Inventory Tracking

Manage beekeeping supplies, equipment, and materials

Overview

Softbee’s inventory management system helps you track supplies and equipment for each apiary. Monitor stock levels, receive low-stock alerts, and maintain an organized inventory of beekeeping materials.

Accessing Inventory Management

1. Select Your Apiary

   From the main dashboard, choose the apiary whose inventory you want to manage.

2. Navigate to Inventory

   In the apiary dashboard, select “Inventario” (Inventory) or the inventory management option.

Understanding Inventory Items

Each inventory item tracks:

Field	Database Name	Type	Description	Required
ID	id	String	Unique identifier	Auto-generated
Item Name	name	String	Name of the supply/equipment	Yes
Quantity	quantity	Integer	Current stock amount	Yes
Unit	unit	String	Unit of measurement	Yes
Apiary ID	apiary_id	String	Associated apiary	Auto-set
Description	description	String	Additional details	No
Minimum Stock	minimum_stock	Integer	Low stock threshold	No (default: 0)
Created At	created_at	DateTime	When item was added	Auto-set
Updated At	updated_at	DateTime	Last modification time	Auto-updated

Units of Measurement

Softbee supports multiple units to accommodate different types of supplies:

• Unidades (Units) - Default for countable items
• Láminas (Sheets/Foundation) - For wax foundation sheets
• Pares (Pairs) - For gloves, etc.
• Kilogramos (Kilograms) - For sugar, supplements
• Litros (Liters) - For liquid supplies
• Metros (Meters) - For materials by length
• Cajas (Boxes) - For boxed supplies
• Gramos (Grams) - For small quantities
• Mililitros (Milliliters) - For small liquid quantities
• Docenas (Dozens) - For bulk small items

The system automatically normalizes common unit variations (e.g., “kg” → “Kilogramos”, “unit” → “Unidades”) for consistency.

Adding Inventory Items

1. Open the Add Item Dialog

   In the Inventory Management page, click “Agregar Nuevo Insumo” (Add New Supply).

2. Enter Item Name

   Field: name (Required)

   Provide a descriptive name for the item:

   • Example: “Traje de apicultor” (Beekeeper suit)
   • Example: “Sugar for feeding”
   • Example: “Foundation sheets”

   Use clear, consistent names to avoid duplicate entries. Check existing inventory before adding new items.

3. Enter Quantity

   Field: quantity (Required)

   Enter the current stock amount:

   • Must be a valid integer
   • Example: 5, 10, 25

   Quantities below 4 will trigger low-stock warnings in the interface.

4. Select Unit of Measurement

   Field: unit (Required)

   Choose the appropriate unit from the dropdown:

   • Consider the most practical unit for tracking
   • Be consistent across similar items

   Examples:

   • Beekeeper suits → Unidades
   • Wax foundation → Láminas
   • Sugar → Kilogramos
   • Essential oils → Mililitros
5. Add Description (Optional)

   Field: description (Optional)

   Provide additional details about the item:

   • Brand or supplier information
   • Storage location
   • Usage notes
   • Example: “Insumos de protección” (Protection supplies)
6. Save the Item

   Click “Agregar” (Add) to save the inventory item.

   The system will:

   • Validate required fields
   • Create the inventory record
   • Update inventory summary statistics
   • Return you to the inventory list

Editing Inventory Items

1. Locate the Item

   Find the inventory item in the list or use the search function.

2. Open Edit Dialog

   Click the “Editar” (Edit) button on the item card.

   The dialog will show “Editar Insumo” (Edit Supply) with current values pre-filled.

3. Update Information

   Modify any fields:

   • Name: Correct spelling or update description
   • Quantity: Adjust for current stock (after use or restocking)
   • Unit: Change if originally set incorrectly
   • Description: Add or update notes
4. Save Changes

   Click “Actualizar” (Update) to save changes.

   The updated_at timestamp is automatically set to the current time.

Deleting Inventory Items

1. Locate the Item

   Find the item you want to remove from inventory.

2. Click Delete

   Click the “Eliminar” (Delete) button.

