gear.
Inventory is the complete list of your equipment. Each item shows its photo, name, and category, and links through to a full detail page.
The gear list
- Gear appears in a grid with image thumbnails, name, and category.
- The list includes both active and archived items.
- Select any item to open its detail page.
- Use Add gear to create a new item.
Page header actions
Three buttons sit in the page header, left to right: Import, Export, and Add gear.
- Import — takes you to the import flow at Studio → Import. Use it to bring in gear from a CSV or AudioDope export.
- Export — generates a PDF valuation report using your current filter state. See Declare value & reports.
- Add gear — opens the add-gear form.
Summary stats
Below the header, a row shows three headline figures for your studio:
| Stat | What it shows |
|---|---|
| Total value | The depreciation-adjusted current value of all active items combined. |
| Items | The number of items currently matching your active filters and search. |
| Fully insured | The number of items whose coverage state is Fully Declared. |
When maintenance tracking is enabled for your studio, a Maintenance section appears on the right side of the row, separated by a hairline divider. What it shows depends on the state of your schedules — see Maintenance summary below.
Maintenance summary
When maintenance tracking is enabled, the right side of the summary row shows one of four states. The state is determined by whether you have schedules and whether anything is due.
A Learn more link appears in the Maintenance section header. Selecting it opens the maintenance documentation in a new tab.
No schedules yet — onboarding banner
If you have gear but none of it is on a maintenance schedule, the slot shows an onboarding banner: "You have N items needing regular care. We can set up standard schedules in one step."
The banner has two controls:
- Set it up — applies the
no-scheduleservice filter to the gear list below, showing only items that don't have a schedule yet. From there you can select items and add schedules in bulk using the toolbar. - Dismiss — permanently hides the banner. The dismissal is saved to your account, so it stays gone across devices and sessions.
The banner does not appear when your studio has no gear at all, or while the schedule data is still loading.
After you dismiss the banner, the maintenance slot is hidden. It does not come back unless you clear the dismissal.
Schedules exist, nothing due
Once at least one item has an active schedule and nothing is overdue or due soon, the slot shows a single 0 Due items figure.
Something overdue or due soon
When at least one item is overdue or due within the next 30 days, the slot shows three figures side by side:
| Figure | What it counts |
|---|---|
| Overdue items | Items whose earliest active schedule is past due. The count turns red when greater than zero. |
| Due this week | Items due within the next 7 days (not yet overdue). |
| Due this month | Items due within the next 30 days, including those due this week (not yet overdue). |
Each figure is a button. Selecting one applies the corresponding service status filter to the gear list below — for example, selecting Overdue items narrows the list to overdue items.
The tile counts match the same windows used by the Dashboard service widget and the service status filter.
Category nudge
When maintenance tracking is enabled and your studio already has at least one active schedule, a category nudge callout may appear between the summary row and the gear list. It highlights a gear category where several items still have no schedule and suggests a template to apply.
This is the same nudge shown on the Dashboard. See Dashboard → Category nudge callout for full details on when it appears, what actions it offers, and how dismissal works.
Search and filter
The inventory list has two rows above the gear table.
Header row — shows the title Your gear (N), where N is the number of items currently matching your active filters and search. The search field sits alongside the title. When any filter or search is active, Save view and Clear all appear on the right side of the header row.
Filter row — a set of chip-style filter dropdowns sits below the header. Each chip shows what's selected, or a neutral placeholder when nothing is chosen. The available chips are:
| Chip | Filters by | Selection |
|---|---|---|
| All valuations | Coverage state | One or more values |
| All gear | Equipment category | One or more values |
| All rooms | Room | One room at a time — shown only when the studio has more than one room |
| All service | Service status | One or more values (shown only when maintenance tracking is enabled) |
| Other filters | Serial number, tags, photo, and similar | One or more values |
The All rooms chip is a single-select dropdown. Picking a room narrows the list to items in that room. Picking All rooms from the dropdown clears the filter. The chip is not shown for a studio with only one room, since there is nothing to narrow by.
When a room filter is active, the dropdown's trigger label changes to show the selected room's name and the chip turns highlighted. In most cases this is the only indicator that a room filter is active.
A separate Room: <name> removable pill also appears, but only in two specific situations where the dropdown cannot report the filter on its own:
- Single-room studio — the room dropdown is not shown at all (nothing to
narrow by), so a
?room=deep-link would otherwise filter the list with nothing visible to say so. The pill is the only indicator and its × the only way to clear the filter. - Unresolvable room ID — the room ID in the URL doesn't match any room in the current studio (for example, a stale link, an archived room, or a cross-studio link). The dropdown falls back to its All rooms placeholder while the filter is still actively hiding rows. The pill signals that the filter is on and lets you clear it.
The pill is never shown while the room list is still loading — it waits until the fetch settles so it doesn't flash and then disappear as the dropdown takes over.
Select the × on the pill, or pick All rooms from the dropdown, to clear the room filter. Selecting Clear all also clears it.
When a template filter is active (for example, set by the View items link on the Service templates page), a chip also appears showing the template name. Select the × on that chip to clear the template filter.
Selecting Clear all resets the search and every filter chip at once, including any active room or template filter.
Search
Type in the Search gear field to narrow the list. Search matches on name, manufacturer, model, serial number, tags, and description, with name weighted highest so the closest matches rise to the top. The count in the title updates as you type to reflect how many items match. A × button appears as soon as you have text — select it to clear the field and return focus to the input. You can also press Escape while the field is active to clear it.
Search and filters work together. An item must satisfy both your search query and any active filter chips to appear — they are combined with AND, not OR. For example, if you have the Amplifiers category filter active and type a microphone model name, nothing matches because that model isn't in the Amplifiers category.
Fuzzy matching is intentionally tight. The search finds partial names, prefixes, serial number substrings, and tags. It does not surface items that are only loosely similar — for example, searching "SM58" will not bring up an SM57. This keeps results predictable, especially when a filter is also active.
Save view
When a search or filter is active, Save view appears. It saves your current combination of search and filters as a named view — with an optional emoji — that you can return to later. Saved views are private to you: other studio members cannot see your views.
A saved view belongs to the studio you were in when you created it. You can only save a view into a studio you are currently a member of.
If you later leave a studio, any views you saved there remain visible and deletable by you — they do not disappear. You cannot create new views for a studio once you are no longer a member of it.
Saving views requires a paid Pro or Studio plan; on a trial or free plan, selecting Save view shows an upgrade prompt instead.
Room column
The gear table includes a Room column. It shows each item's room name, drawn from the same room list used by the filter dropdown. If the item has no room assigned, or the room name hasn't loaded yet, the column shows —.
Service status filter
For full details on filtering by service status — overdue, due this week, due this month, or no schedule — see Service status filter.
In this section
Photos
Gear photos are stored privately. OneTake generates temporary signed links to display them, so your images aren't publicly accessible.