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
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
Adding Inventory Items
Open the Add Item Dialog
In the Inventory Management page, click “Agregar Nuevo Insumo” (Add New Supply).
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.
Enter Quantity
Field:
quantity (Required)Enter the current stock amount:- Must be a valid integer
- Example: 5, 10, 25
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
- Beekeeper suits → Unidades
- Wax foundation → Láminas
- Sugar → Kilogramos
- Essential oils → Mililitros
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)
Editing Inventory Items
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.
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
Deleting Inventory Items
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
Searching Inventory
The inventory page includes a search function:Locate the Search Bar
At the top of the inventory list, find the search field labeled “Buscar insumo…” (Search supply…).
Enter Search Terms
Type any part of the item name:
- Search is case-insensitive
- Matches partial names
- Results update in real-time
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_stockvalue (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
- Low Stock widget shows count
- Alert section lists affected items
- Right panel shows “Alertas” (Alerts) section
- Each low-stock item listed individually
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
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
Consistent Naming
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
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
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
Organize by Category
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)
Inventory Workflows
Workflow 1: Seasonal Preparation
Workflow 2: Post-Inspection Update
Update Quantities
For each item used:
- Open the edit dialog
- Subtract the amount used from current quantity
- Save the updated quantity
Workflow 3: Annual Inventory Audit
Troubleshooting
Error: 'Por favor ingresa un nombre'
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'
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
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
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_stockthresholds
Search not finding items
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
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.