Scanlily's AI Image Recognition feature dramatically speeds inventory management by using artificial intelligence to automatically identify, catalog, and organize items from photographs. Users can simply take a photo of any item, storage box, or bookshelf, and the AI instantly recognizes what it sees, generating detailed descriptions, categories, and other metadata automatically. The feature offers multiple workflow options to match different organizational needs. Users can start by scanning a QR code first for maximum efficiency, then add the item photo, or they can photograph items first and attach QR codes later. Adding multiple photos with different views of the item can increase the accuracy of the AI recognition. The AI generates draft content including item names, descriptions, categories, colors, brands, model numbers, and manufacturers, presenting these suggestions for user review and approval. This draft review process ensures accuracy while maintaining speed, allowing users to accept, modify, or regenerate AI suggestions before finalizing entries. One of the most impressive capabilities is the ability to recognize and catalog multiple items from a single image. When photographing a bookshelf, storage container, or collection of items, the AI can identify each individual item and create separate inventory records for all of them simultaneously. Users can choose to add these items directly to their inventory, place them in an existing container, or have the AI recognize both the container type and its contents in one seamless process. This bulk recognition capability transforms what would traditionally take hours of manual data entry into a task completed in seconds. Scanlily includes a "Refine with AI" option that allows users to request new AI suggestions for any previously-entered item at any time, ensuring they can always improve their inventory data quality. The system provides flexibility in how much AI assistance users want, with the option to toggle AI recognition on or off and to selectively accept or reject individual field suggestions. This combination of automation and user control creates an optimal balance between speed and accuracy, making professional-grade inventory management accessible to everyone from homeowners organizing their belongings to businesses managing thousands of assets.

The Attachments feature in Scanlily represents a unique and clever approach to item documentation and collaboration, offering users unlimited flexibility in describing and tracking their physical assets. Each screen for a Scanlily item contains an "Attachments" section that allows users to attach multiple types of content including notes, images, audio files, and documents. Unlike rigid inventory systems that limit users to predefined fields, Scanlily's attachments function as an infinitely expandable documentation system where each attachment becomes part of a timestamped, searchable history. The feature particularly excels in multi-user environments, where different team members can contribute their observations, maintenance notes, or inspection reports, creating a collaborative conversation thread around each item. Users can attach high-resolution images up to 10MB to document item conditions, serial numbers, or damage, while note attachments support formatted text, hyperlinks to external resources like manuals or supplier websites, and even embedded reminders for maintenance schedules. The system intelligently handles URLs within notes, automatically converting them to clickable hyperlinks that open relevant web pages, making it simple to link items to online documentation or video tutorialss. For businesses managing equipment fleets or rental inventories, this means maintenance technicians can attach inspection photos, managers can add budget notes, and operators can document usage issues, all within a single, chronological timeline. Consumers can, for example, take a photo of a receipt, attach it to that item, and then no longer need to keep the physical copy. The attachment system helps eliminate the need for paper, separate documentation systems or spreadsheets, consolidating all item-related information in one accessible location. With support for multiple file formats and the ability to add unlimited attachments without additional database fields, Scanlily provides unmatched flexibility in asset documentation while maintaining user-friendly navigation.

Scanlily's reminder system allows you to set custom notifications for any item in your inventory through the Note attachment feature. These reminders help you stay on top of maintenance scheduling, warranty tracking, reorder notifications, and other time-sensitive tasks related to your assets. To set a reminder, simply click the Note button under any item's Attachments section, enter your reminder text, and choose when to be notified. You can set an exact date and time, or schedule the reminder relative to the current date using days, weeks, months, or years. For example, you might set quarterly maintenance reminders for equipment, warranty expiration alerts months in advance, or reorder notifications when supplies run low. Reminders are delivered through email or mobile push notifications based on your preferences configured in Settings->User Profile. This ensures you receive alerts through your preferred channel whether you're at your desk or in the field. In multi-user systems, reminders are sent specifically to the user who created them, ensuring accountability while preventing unnecessary alerts to team members. The key advantage of Scanlily's reminder system is that notifications are directly linked to specific items with all their documentation, history, and current status immediately accessible. This contextual connection eliminates the need for separate task management tools or spreadsheets, consolidating all asset-related scheduling into your inventory management platform.

