Every piece of gear, one record.
Each thing you own gets a record: asset tag, serial, category, location, unit value, weight, photo, manual link, network addresses, and the case it lives in. Interchangeable stock doesn't get fifty records — fifty identical cables are one line with a running count of what's actually free. Every other screen reads from here, so the pack list, the truck weight, the printed label and the insurance schedule are all quoting the same number.
The spreadsheet was last honest in March.
There are three copies of it — one on the shop computer, one someone emailed, one on a laptop that's on tour. None of them know that two of the wireless racks are in the repair pile, that the 25-foot XLR count is really 42 because eight went out and never came back, or that the projector on row 60 was sold last year. So the real inventory is whatever the shop manager remembers, and everyone else has to ask him.
Then the insurance renewal shows up and you need a number. Or a client asks whether you can cover two shows the same weekend, and the honest answer is a trip out to the warehouse to go count it yourself.
With GigPal PRO: one record per asset, one count for what's free right now, and every screen — pack lists, labels, truck weights, rent lists, the insurance schedule — reading from that same record instead of a copy of it.
From somebody's spreadsheet to a list you can trust.
Bring the whole list in, however it was written.
Upload a .csv or paste rows straight out of a spreadsheet. The header row is found by scanning the first ten lines and keeping the one that matches the most known columns — exports usually open with a title and a date stamp, and that used to break every importer. Column names are matched loosely, so S/N, Serial Number, Replacement Value and Stock all land where they belong. You see every parsed row before a single one is saved.
Rows that look like something you already own get a warning — matched on serial or asset tag, never on name, because owning four identical stage decks is normal and a tool that shouts about it gets ignored. It's a flag, not a block. You're the one who knows whether you bought another one.
Say what's a unit and what's a pool.
A unique item is one physical box with a serial — a console, a camera, a mic. A bulk item is a count: 200 XLR cables on one line. Availability is the same arithmetic everywhere in the app — total, minus what's out, minus what's down for repair — so the number of pieces you can promise a client is the same number no matter which screen you're looking at.
If you inherited a list where the same cable got entered forty separate times, select them, merge, and they collapse into a single bulk line of ×40. The merge carries the units that are out and the units flagged broken forward into the new total, so a damaged one can't quietly become bookable again. If it was the wrong call, undo puts back every row it deleted.
Fill the record in once, from anything.
The item form is one set of fields in five groups — identity, classification, stock, grouping, specs and value — and the phone gets the exact same set the desktop does. That matters more than it sounds: photos are taken where the gear is, which is a warehouse, not a desk. Snap it with the phone or tablet camera and it's downscaled and attached to the record.
Weight per unit feeds the truck math. Value feeds the insurance schedule. The manual link saves the 3am search. Connectors are defined per model, so every unit of that name shares one port profile — and when the name matches the built-in library, the app proposes the ports with a one-tap accept rather than making you type twenty jacks. Existing items open read-only first; EDIT flips them, and unsaved typing never disappears silently.
Then work the list, not the software.
Filter chips carry live counts. Search hits name, asset tag, serial and IP address at once. Filter by a warehouse node and you get everything on its shelves and in its bins too, not just what's pinned to that exact rung. On desktop the table is yours: drag a header to reorder columns, drag a divider to resize, click to sort — and the layout is remembered on that machine.
Tick a stack of rows and the batch bar appears: add them to a gig, assign them to a road case, queue their labels and land on the print screen, retype them, recategorise them, or flag the lot for repair. Adding to a gig brings each item's package-mates along, and an explicitly-selected bulk line books what's actually free — not one unit out of forty, which is what "select all" quietly used to mean.
Keep it honest as it grows.
Lists rot quietly. DATA CHECK is the sweep that says so: probable duplicates, items listed in two containers at once, gear missing the mates it's supposed to travel with, and the small data faults that break something downstream — a weight of exactly zero that makes the truck read light, a package quantity stranded above the pool it draws from, an uncategorised item about to print on a document going to a rental house.
Where the right fix is a judgment call, it reports and stops — deleting the row and adding it to the case roster are both valid answers to a duplicate, and only you know which one's right. Everything that does write — a batch retype, a merge, a package rename — leaves an undo you can pop yourself, plus a restore point at the workspace level.