3. Confirm Deletion

   A confirmation dialog will appear:

   • Warning: “Esta acción no se puede deshacer” (This action cannot be undone)
   • The item will be permanently removed
4. Confirm or Cancel

   • Click “Eliminar” to permanently delete
   • Click “Cancelar” to abort

Deleted inventory items cannot be recovered. Ensure you want to permanently remove the item before confirming.

Searching Inventory

The inventory page includes a search function:

1. Locate the Search Bar

   At the top of the inventory list, find the search field labeled “Buscar insumo…” (Search supply…).

2. Enter Search Terms

   Type any part of the item name:

   • Search is case-insensitive
   • Matches partial names
   • Results update in real-time
3. View Results

   Only items matching your search term will be displayed.

4. Clear Search

   Delete the search text to view all items again.

Understanding Inventory Summaries

The inventory page displays summary statistics:

Total Items

Field: total_items

Total number of different inventory items tracked (not quantity, but unique items).

Low Stock Items

Field: low_stock_items

Number of items with quantity below minimum stock threshold or below 4 units.

Low stock items are highlighted with:

• Red warning icons
• Red text
• Red background on cards

Total Quantity

Field: total_quantity

Sum of all quantities across all inventory items.

In Stock Items

Field: in_stock_items

Number of items with quantity greater than 0.

Low Stock Alerts

Softbee automatically identifies low-stock items:

Alert Threshold

Items are considered low stock when:

• Quantity < 4 units, OR
• Quantity < minimum_stock value (if set)

Visual Indicators

In the Item List:

• Card background changes to red gradient
• Warning icon appears next to quantity
• Quantity text displays in red

In Summary Panels:

• Low Stock widget shows count
• Alert section lists affected items

On Desktop:

• Right panel shows “Alertas” (Alerts) section
• Each low-stock item listed individually

Regularly check the low stock alerts to ensure you have supplies ready before you need them during hive inspections or interventions.

Responsive Design

Inventory Management adapts to your screen size:

Mobile (< 600px)

• Full-width list view
• Search and add buttons stacked
• Summary in header badge

Tablet (600-1400px)

• Left sidebar with inventory summary
• Main content area for list
• Side-by-side layout

Desktop (> 1400px)

• Left sidebar: Inventory summary
• Center: Grid view (2 columns)
• Right sidebar: Statistics and alerts
• Maximum information density

Common Inventory Items

Here are examples of typical beekeeping inventory items:

Protective Equipment

• Traje de apicultor (Beekeeper suit) - Unidades
• Guantes (Gloves) - Pares
• Velo (Veil) - Unidades
• Botas (Boots) - Pares

Hive Components

• Cuadros (Frames) - Unidades
• Láminas de cera (Foundation sheets) - Láminas
• Alzas (Supers) - Unidades
• Tapas (Covers) - Unidades
• Pisos (Bottom boards) - Unidades

Treatments & Medications

• Tiras anti-varroa (Varroa strips) - Unidades
• Aceites esenciales (Essential oils) - Mililitros
• Ácido fórmico (Formic acid) - Litros
• Timol (Thymol) - Gramos

Feed & Supplements

• Azúcar (Sugar) - Kilogramos
• Jarabe preparado (Prepared syrup) - Litros
• Tortas de polen (Pollen patties) - Unidades
• Suplemento proteico (Protein supplement) - Kilogramos

Tools & Equipment

• Ahumador (Smoker) - Unidades
• Palanca (Hive tool) - Unidades
• Cepillo para abejas (Bee brush) - Unidades
• Extractora (Honey extractor) - Unidades

Best Practices

Regular Stock Updates

Update inventory quantities regularly:

• After purchasing new supplies
• After using items during inspections
• Before the beekeeping season starts
• After the season ends

This ensures accurate stock levels and timely reordering.