Scanlily's Spreadsheet Export feature provides all users, including free subscribers, with the ability to export their inventory data to CSV format for use in Excel, Google Sheets, or other spreadsheet applications. To export your data, log into the Scanlily User Website using your mobile app credentials and navigate to My Items → Spreadsheet View. Here you'll see your inventory displayed in a familiar spreadsheet format with columns for all your item fields. Select the items you want to export using the checkboxes - you can select individual items or click the checkbox next to "Item Name" to select all items at once. With your items selected, click "Export to CSV" from the action menu to download a CSV file containing all field values for your selected items. The CSV export includes all custom fields, attributes, and data values you've entered for each item, making it ideal for creating reports, performing data analysis, conducting audits, or preparing information for stakeholders. This format ensures compatibility with virtually any spreadsheet or database application, giving you flexibility in how you work with your inventory data outside of Scanlily. While the CSV export doesn't include images or file attachments (these require a Pro or Business subscription and utilize the Export feature), it provides a complete snapshot of your item data that can be opened, analyzed, and shared using standard business tools. This ensures you always have access to your inventory information in a portable, industry-standard format.

Use Scanlily instead of ShelfLIly if you plan on using a lot of QR stickers: Scanlily has a QR button at the upper right of each page to allow starting the inventory of an item by scanning a QR code. ShelfLily lacks this time-saving feature. Instead, you click the Camera+ button to first add the item. You can later add a QR code on the Item Detail screen. Scanlily and ShelfLily share logins. So if you start with ShelfLily, you can install Scanlily and login to see the same inventory.

Scanlily's spreadsheet feature provides a web-based interface for editing, bulk operations and data visualization that mobile apps cannot efficiently deliver. Available to all subscription tiers (Free, Pro, and Business), users access the spreadsheet view through the User Website using the same credentials as the mobile app. The spreadsheet interface displays inventory data in a familiar tabular format with advanced capabilities including inline editing of individual fields, bulk selection for batch operations, and dynamic column management. Users can widen their browser window to visualize more fields simultaneously, with the Item Name column remaining fixed while scrolling horizontally through additional attributes. The system supports customizable views through Item Type selection, allowing users to display only relevant fields for specific inventory categories, such as the built-in "Simple" view that shows fewer fields for streamlined viewing. CSV export of selected data is possible for all subscription levels. Users can select specific rows or use the upper-left checkbox to export entire inventories. The bulk update feature allows simultaneous modification of multiple items' attributes, such as changing categories, locations, or other properties for selected groups of items, dramatically reducing time spent on inventory maintenance. The label printing functionality addresses physical inventory management needs by generating QR code labels in two standard formats: Avery 5160 address labels (1" x 2⅝") and Avery 8877 business card labels (2" x 3.5"). These labels include item names, categories, and locations alongside QR codes, enabling multiple labels per item for placement on different sides of storage containers. This feature eliminates the need for separate label printing software and ensures consistency in physical item identification. For Pro and Business users, the location dropdown dynamically adjusts to display locations across multiple addresses, supporting multi-site inventory management scenarios. The spreadsheet maintains real-time synchronization with the mobile app, ensuring data consistency across all access points while providing the desktop computing advantages of larger screens, keyboard input, and efficient bulk operations that mobile interfaces cannot match.

