Add Gear
Every field you can set when adding a piece of equipment.
To add an item, go to Inventory → Add gear. Only Name and Category are required; everything else is optional and can be edited later from the item's detail page.
Photo
Upload a photo of the item. Photos are stored in a private bucket and shown via temporary signed links.
Identity
| Field | Required | Notes |
|---|---|---|
| Name | Yes | What you call the item. |
| Category | Yes | Choose from the standard category list — see Equipment categories. |
| Manufacturer | No | e.g. Neumann. |
| Model | No | e.g. U87. |
| Serial Number | No | Useful for insurance and theft recovery. |
| Year | No | Year of manufacture or purchase. |
| Finish | No | e.g. colour or finish variant. |
| Condition | No | e.g. New, Excellent, Good. |
Categories
OneTake uses a fixed category list across the app. The same dropdown appears on the Add Gear form, the item edit panels on the gear detail page, the onboarding manual-add form, and the service template editor. Each option in the dropdown shows a group icon alongside the category name.
Some representative values: Microphones, Guitars & Basses, and Keyboards & Synthesizers. If nothing fits, use Other / Uncategorised.
The form uses a controlled dropdown, so you always select a canonical value directly — no casing or punctuation issues to worry about.
Leaving Category blank during CSV import, or entering a value that doesn't match any canonical category even after case-folding, automatically assigns the item to Other / Uncategorised.
During CSV import, casing is normalised automatically. A row with microphones
in the category column is saved as Microphones — the row keeps its category
rather than falling back. Punctuation and spelling still need to match exactly
(after case differences are removed); a near-miss like Mics is off-vocabulary
and becomes Other / Uncategorised.
The category you assign also drives service template suggestions — for example, a template tagged for Microphones is offered first when you add a schedule to a mic. See Equipment categories for the full list and Service Templates for how templates are matched.
Location
The Location panel on the Add Gear form includes a Room dropdown. It shows all rooms in your studio and pre-selects your studio's default room (Room A). Change it to place the new item in a different room straight away.
The dropdown is disabled when the studio has no rooms yet. In that case the item is placed in the default room automatically after saving.
You can change a gear item's room after it's been saved from the Location card on its detail page.
Notes & tags
- Notes / Description — a free-text field for anything else worth recording.
- Tags — comma-separated labels for grouping and filtering. Stored as a list.
Financial
| Field | Notes |
|---|---|
| Purchase Price | What you paid. Basis for value tracking. |
| Acquisition Date | When you acquired the item. |
| Replacement Cost | What it would cost to replace today. Drives insurance coverage. |
| Depreciation method | None or Straight-Line — see Depreciation & value. |
If you choose Straight-Line depreciation, you'll also set a Useful Life (in years) and a Salvage Value.
CSV import
You can import gear in bulk via CSV. The importer accepts the same category
values as the manual form, with case-insensitive matching — so microphones
imports as Microphones. A row whose category column is blank or doesn't match
any known value (even after case-folding) is assigned to Other /
Uncategorised automatically — the row is never rejected on category alone.
Ownership column
Your CSV may include an optional ownership column. When present, OneTake reads it and records whether each item is owned by your studio, leased, or belongs to a client.
The column can be named any of the following (column names are matched case-insensitively, with spaces converted to underscores):
ownership · ownership_type · owned_by · owner · owner_type
Cell values are matched case-insensitively. The recognized values and their mappings are:
| Recognized cell values | Stored as |
|---|---|
owned, mine, studio, studio-owned, self | Owned |
leased, lease, rental, rented, rent | Leased |
client, client-owned, client owned, customer, artist, bailee, consignment, borrowed, loaner | Client-Owned |
Blank or missing values always default to Owned silently. If the ownership column is absent entirely, every row is recorded as Owned. If a cell is blank, that row is recorded as Owned. If a cell contains a value that doesn't match any recognized synonym, that row is also recorded as Owned — no error appears and the row is never skipped or flagged.
When a CSV import completes, OneTake writes one entry to the audit log summarising the run — the filename, row counts, and how many succeeded or failed.
AudioDope import
If you track your gear in AudioDope, you can import directly from an AudioDope CSV export. The AudioDope import has its own preview screen that shows you the column mapping, every importable row, and any rows that will be skipped — before you commit anything.
One thing to know before you import: AudioDope insured values are not imported. Items land in Value Unknown, and you declare values in one step after the import completes.
AudioDope exports carry no ownership column, so every row is recorded as Owned automatically.
See AudioDope Import for full details.
Saving
When you save, OneTake validates that Name and Category are present, then takes you to the new item's detail page. From the detail page you can edit any field at any time using the inline card editors.