Help Center Get Ready to Organize, Track and Reserve Everything with Scanlily
Introduction to Scanlily
Get started with Scanlily - a powerful enterprise asset and inventory management system for tracking items, assets, and equipment via web and mobile.
Getting Started
Learn how to set up Scanlily, obtain QR labels, and configure your account for tracking inventory and assets using our mobile and web applications.
Item Page
Master the Item Page to add, update, and view items and containers. Learn about attributes, attachments, and item types for effective asset tracking..
Container Tracking for Inventory
Track what's inside any container — boxes, bins, kits, cases. Nestable hierarchy, QR code scanning, and instant content views. Location inheritance.
Custom Item Types and Attributes
Create item type templates with custom fields, dropdowns, and standardized data entry. Unlimited attributes for text, numbers, dates, and currencies.
All About Attributes
Understand standard vs custom attributes and attachments. Learn about special fields, identifiers, and how to configure attributes for your items.
Accessing Applessly and Methods of Scanning
Multiple ways to scan QR codes and barcodes - with or without the app. Make items public, scan proprietary codes, and access items via web browsers.
Adding Items and Containers
Add items and containers through scanning, manual entry, AI recognition, or UPC lookup. Quick methods to build your inventory database efficiently.
AI Image Recognition for Inventory Management
AI identifies and catalogs multiple items from a single photo. Instant names, descriptions, and categories for any item type. Photo-first inventory creation.
AI Video Recognition for Inventory
Record a video while talking and AI catalogs your items. Identifies objects, extracts photos, and creates inventory entries automatically. A Scanlily exclusive.
Alerts and Flags
Set alerts for inventory thresholds and use flags to mark item status. Get email and push notifications when quantities or dates trigger your rules.
Inventory Attachments - Photos, Documents, Notes
Attach photos, documents, audio, notes, and links to any item. Timestamped entries create an activity stream. Unlimited storage for equipment history.
Bookings
Manage equipment loans and reservations. Track who has what, set return dates, require signatures, and handle pickup/checkout workflows efficiently..
Categories
Organize inventory with categories for better reporting and filtering. Group similar items together and customize category colors for visual organization.
Dashboard / Home Screen
Your central hub for inventory management. View alerts, categories, maps, notifications, and quick access to all items and recent activity at a glance.
Inventory Data Import and Export
Import inventory from spreadsheets or export complete data with images and attachments. CSV import, bulk upload, and full inventory download for Business users.
GPS and Mapping
Configure field types, manage mobile app settings, and customize how data is displayed and edited across your Scanlily inventory system.
Scanlily Audit Trail of Changes (History)
Track complete audit trails of item changes. See who modified what and when. Maintain accountability with detailed history logs for all inventory.
Item List
Find and list items quickly using search, filters, and sorting options. Access your inventory by category, location, type, or custom groupings.
Item Type
Define item types to control which attributes appear. Create templates for books, tools, equipment, or any category with specific field requirements.
Generate QR Code and Barcode Labels
Generate and print QR code labels for your inventory. Custom sizes, optional barcodes, and standard label sheets. Business subscribers get unlimited generation.
Locations and Addresses
Manage multiple addresses and track item locations within them. Organize by building, room, shelf, or any nested location hierarchy you need.
Multi-User Inventory with Role-Based Permissions
Add team members with seven role levels — from Viewer to Superuser. Control who can view, edit, book, attach, or delete items by category and location.
Manage Client Inventories
Manage separate inventories for each client from your account. Create client accounts, maintain full access. Clients keep their data after engagement ends.
Notifications
Customize email and push notifications for bookings, alerts, and reminders. Tailor messaging and control when and how users receive updates.
Onboarding / Registering for Scanlily
Register for Scanlily and choose the right plan. Set up your account for personal, professional, or business inventory management needs.
Public Items with Passcode Protection
Make items publicly viewable via QR scan with optional passcode protection. Control which fields are visible or editable. Geofencing security available.
Lost and Found with QR Code Labels
Attach QR labels to valuables. If lost, finders scan with any phone to message you, share GPS location, and send photos — no app required.
QR Codes and Barcodes for Inventory Tracking
Scanlily QR codes work as URLs — anyone can scan with their phone camera, no app needed. Also supports UPC, EAN, and proprietary barcodes.
Inventory Reports and Analytics
15+ report types: asset value, quantity, service, warranty, booking, container, and more. Export to PDF, CSV, or Excel. Filter by category, location, and date.
Inventory and Maintenance Reminders
Set automated reminders for maintenance, expiration dates, warranty renewals, or any task. Email and push notifications. Assignable to individuals or teams.
Scanlily Document System
Advanced document management system for attaching and organizing files with your inventory items. Coming soon to enhance asset documentation.
Settings
Configure system preferences, user profiles, working hours, and account settings. Customize Scanlily to match your organization's workflow needs.
Shareable Inventory for Your Website
Embed your inventory on any website. Customers browse, filter, and reserve items directly. Dynamic updates from your Scanlily account. No coding required.
Spreadsheet
View and edit inventory in spreadsheet format. Bulk update items, sort and filter data, and manage large inventories efficiently in grid view.
Inventory Transfer Between Locations
Transfer inventory between locations with quantity tracking. Create baskets, submit transfers, and receive at destination. For consumable and MRO inventory.
Inventory Automation Triggers
Set if-then rules to automate inventory updates. Example: Flag = Broken triggers Status = Out of Service. Reduce manual work and enforce data consistency.
UPC and EAN Lookup
Scan or enter UPC/EAN codes to auto-populate product information. Quickly add retail items with details pulled from barcode databases.
Inventory Access Control by Team and Location
Six permission types (read, write, book, attach, custody, delete) controlled by team, category, and location. Granular access control for Business subscribers.
User Website
Access Scanlily via web browser for reports, spreadsheet view, user management, and advanced features beyond the mobile app capabilities.
Equipment Booking Calendar
View all equipment bookings in a calendar. Track reservations, checkouts, and returns at a glance. Filter by user, category, location, or booking status.
Inventory Management REST API
REST API for inventory management. Get items, create items, and update quantities programmatically. Bearer token auth, 1000 requests/hour. Business feature.
Creating a Report with Images
Three ways to create inventory reports with images in Scanlily: built-in image reports, shareable inventory websites, and full HTML/image ZIP exports.
Ask Anything - AI Inventory Assistant
Ask your inventory questions in plain language or by voice. "Where's the Nikon camera?" — AI searches, answers, and generates downloadable reports instantly.
Lot Numbers
Learn how to use Scanlily's Lot Number field to group and track items for auctions, estate sales, and production batches with searchable reports.
Aisle and Shelf
Use Scanlily's Aisle and Shelf fields to record precise item locations in warehouses and storage areas, with AI video detection and filtered search.
Customer Delivery Confirmation
Scanlily gives you instant notifications when customers receive your products using QR code delivery confirmation. There's no app required.