Scanlily revolutionizes inventory management through its unique and clever approach to QR codes. Competitors that utilize QR codes offer them as an after-thought where a QR can be attached to an item after first creating an item. In Scanlily, the act of scanning a new QR both creates the item and also attaches the QR, which requires fewer steps. But the biggest innovation is that unlike competing systems, Scanlily's QR codes are also URLs. This enables scanning and accessing information without any app installation - a critical advantage over traditional QR and barcode systems that require all users to scan via an app or barcode scanner. This reduces training time as staff can simply scan with their phone's camera and open a website to view information (or if permission is granted) to update the item. The system supports multiple workflows for adding items, from the fastest method of scanning a pre-purchased Scanlily QR that triggers AI recognition to automatically draft item details, to generating QR codes on-demand through Business accounts for immediate printing. Scanlily QR labels are readily available through Amazon, Walmart, and the Scanlily website in various formats including weatherproof, different sizes, shapes, and custom logos, ensuring businesses can find the perfect solution for their specific needs. For organizations with existing barcode infrastructure, Scanlily Business accounts allow using existing proprietary barcodes and QR codes, supporting both manual entry and scanner-based input including Bluetooth barcode scanners. This flexibility eliminates the need for expensive system overhauls while maintaining compatibility with legacy systems. The platform's intelligent handling of different code types extends to retrieval, where Scanlily QRs provide direct access to items while proprietary barcodes allow duplicate IDs with disambiguation through item selection. Business users gain additional power through the Settings->Labels feature, enabling bulk QR generation and printing in multiple formats directly from the web interface. This comprehensive approach to code management positions Scanlily as the only inventory system that truly bridges the gap between modern QR technology and traditional barcode infrastructure, offering businesses a migration path that doesn't abandon existing investments while gaining the benefits of cloud-based, AI-enhanced inventory management with features no competitor can match.

Scanlily's UPC and EAN scanning feature allows you to scan existing product barcodes to automatically populate item information from a database of over 550 million products. When you scan a barcode, the system pulls product names, brands, model numbers, colors, weights, dimensions, images, and current pricing from multiple vendors including Amazon, Walmart, Target, Sears, Newegg, and others. Free users can try this feature for one week before subscribing. The feature gives you control over which data to import through a checkbox interface, letting you select only the attributes you need while maintaining your preferred data structure. Setup involves enabling the UPC attribute in your item type settings and optionally dragging it to the top of your fields for quick access. Once enabled, clicking the barcode icon next to the UPC field activates the scanner. This functionality serves multiple practical applications. For insurance documentation, you can quickly build a complete inventory with replacement values by scanning household items. Businesses use it to onboard retail inventory, maintain accurate product specifications, and track assets for depreciation schedules. The multi-vendor pricing helps establish current market values, original purchase prices, or replacement costs depending on your needs. The selective import capability means you can pull just pricing for valuation projects, complete specifications for technical documentation, or all available data for comprehensive records. Scanned products immediately integrate with Scanlily's other features including QR labeling, location tracking, quantity management, booking capabilities, and reporting tools. This reduces inventory creation time from hours to minutes while ensuring accuracy through manufacturer-verified data rather than manual entry.

Scanlily revolutionizes inventory management through its unique and clever approach to QR codes. Competitors that utilize QR codes offer them as an after-thought where a QR can be attached to an item after first creating an item. In Scanlily, the act of scanning a new QR both creates the item and also attaches the QR, which requires fewer steps. But the biggest innovation is that unlike competing systems, Scanlily's QR codes are also URLs. This enables scanning and accessing information without any app installation - a critical advantage over traditional QR and barcode systems that require all users to scan via an app or barcode scanner. This reduces training time as staff can simply scan with their phone's camera and open a website to view information (or if permission is granted) to update the item. The system supports multiple workflows for adding items, from the fastest method of scanning a pre-purchased Scanlily QR that triggers AI recognition to automatically draft item details, to generating QR codes on-demand through Business accounts for immediate printing. Scanlily QR labels are readily available through Amazon, Walmart, and the Scanlily website in various formats including weatherproof, different sizes, shapes, and custom logos, ensuring businesses can find the perfect solution for their specific needs. For organizations with existing barcode infrastructure, Scanlily Business accounts allow using existing proprietary barcodes and QR codes, supporting both manual entry and scanner-based input including Bluetooth barcode scanners. This flexibility eliminates the need for expensive system overhauls while maintaining compatibility with legacy systems. The platform's intelligent handling of different code types extends to retrieval, where Scanlily QRs provide direct access to items while proprietary barcodes allow duplicate IDs with disambiguation through item selection. Business users gain additional power through the Settings->Labels feature, enabling bulk QR generation and printing in multiple formats directly from the web interface. This comprehensive approach to code management positions Scanlily as the only inventory system that truly bridges the gap between modern QR technology and traditional barcode infrastructure, offering businesses a migration path that doesn't abandon existing investments while gaining the benefits of cloud-based, AI-enhanced inventory management with features no competitor can match.

