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FAQs

At EZOfficeInventory, we are committed to providing an unmatched support experience. Here’s how to get in touch:

  1. Emailsupport@ezofficeinventory.com
  2. Bloghttps://blog.ezofficeinventory.com – great place to start off and read about our existing and upcoming features
  3. Feature Requesthttp://ezofficeinventory.uservoice.com – we want our community to be involved in helping us define the product roadmap. Placing feature requests here allow for others to view and vote on them

FAQs of EZOfficeInventory are listed below

Account/Users Related

How do I change the invitation mail sent to new members?

To customize the email sent to invited members:

1) Enable Email Customization from Settings → Add-ons → Email Templates.
2) From the same setting, click the link ‘Configure Email Templates’. It’ll take you to the email template listing.
3) Hit the ‘Add Email Template’ button.
4) On the new template form, in ‘the Template Type’ dropdown choose ’Member Invitation’.
5) Use placeholders to have data like ‘Recipient Name’, ‘Confirmation Link’ etc.
6) Hit the ‘Create Template button’. You’ll be taken to the preview. Activate this template from the ‘Activate’ button on the top right.

There, you’re good to go!

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Our company administrators manage the checkouts, reservations and other actions of our staff users. We therefore do not want the staff users to log in.

It is possible to specify and select which members are allowed to log in. This can be done by unchecking ‘Enable member to login’ on the Member Details page.

If doing a mass import, you can have a column with ‘Yes’ and ‘No’ and map it to ‘Login Allowed’.

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Importing in EZOfficeInventory – A Quick Guide

Here are some things you should be aware of before you begin importing data to EZOfficeInventory:

1) The first step is to make sure that you’ve finalized the mapping of your excel sheet columns to fields in EZOfficeInventory. Take a look at the predefined fields with assets and inventory. If they are not sufficient, add custom fields from Items –> Custom Attributes.

2) There should not be any merged cells in your excel sheet.

3) There should only be one excel sheet in the file you’re uploading. If your items are spread across various sheets within the same file, split these sheets into separate excel files.

4) All dates should be in the mm/dd/yyyy format.

5) For yes/no fields e.g. Retire?, put yes against the assets that should be in a retired state when imported.

6) Asset Identification Numbers (if you’re using them) have to be unique. There shouldn’t be any repetition of an Identification Number in your excel sheet. Moreover, they should only contain Alphabets and Numbers (no special characters, spaces, etc.).

7) All names (except for locations) should at least be 3 characters long. If you have a vendor called HP, maybe call them HP Laptops!

8) When you’re uploading files, previewing an import, or creating records; do not refresh the page or take any actions there. This will ensure that the process completes smoothly. You can continue working with EZOfficeInventory in a new tab/window.

9) When importing inventory records, if you give quantity to be added to stock, the Stock Price column must be mapped.

10) When importing members, if you choose for them to be subscribed to emails, the Email column must be mapped.

11) Make sure you have only one excel sheet in your document.

12) Email addresses cannot be added in as hyperlinks.

13) Ensure that email addresses for existing users in your EZOfficeInventory account do not start with ‘mailto:’. This is an example of an email address that won’t be imported: mailto:example@donotemail.com.

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Can I disable some of the login options in EZOfficeInventory?

There are four ways to log in to EZOfficeInventory:

  • A standard email-password combination
  • Using your Google Account
  • Using your Microsoft Account
  • Using SAML Single-Sign-On (SSO)

Each of these options can be disabled or enabled by the account owner from Settings –> Company Settings –> Policy –> Authentication. However, at least one login option is mandatory.

login options

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How do I periodically backup my EZOfficeInventory data?

Data backups are offered through Dropbox. You can enable this option from Settings -> Add Ons -> Data Backup -> Add Dropbox account or Add OneDrive Account.

The following components are synced:

  • Check-out and Check-in Events
  • All Active Assets
  • Line Items
  • All Inventory
  • Asset Scans
  • Member List
  • Vendor List
  • All Services
  • All Asset Stock
  • Asset Stock Checkout Events
  • Asset Audits
  • Documents

This data is added as separate CSV files with time stamps, once every day.

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How is the limit on number of items for a subscription package calculated

Depending on your subscription package, you’ll have a limit on how many items you can track. This limit is a sum of Assets, Asset Stock and Inventory.

Assets: All active assets are counted towards the package limit. This does not include the retired assets.

Asset Stock: All Asset Stock records count towards the package limit. The quantity of each record is not taken into account. For example, if you have 3 asset stocks (chairs, tables and platter), your Asset Stock count is 3. Now chairs for example can have 1,000 stock quantity and it won’t contribute to the package limit.

Inventory: All Inventory records count towards the package limit. The quantity of each record is not taken into account. For example, if you have 5 inventory items (juice box, pens, notepads, sticky paper, and erasers), your Inventory count is 5. The juice box (and other items) can have 10,000 stock quantity and it won’t contribute to the package limit.

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I have not received an email from EZOfficeInventory regarding my registration/confirmation.

