Inventory enhancements let you define a complete inventory for each floor plan, track which units are still missing items on the Missing Inventory page, and capture those items through inventory work orders. Use them to answer two questions for every unit: what's still missing, and can you trust what's been captured.
In this article
- What's covered
- Set up floor plan inventory in Settings
- Review the Missing Inventory page
- Capture serial plates in the maintenance app
- Enter an inventory item by hand on a work order in Manage
- Resolve units on the Missing Inventory page
- Needs review: flagged and low-confidence captures
- Expanded inventory model data and warranty end dates
- Frequently asked questions
- See it in your properties
Who can set this up
Role permissions control who can configure floor plan inventory and who can view or manage the Missing Inventory page.
What's covered
Each topic opens in the interactive guide.
- Configure floor plan inventory in Settings
- Review the Missing Inventory page
- Find the capture work order in the app
- Capture serial plates on the phone
- Resolve units on Missing Inventory
- Review flagged and low-confidence captures
- Expanded model data and reliability
Set up floor plan inventory in Settings
Open Settings and choose a property
Open Settings and choose a property.
Open a floor plan
Open the floor plan you want to define a complete inventory for.
Set the items that must be captured
Set the items that must be captured for that floor plan. You can add more items, or more than one of the same item. For instance, a floor plan might require six appliances.
Tip
Technicians can still capture other items beyond these. The configured items are the priorities for a complete inventory.
Repeat for your other floor plans
Once floor plans are configured, HappyCo calculates how many items each unit is missing.
Review the Missing Inventory page
Open Missing Inventory
In the Inventory menu, open Missing Inventory under Items.
Check the metrics and the unit table
Two metrics show how many units have complete inventory and what share of items has been captured. The table below lists the units still missing items.
Select a unit to create a capture work order
Select a unit to create a work order that captures everything it's missing.
Tip
One click creates a single work order covering all the items a unit still needs.
Capture serial plates in the maintenance app
Find the work order in the maintenance app
Open the maintenance app's task list, where the new work order appears. Filter by type Inventory to find the capture work order for the unit. It lists each required item, each with its own photo upload.
Tip
You can capture on the web, but serial plates are usually captured on a phone at the unit.
Open the work order on the phone
On the phone, open Work Orders, search for the unit and open the inventory capture work order.
Photograph each item's serial plate
Tap the camera button for the item. The camera checks brightness and clarity so the serial plate is readable before the shot.
Keep the photo
Review the preview and keep the photo. It is attached to that item.
Record any item you can't capture
If an item can't be captured, choose Cannot capture item and record why. For instance, the dishwasher isn't at this location.
Complete the work order
Tap Mark as Complete.
When to enter an item by hand
When a serial plate can't be photographed but you can still read it, enter the item by hand from the work order in Manage.
Enter an inventory item by hand on a work order in Manage
Open the inventory capture work order in Manage
In Manage, open the inventory capture work order and find the row for the item that isn't captured yet.
Choose Manual input
Open that row's more actions menu (three dots) and choose Manual input.
Fill in the item details
Fill in Model ID, Serial number and Manufacturer. All three are required.
Optionally change the installation date
Change the First installation date if needed.
Tip
It defaults to today and can't be a future date.
Save the item
Select Save. The form closes and the row shows as captured, with the serial number you entered.
Resolve units on the Missing Inventory page
Refresh Missing Inventory
Return to the Missing Inventory page and refresh it. The captured items and the Items captured metric update.
Check items that couldn't be captured
Any item that couldn't be captured returns uncaptured.
Decide what to do with each remaining item
For each item that's left, view the technician's note, create another work order, or dismiss it with an optional reason.
Tip
Once every item is captured or dismissed, the unit is marked resolved.
Needs review: flagged and low-confidence captures
Needs review collects models flagged from capture, such as possible duplicates, so they can be compared, corrected and merged before they're approved into the system. It also shows low-confidence captures, where the system couldn't confidently read a model number or manufacturer.
Expanded inventory model data and warranty end dates
HappyCo has expanded its database of inventory models and the information provided by default, which can be built from a single scanned image. For a model, HappyCo fills in details and attaches default files that items captured from that model inherit automatically.
Each item also shows an estimated warranty end date, based on its manufacture date and the model's warranty.
| Data | What it provides |
|---|---|
| Stock image | A default image of the model |
| Expected life | Expected life in months |
| Warranty | The manufacturer's warranty |
| Product dimensions | The model's dimensions |
| Replacement parts | Listed replacement parts for the model |
| Error codes | Error codes with a troubleshooting protocol and recommended parts for each |
| Default files | Energy guide, product specification, user manual and warranty, attached automatically to captured items |
| Estimated warranty end date | Calculated per item from its manufacture date and the model's warranty |
Frequently asked questions
What controls who can configure inventory or view the Missing Inventory page?
Role permissions. One permission controls who can configure floor plan inventory, and another controls who can view or manage the Missing Inventory page.
When is a unit marked resolved on the Missing Inventory page?
Once every item it was missing has been either captured or dismissed. You can dismiss an outstanding item with an optional reason.
What is Needs review for?
It collects models flagged from capture, such as possible duplicates, so they can be compared, corrected and merged before being approved. It also shows low-confidence captures, where the system couldn't confidently read a model number or manufacturer.
Where does the estimated warranty end date come from?
Each item's estimated warranty end date is based on its manufacture date and the model's warranty, which supports more accurate end-of-life reporting across your inventory.
What if a serial plate can't be photographed but I can still read it?
Enter the item by hand from the work order in Manage. Open the row's more actions menu (three dots), choose Manual input, and fill in Model ID, Serial number and Manufacturer. All three are required.
See it in your properties
HappyCo brings inspections, maintenance and on-call operations into one connected platform.