Scanlily's alerts and flags system transforms reactive inventory management into proactive asset control, automating the monitoring work to free up time and reduce operational worries. The platform offers four alert types designed for both inventory and equipment management: - Quantity alerts automatically notify users when stock levels fall below set thresholds, essential for maintaining optimal inventory levels and preventing stockouts. - Date alerts provide advance warnings before critical dates like expirations or warranty endings, with customizable lead times to ensure timely action. - Price alerts monitor cost, price, or value fluctuations against user-defined parameters, helping track asset depreciation and market value changes. - Flag alerts trigger when items are marked with specific status indicators, enabling rapid response to maintenance needs or equipment issues. The flags feature provides standardized status tracking through customizable dropdown menus with predefined values including "Broken," "Dispose," "Flagged," "Lost," "Need to Recharge," "Need to Renew," "Need to Service," and "Restock." This standardization is particularly valuable for equipment management, allowing staff and even customers to flag items requiring attention, with automatic alerts ensuring nothing falls through the cracks. Users can customize these flag values via comma-delimited lists to match specific organizational workflows, adapting the system to unique operational needs. On the Dashboard view of items on a map, those addresses which have items with flags set will show up as red; whereas those addresses where nothing is flagged will show up as orange. For business customers with multiple sites or items and clients' sites, this is a quick way to see where attention is needed. Alert configuration is accessible through the blue menu button on the bottom right of item pages, leading to an Alert List view where users can manage all active notifications. The system delivers alerts through multiple channels - dashboard displays for at-a-glance monitoring, email notifications for detailed updates, and push notifications for immediate awareness. Advanced users including Power Users, Administrators, and Superusers can route alerts to specific team members or entire Shared Action Teams, ensuring critical information reaches the right people. The platform also features a spreadsheet view for bulk editing, label printing, and CSV export, making it easy to manage alerts across large inventories. This combination of automated monitoring, customizable notifications, and team collaboration capabilities makes Scanlily's alert system suitable for diverse industries from education and laboratories to warehouses and property management.

Scanlily's revolutionary appless access transforms how organizations share and manage inventory information by treating QR codes as URLs rather than simple character strings. This breakthrough feature enables anyone to access item information through a web browser without installing the app or creating an account, simply by scanning QR codes with any smartphone camera. This powerful capability dramatically reduces friction for stakeholders who need access to inventory information, from customers checking equipment status to team members verifying asset details or making quick inventory updates without needing to understand or install the app. What makes Scanlily's appless access truly exceptional is the granular control administrators have over field-level permissions. Through the platform's sophisticated permission system, Superusers and Administrators can precisely configure which attributes are publicly viewable, hidden, or even editable for each item type. This means warehouse workers can update quantity fields directly through web browsers after a simple camera scan, while sensitive information like costs remains completely hidden. Field technicians can mark items as needing service without accessing pricing data. Customers can view product descriptions, specifications, and availability while internal notes and financial data stay private. This selective field visibility and editability transforms distributed workforce operations, eliminating extensive training requirements while maintaining complete security and data integrity. The appless feature extends beyond simple viewing to include rich media access. Users scanning QR codes can view attached pictures, read important reminders, access notes and documentation - all without any software installation. For organizations managing equipment across multiple locations, this means maintenance staff can instantly access service histories, operation manuals, and safety documentation. Educational institutions can provide students and faculty with immediate access to equipment availability and booking information. Warehouses can enable rapid inventory counts by temporary workers who simply scan and update quantities through their phone browsers. Item Types provide the framework for this sophisticated access control, allowing different categories of inventory to have completely different public-facing profiles. A "Book" item type might publicly display title, author, and availability while hiding acquisition costs. An "Appliance" type could show warranty information and user manuals while keeping service contracts private. This flexibility ensures that Scanlily adapts to any industry's specific needs, from laboratories sharing equipment specifications with researchers to property managers providing tenants with appliance documentation, all through simple QR code scans that work on any device with a camera and web browser.