Often, customers’ junk mail filter settings are such that system-generated emails end up in junk mail folders. Please change your mail settings to add *@ezofficeinventory.com to your ‘safe list’.

To resend an account confirmation email, go to the Login Page –> Forgot Password. Enter your email and submit.

For further assistance on emails that aren’t coming through, contact our support team at info@ezofficeinventory.com.

 

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Do inactive users count towards the subscription package limit?

No, only active users are counted towards the maximum user limit.

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How can I delete an existing member in EZOfficeInventory? How is that different from ‘Deactivating’ a member?

Account owners can delete members by enabling the option from Settings → Company Settings → Policy → Member Deletion. Next, go to the Member listings page, choose the members you wish to delete, and click on Actions on Members → DeleteWe recommend you enable this option only for the duration it takes you to delete members.

Note that you can only delete ‘orphan members’ added to your account. This refers to members that have not been involved in any activity or event to date.

If you want to remove users who have taken part in some activities, you can ‘Deactivate’ them instead. These users will not count towards your subscription package limit. The reason we don’t allow these users to be deleted is so that the system doesn’t invalidate the checkout history of assets. As an example, John Smith may have used a laptop before leaving the company. If his member record was to be deleted, the laptop’s past assignment to him will be lost as well.

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How can I change ownership of my account?

As an account owner, you can transfer ownership to any (confirmed) administrator from Settings -> Company Settings -> Company Profile -> Change Owner.

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After deactivating a member, I get an error when trying to reuse the email address for a new member. Why?

EZOfficeInventory does not allow an email address to be used for more than one member, even across companies. Please note that a member that has been deactivated or disabled (not allowed to log in) still exists in our database and may be re-activated again at a future date. Hence, email addresses of such (disabled) members may not be re-used to create a new member account.

 

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Can I cancel my subscription at any time?

You can downgrade, upgrade, or cancel your account at any point in time. There are no extra charges. The option is available under Settings –> Billing –> Cancel my account.

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How can a confirmation email be resent to a staff user’s account?

Confirmation emails for an unconfirmed member’s account can be resent by going to the Login page and following the process for “Forgot your password?”.

Entering a member’s email address will resend a confirmation email to the member’s inbox. If the problem persists, please double-check your Spam folder.

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What types of alert do I get on each user level i.e. Account Owner, Admin, or a staff user?

Type of alerts that can be sent to each user level can be either ‘an email sent for each subscribed event’ or ‘a daily digest that summarizes all the events for the day’. Staff users receive email alerts for actions they’ve subscribed to only when they’re involved in the action.

Following actions generate email alerts for the Account Owner/Admin, which include all the notifications we have on the system:

Check-in

Package check-in

Extend checkout

Stock request

Checkout

Package checkout

Request for check-in

Asset(s) Overdue

Request Reservations

Reservations starting today

Reservations alert in advance

Check-in approval by Admin

Email Print Labels

Check-in denied by administrator

Arbitrated request for check-in

Scanning label of an asset

Activation of an asset from retired state

Retiring of an asset

Deletion of an asset

Custom Field Alert

Audit requested

Audit Completed

Service ticket created

Service Started on an Asset

Service Extended for an Asset

Service Completed on an Asset

Service Started on a Package

Service Extended for a Package

Service Completion Due for an Asset

Service Completed on a Package

Comments on Services

Sale/Purchase Inventory

Low Stock Threshold Alert

Location Based Threshold Alert

Transfer Stock

Following actions generate email alerts for the Staff users:

Check-in

Checkout

Extend checkout

Request for check-in

Check-in approval by admin

Check-in denied by admin

Request reservation

Reservation on asset in my custody

Arbitrated request for check-in

Audit requested

Audit Completed

 

To learn more about what other types of alerts Account Owners, Admins and Staff Users receive, click here.

Under the email alerts, a staff user can also customize these alerts based on groups and locations (see image below). You can receive alerts specific to these groups and locations.

Note: Admins and staff users can filter what kind of alerts they want to receive from their accounts. They can also subscribe to our regular newsletters.

Customized Email Alerts: An admin can also customize the email templates for most of the alert types from Alerts –> Choose an alert type e.g. check-in –> Click Add New (see image below).

You can then customize the template for ‘Check-in Alerts. Insert placeholders containing dynamic data such as asset name, checked in by, custom attribute values, and more 

Note: Customization does not apply for mail digests. Learn More.

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Members: Types and Advance Access Control [Video]

What it covers?

  • User Roles and their permissions
  • Require administrator access for actions using Arbitration
  • Manage teams with Access Control

For more, visit:

EZOfficeInventory YouTube Channel

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How can I set up the inactivity period in EZOfficeInventory?

You can add another layer of security to your EZOfficeInventory account by activating the ‘Session Time-out’ feature. It is helpful in scenarios where you want to prevent your account from being misused by someone else. For this to work out, go to Your Name -> Settings -> Advanced Settings -> Session Time-out Policy -> Click ‘Enabled’. 

Set up the inactivity duration after which the session expires and you are logged out of the system, as shown below:

Note: Inactivity duration for session time-out must be between 5 minutes to 1 year.

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