The parts that only show up at 300 items.
150 LED panels, one row
Two or more unique items sharing a name collapse into a single expandable row with the count on it. Each unit stays a real, separately selectable asset with its own tag and serial — tick the collapsed head and you've selected all 150, so a batch action hits the whole shipment rather than the one on top.
Edit one, and it says so
Change the value, photo or manual link on one of a matched batch and it pushes to every unit of that name — they're the same model, so those are model facts. Tag, serial, status and repair state stay per unit. The header tells you it's 1 of 150 before you type, and the undo says how many rows the save actually touched.
Gear that travels together
Give two items the same package name and pulling one pulls the other — a mic and its receiver, a projector and its lens. An item can belong to several packages at once, and a shared pool (one cable line feeding three kits) is deliberately never a bridge: it gets pulled in by its mates, it never drags whole unrelated kits along behind it.
Where it lives when it's home
Every item's home is a case's standard pack, a flypack, or a shelf. The table shows it either way — the case number first, because that's what's stencilled on the box, and otherwise the last two levels of the warehouse path ("Shelf 1, Bin 4"). Put something into a second container and you're offered a borrow, so nothing is listed in two places at once.
Duplicate screening with a spine
Two rows with the same serial is near certain. Two rows sharing an asset tag can only happen in a pending import, which is where catching it is worth most. Names that normalise the same but were typed differently are a typo. Same name alone is never a duplicate — that's the most common correct shape in the database.
Columns that stay where you put them
Nine columns — tag, name, on gig, home, category, location, qty/serial, value, status — reorderable by dragging a header and resizable by dragging a divider, saved per machine. On a narrower window the secondary columns step aside so the name column stays readable, and the ON GIG chips open a quick view of that pack list without leaving the table.
Repairs come off the count
Flag an item for repair or replacement with a note and it stops counting as available immediately — it can't be added to a pack list, a case, or a flypack. A bulk pool takes a number instead: three of forty are down, thirty-seven are bookable, and the repair note surfaces when the case gets scanned so the shop actually sees it.
A duplicate is a new box
Duping an item creates a brand-new unit — never checked out, never broken, never used. The copy is created with its out count, repair flag, damage photos and status all cleared, and it gets the next free asset tag. Copying a record shouldn't invent a broken unit, and it doesn't.
- A record holds
- Asset tag, name, category, type, serial or quantity, location, unit value, weight, photo, manual/product URL, cable type, package memberships, network interfaces, and service state with a note and damage photos.
- Import columns
- Asset Tag, Name, Category, Location, Type, Serial / Qty, Value, Weight (lbs), Manual URL — plus dozens of aliases for each. Download the template, or bring a file written by someone else. Export uses the same columns, so it re-imports cleanly.
- Asset tags
- Issued automatically in sequence and never reused. Adding a batch of identical units generates the numbered run for you — start at LED-001, ask for 150, get LED-001 through LED-150, each a real labelled unit.
- Filters
- All · Flypacks · every category with a live count · Service · No Home · any warehouse node including everything below it. Search matches name, asset tag, serial and IP address in one box.
- Refuses
- Typing the reserved "Flypack" category onto an ordinary item (through the picker or free text), carrying repair state onto a duplicate, and leaving a failed import row sitting in the list. It warns — without blocking — when a bulk total is dropped below what's already out.
- Who can change it
- Editing inventory is an admin job. Crew and leads get the full read-only record and can still flag something broken from the floor, which is the one write that has to be available to whoever finds the fault.
A list is the start, not the deliverable.
Once the gear is real records, the rest of the app just uses them. Pack a road case and it owns everything in it. Build a flypack and it locks its own roster — then, on the same canvas, patch the flypack's own wiring: click a jack, click another, done, with the app refusing a connection that can't physically work. That diagram travels with the flypack to every gig it's booked on, not just this one.
The inventory you just built becomes a case, becomes a flypack, becomes a wired rig — read from the same 369 records the whole way through.
A list the whole shop can act on.
See it with your own gear list.
Bring your inventory in by CSV, sort out what's a unit and what's a pool, and have a list you trust this week.
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