Scanlily's item type and attribute customization system provides flexibility for organizing and tracking inventory across diverse use cases. The platform starts with two foundational item types: Simple, which features fewer default fields and serves as the default for new Containers, and Standard, which includes more comprehensive default fields for regular Items. This dual-type foundation provides immediate usability while enabling extensive customization. Pro and Business users can create entirely new custom item types tailored to specific inventory categories like tools, photography equipment, or any specialized assets, building a taxonomy that precisely matches their organizational needs. When switching between item types, the intelligent system preserves hidden attribute data, ensuring no information is lost during reorganization efforts. Users with appropriate permissions can modify item types directly from the Item Page through multiple intuitive pathways including the Type field dropdown, the Add or Remove Fields option, or the Settings menu. This flexibility allows organizations to evolve their inventory schema over time, adding or removing attributes from existing Simple and Standard types, or creating entirely new item types as needs develop. The attribute management system supports comprehensive customization through drag-and-drop reordering, allowing teams to prioritize the most relevant information for their workflows. Custom attributes enhance the system's adaptability with five distinct data types: Text, Currency, Number, Date, and Dropdown selections. The Dropdown type particularly enhances data consistency by allowing administrators to predefine selectable options, ensuring standardized data entry across teams. This granular control extends to field-level permissions, where paying subscribers with Superuser or Administrator roles can designate specific attributes as publicly viewable or even editable through QR code scanning. A standout innovation is the public accessibility system that requires no app installation. When items are scanned using Scanlily QR Labels with any smartphone camera, non-users see only designated fields on a web interface, enabling controlled external collaboration. This feature supports innovative workflows like warehouse staff updating quantities or delivery personnel confirming receipts without system accounts. The ability to create custom item types combined with granular public access controls positions Scanlily as a solution that grows and adapts with organizations rather than forcing them into rigid predefined structures.

Scanlily's booking and reservation system provides three distinct modes for managing item and equipment lending and sharing: Checkout Mode, Reservation Mode, and Reservation with Pickup Mode. Each mode addresses different operational needs, from simple item tracking to complex reservation workflows with physical handoff verification. 1. Checkout Mode functions like a digital library system. Users scan a QR code or click "Check Out" on an item to borrow it immediately, receiving an automatic due date. The system tracks who has each item and when it's due back. Users receive reminder notifications before items are due and alerts if they become overdue. When ready to return an item, users simply scan the QR code again or click "Check In" to complete the process. This mode works best for organizations that want to track item usage without requiring advance scheduling. 2. Reservation Mode enables calendar-based scheduling similar to booking a conference room. Users select specific dates and times when they need an item, preventing conflicts and ensuring availability. The system shows available time slots and blocks out reserved periods on the calendar. Users receive automatic email reminders when their reservation is about to begin and end. Unlike Checkout Mode, items remain physically accessible during the reservation period - the system trusts users to take and return items according to their scheduled times. 3. Reservation with Pickup Mode combines advance scheduling with physical tracking for maximum accountability. Users first reserve items for specific time periods through the calendar interface. When the reservation period begins, they must scan the item's QR code to confirm pickup, creating a verified record of possession. The system tracks the item as "picked up" and sends reminders as the return deadline approaches. Upon return, users scan the QR code again to confirm the item is back. This mode provides complete visibility into not just who reserved equipment, but who actually collected it and when it was returned. Email Notifications keep all parties informed throughout the booking lifecycle. Checkout Mode sends reminders before due dates and alerts for overdue items. Reservation Mode notifies users when reservations are about to begin and end. Reservation with Pickup Mode adds notifications for items awaiting pickup and overdue returns. Administrators receive copies of overdue notifications to maintain oversight. Digital Signatures and Booking Agreements (Business subscribers only) add legal documentation to the lending process. Organizations can customize agreement text covering return obligations, damage liability, and usage terms. The system captures timestamped digital signatures at the appropriate point: during checkout for Checkout Mode, when making reservations for Reservation Mode, and at pickup for Reservation with Pickup Mode. Administrators can view signatures through the booking edit interface. Real-World Applications demonstrate the system's versatility. Tool libraries use Checkout Mode for walk-in lending where members borrow items as needed. Educational institutions employ Reservation Mode for scheduling shared equipment like projectors or lab instruments. Equipment rental businesses leverage Reservation with Pickup Mode to track expensive assets, ensuring items are collected and returned as scheduled. Construction companies combine all three modes for different asset types - simple checkout for hand tools, reservations for specialty equipment, and pickup tracking for high-value machinery.