Consistent Naming

Use consistent naming conventions:

• Decide on language (Spanish or English)
• Use singular or plural consistently
• Include brand names if you track specific brands
• Check for existing items before adding duplicates

Use Descriptions Effectively

Add useful information in descriptions:

• Storage location: “Stored in shed, top shelf”
• Supplier: “From ABC Beekeeping Supply”
• Notes: “Order 2 weeks before needed”
• Expiration tracking: “Best before dates vary”

Set Minimum Stock Levels

Although currently defaulted to 0, the minimum_stock field can be used for:

• Critical items you always need on hand
• Seasonal items to reorder in advance
• Frequently used supplies

Items below minimum stock appear in alerts.

Organize by Category

Consider using naming prefixes to group items:

• “PPE - Traje” (Personal Protective Equipment)
• “Meds - Varroa strips” (Medications)
• “Feed - Sugar” (Feeding supplies)
• “Tools - Smoker” (Tools)

This makes searching and filtering easier.

Inventory Workflows

Workflow 1: Seasonal Preparation

1. Review Current Stock

   Before the season, review all inventory items.

2. Identify Low Stock

   Check the low stock alerts and summary.

3. Plan Purchases

   Create a shopping list based on low stock items and seasonal needs.

4. Update After Restocking

   After purchasing, update quantities for all restocked items.

Workflow 2: Post-Inspection Update

1. Note Items Used

   During or after inspection, note which supplies were used.

2. Update Quantities

   For each item used:

   • Open the edit dialog
   • Subtract the amount used from current quantity
   • Save the updated quantity
3. Check for Low Stock

   Review alerts to see if any items need reordering.

Workflow 3: Annual Inventory Audit

1. Physical Count

   Physically count all items in storage.

2. Compare to System

   Compare physical counts to quantities in Softbee.

3. Update Discrepancies

   Correct any discrepancies found.

4. Remove Obsolete Items

   Delete items no longer in use or discontinued.

5. Add New Items

   Add any new inventory items not yet tracked.

Troubleshooting

Error: 'Por favor ingresa un nombre'

Cause: Item name field is empty.

Solution: Enter a name for the inventory item before saving.

Error: 'Ingresa cantidad' or 'Número válido'

Cause: Quantity field is empty or contains non-numeric characters.

Solution: Enter a valid whole number for the quantity.

Item appears with wrong unit

Cause: Unit was set incorrectly during creation or the backend sent a different unit format.

Solution:

• Edit the item
• Select the correct unit from the dropdown
• Save changes

Low stock alert for items with adequate stock

Cause: Item quantity is below 4, which triggers the default alert threshold.

Solution:

• If the quantity is actually adequate for your needs, you can ignore the alert
• Consider increasing quantity if you want to avoid the alert
• Future feature: Set custom minimum_stock thresholds

Search not finding items

Cause: Search only matches item names, not descriptions or other fields.

Solution:

• Search for keywords from the item name
• Check spelling
• Try partial words
• Clear search and browse manually

Data Organization Tips

Track Consumables Separately: Keep separate entries for different sizes or types of the same item:

• “Sugar - 1kg bags”
• “Sugar - 25kg bags”

This makes tracking usage patterns easier.

Version Control for Equipment: If you have multiple versions of the same equipment:

• “Smoker - Old model (2020)”
• “Smoker - New model (2025)”

Helps when you need parts or replacements.

Location Tracking: Use the description field to note storage locations:

• “Barn, shelf 2”
• “Honey house, equipment room”
• “Truck, supply box”

Especially useful if you have multiple storage locations.

Integration with Other Features

Inventory tracking integrates with:

Beehive Management

• Track equipment assigned to specific hives
• Record when treatments are applied (use inventory to track treatment quantities)

Inspections

• Note supplies used during inspections in observations
• Update inventory after applying treatments or interventions

Apiaries

• Each apiary has its own separate inventory
• Helps you know what supplies are available at each location
• Prevents shortages when working at remote apiaries

Next Steps

• Record inspections and note supplies used
• Update beehive records after applying treatments
• Set up a regular inventory review schedule
• Establish relationships with suppliers for easy reordering

The updated_at timestamp helps you track when items were last modified, which can be useful for identifying stale inventory data.