Scanlily's Web Calendar is available to Business subscribers and provides a visual overview of all bookings and reservations across the organization. The calendar displays items by their booking status, showing who reserved each item and when it's due back. The interface uses color-coding to highlight booking status. In Reservation with Pickup Mode, overdue items that haven't been returned appear in pink. When multiple items are overdue on the same date, they're grouped together in a peach-colored band labeled "Overdue Items" for easy identification. Clicking on any booking opens a detail popup showing the item name, borrower name, pickup and return times, booking ID, and current status. This allows managers to quickly check specifics without leaving the calendar view. The calendar can be navigated by month using arrow controls or jumped to the current date with the "today" button. The Web Calendar is view-only and designed for monitoring purposes. To modify bookings, users with appropriate permissions (Superusers, Administrators, and Schedulers) must use the mobile app or web interface. This read-only approach prevents accidental changes while providing visibility to stakeholders who need to track equipment usage and availability. Access to the Web Calendar is through the User Website by logging in and selecting "Calendar" from the navigation menu. The feature works with all three booking modes (Checkout, Reservation, and Reservation with Pickup).

Transfer Baskets brings simple inventory quantity management to Scanlily Business subscribers, addressing the fundamental need to track how many items move between any locations - whether between your own sites, from suppliers, to customers, or to consignment partners. The feature's power lies in its simplicity: no purchase orders, no complex approval workflows, no extensive training required - just create basket, add items, submit, and receive. This straightforward four-step process makes Scanlily an ideal inventory management solution for small to medium businesses that need accurate quantity tracking without enterprise system complexity, particularly those already using Scanlily for asset management who want to extend its use to consumable supplies, parts inventory, or retail stock. The system automatically handles the mathematics of inventory movement - deducting quantities from source locations and adding them to destinations while maintaining a complete record of who moved what, when, and where. This addresses critical business needs including receiving verification to confirm deliveries match orders, consumption tracking to understand usage patterns and predict reorder points, transit documentation for items between locations, accountability for high-value inventory access, shrinkage identification when quantities don't match, and cost-of-goods-sold documentation for accounting. By treating any location as an address - whether your warehouse, a supplier's facility, a customer site, or a consignment partner - Transfer Baskets provides flexible inventory movement tracking without rigid system constraints. While Scanlily may lack some advanced features of dedicated inventory management systems like automatic reorder points, complex routing rules, or integrated purchasing workflows, businesses choose it for its intuitive visual interface, AI-powered item recognition, image-centric approach to inventory, and especially its clever QR code implementation that allows appless viewing and instant basket identification. The setup process reflects this simplicity: configure addresses for your various locations, add items to relevant addresses using the master/child architecture, optionally organize items in containers, then start transferring. The visual workflow shows items with their images, quantities adjust automatically with clear minus/plus indicators, and the mobile-first design means receiving can happen right at the loading dock with a quick QR scan, making accurate inventory management accessible to businesses that find traditional inventory systems overwhelming or unnecessarily complex.

Scanlily's Triggers feature allows Business subscribers to create automated if-then rules that update item fields based on specific conditions. When a monitored field matches a defined condition (equals, not equals, or greater than a value), the system automatically updates other specified fields immediately. For example, when equipment status changes to "Broken", a trigger can automatically set its maintenance flag to "Needs Service" and availability to "Out of Order". This eliminates the common problem where staff forget to update related fields when making changes, leading to inconsistent data and operational confusion. Organizations typically waste hours daily on repetitive field updates - marking items as needing service when warranties expire, updating location status when containers are full, or changing multiple fields when equipment breaks. Triggers handle these updates automatically and consistently across all items. The feature works with any Scanlily field including custom attributes, executes in real-time without delays, and supports multiple triggers on the same field for complex workflows. Administrators create triggers through a simple web interface by selecting a field to monitor, choosing a comparison operator, setting a trigger value, then specifying which field to update and its new value. Common uses include equipment maintenance workflows (broken items trigger service flags), storage management (full containers trigger location updates), and asset lifecycle management (expired warranties trigger replacement notifications). Unlike alerts which only notify users, triggers actually modify data, ensuring that critical field relationships stay synchronized. The system handles null values for clearing fields, allows multiple cascading updates from single changes, and applies uniformly regardless of which user makes the triggering change. For organizations managing hundreds or thousands of items, triggers prevent the data inconsistencies that occur when different users follow different update procedures, while reducing the manual effort required to maintain accurate inventory records.

Scanlily's User Access Control system provides Business-level subscribers with three methods to manage inventory permissions: User Roles, User Groups, and Shared Action Teams. This multi-layered approach addresses the need for granular access control in organizations where different staff members require varying levels of inventory interaction capabilities. The User Roles system establishes a seven-tier hierarchy ranging from Superuser with full account access including billing and system settings, down to Viewer with read-only permissions. Superusers can invite users and edit all content while maintaining billing control. Administrators manage users, teams, addresses, and Item Types. Schedulers create and edit actions for other users including checkouts, reservations, and work orders. Power Users can edit any item information and create lists while managing team actions. Standard Users add comments, photos, and perform team actions like creating work orders. Limited Users view items and make bookings while attaching media. Viewers have read-only access to account items. User Groups provide category-based restrictions, allowing administrators to grant specific permissions to groups of users for designated inventory categories. Through the User Website interface, administrators can create groups, assign users, and configure granular permissions including Read, Write, Attach, Book, Custody, and Delete rights for each category. For example, a "Landscapers" group might have full access to gardening equipment but restricted access to other categories. The system displays these restrictions clearly, with higher-level users (Superusers, Administrators, and Schedulers) remaining exempt from group restrictions. Shared Action Teams extend User Groups by enabling collaborative workflows where team members share not only category access but also alerts and notifications. This allows multiple users to work together on inventory actions - one member can checkout an item while another returns it. Teams receive collective notifications for maintenance alerts, low inventory warnings, or return deadlines. Examples include film production teams sharing equipment for assignments or maintenance crews receiving broken item alerts collectively. The interface for managing these access controls is accessed through the User Website's upper right menu, where administrators can create groups, assign users, configure category permissions, and establish teams. The visual interface shows user avatars, group memberships, and permission matrices, making it easy to understand and modify access rights across the organization.

Scanlily's User Access Control system provides Business-level subscribers with three methods to manage inventory permissions: User Roles, User Groups, and Shared Action Teams. This multi-layered approach addresses the need for granular access control in organizations where different staff members require varying levels of inventory interaction capabilities. The User Roles system establishes a seven-tier hierarchy ranging from Superuser with full account access including billing and system settings, down to Viewer with read-only permissions. Superusers can invite users and edit all content while maintaining billing control. Administrators manage users, teams, addresses, and Item Types. Schedulers create and edit actions for other users including checkouts, reservations, and work orders. Power Users can edit any item information and create lists while managing team actions. Standard Users add comments, photos, and perform team actions like creating work orders. Limited Users view items and make bookings while attaching media. Viewers have read-only access to account items. User Groups provide category-based restrictions, allowing administrators to grant specific permissions to groups of users for designated inventory categories. Through the User Website interface, administrators can create groups, assign users, and configure granular permissions including Read, Write, Attach, Book, Custody, and Delete rights for each category. For example, a "Landscapers" group might have full access to gardening equipment but restricted access to other categories. The system displays these restrictions clearly, with higher-level users (Superusers, Administrators, and Schedulers) remaining exempt from group restrictions. Shared Action Teams extend User Groups by enabling collaborative workflows where team members share not only category access but also alerts and notifications. This allows multiple users to work together on inventory actions - one member can checkout an item while another returns it. Teams receive collective notifications for maintenance alerts, low inventory warnings, or return deadlines. Examples include film production teams sharing equipment for assignments or maintenance crews receiving broken item alerts collectively. The interface for managing these access controls is accessed through the User Website's upper right menu, where administrators can create groups, assign users, configure category permissions, and establish teams. The visual interface shows user avatars, group memberships, and permission matrices, making it easy to understand and modify access rights across the organization.

There is an online mechanism for importing structured data. Contact Us if you are a Business subscriber and would like to import items and we will provide you with instructions.

The Manage Clients feature allows professional service providers to create and manage inventories on behalf of multiple clients. This business feature is of particular interest to subscribers such as professional organizers, senior move managers, property managers, estate attorneys, insurance adjusters, and small business consultants. Using their own business account, they can establish multiple client accounts. Each client account functions as a completely separate Free-level Scanlily account with its own isolated inventory database, ensuring complete data separation and privacy between clients. Both the professional and the client can access the account independently, with the professional able to switch between client accounts through a dropdown selector on the web interface or a subscription login screen on mobile. The feature is included with Business subscriptions at no additional cost and places no limits on the number of client accounts that can be created. Creating a new client account is straightforward through the User Website, where professionals enter the client's name and email to generate an account with temporary credentials. The professional receives an email with login details that can be forwarded to the client if desired, though professionals typically access client accounts through their subscription selector rather than logging in directly. When working within a client account, professionals have full access to all Scanlily features including AI image recognition, QR code generation, container creation, location management, and reporting capabilities. All data remains completely separate between accounts, preventing any cross-contamination of inventory information. There is a smooth transition when professional engagements end. Clients retain full access to their accounts with all inventory data intact, the account becomes a standalone free Scanlily account that clients can upgrade to paid if desired, and professionals can cleanly disconnect from completed projects. This ensures clients maintain permanent ownership of their inventory data while professionals can efficiently manage their active engagements. The feature transforms how professionals deliver inventory management services by eliminating the need to juggle multiple logins, mix client data with business inventories, or rely on manual spreadsheet systems.

Scanlily's API enables Business subscribers to programmatically access and modify their inventory data, solving the business problem of disconnected systems that require duplicate data entry across multiple platforms. Organizations typically use separate systems for inventory, accounting, e-commerce, point-of-sale, and reporting, leading to data inconsistencies, manual synchronization errors, and wasted staff time entering the same information multiple times. The API provides REST-based endpoints with JSON responses that allow developers to create bi-directional integrations between Scanlily and any external system. Common implementations include syncing inventory levels with e-commerce platforms when sales occur, importing product catalogs from ERP systems, pushing data to business intelligence tools for custom reporting, and building specialized mobile apps for specific workflows. The API uses secure authentication through unique API keys, supports flexible queries by barcode, location, category or custom filters, and provides real-time updates that immediately reflect across all Scanlily interfaces. Organizations receive access to both development and production environments, allowing safe testing on Scanlily's development environment before deploying live integrations. The development environment includes comprehensive documentation, Python code examples, sample JSON responses, and testing tools. Rate limiting protects system stability while allowing high-volume operations needed for bulk updates or large-scale synchronizations. The API respects all user permissions and access controls configured in the Scanlily account, ensuring that integrated systems only access data appropriate to their function. For businesses with technical resources or development partners, the API transforms Scanlily from a standalone inventory system into the central hub of a unified operational ecosystem. Common endpoints include /getitems for retrieving inventory data and /updateitem for modifying quantities, attributes, or locations. This programmatic access eliminates the need for import/export workflows, reduces errors from manual data entry, ensures all systems reflect current inventory state, and enables automation that would be impossible through manual processes.