Tips & Tricks in Palats

Before you start your inventory, there are a few things that are good to keep in mind. We’ve listed them here to help make your inventory process as smooth and successful as possible.

What type of inventory is to be conducted and what kind of information is important to collect?

Before going out to take an inventory, it´s important to consider what information needs to be collected and for what purpose the inventory is being carried out. For example, if it´s an inventory conducted ahead of an office relocation where the collected data will be handed over to an architect to be used in designing a new space, it´s important to gather measurements and information about the condition of the articles.

Palats works equally well whether you´re inventorying furniture or building materials. Depending on the type of product you´re recording, you´ll see specifications with standard response options tailored to that particular product category. This ensures that the information is collected consistently and easily, regardless of who performs the inventory.

Remember to take clear photos during the inventory. If an article has any damage or markings that are useful to note, it´s a good idea to take additional photos to document these details.

📍Place items on a floor plan and define zones linked to specific areas

This makes it easier to track where you've inventoried – and to locate the item later in the process. By linking areas such as rooms to the floor plan, you'll get a more detailed overview of where items are located when it’s time to plan a move (if applicable). It also helps you identify the location of a specific room directly on the plan while inventorying.

📸 Take clear photos

This is the most important step to ensure that the product can be reused easily in the next phase. Be thorough and take several photos that clearly show the model. If the item has a label or marking, it’s helpful to photograph that too. Make sure to also capture any visible damage or deviations.

Guide

Make sure the article is complete and clean
Clean if necessary
Check functionality and safety
Take detailed photos of the article from multiple angles, tips to take the photos against a neutral background
Ensure the photos are sharp and clear
Assess the condition of the article in a clear and honset way. It can be helpful to establish internal guidelines for condition assessment
In case of damage or markings : document it with both additional photos and a short comment describing the issue

🔗Label with QR code

This step isn’t always required, but it has two key benefits:

You can immediately see which article have already been inventoried (and have a QR code), which is helpful if articles have been moved around.
It makes it easier to update information later on, for example when the article is moved.
It ensures the correct item is retrieved – especially useful if your organisation uses a reuse hub or marketplace.

Place QR codes consistently

Place the codes in the same location or each furniture category. Examples:

Desks: Underside of the right corner
Chairs: Underside of the seat
Cabinets: Inside of the door, upper right corner

Choose a clean and smooth surface

For optimal adhesion and durability, apply QR codes to clean, dry and smooth surfaces. Avoid textured or dirty surfaces.

Use the correct type of label

For textiles or soft surfaces, use Palats special textile labels, which are designed for fabric and can bend without being damaged.

💼 Choose the right category

Avoid selecting generic categories like "Other chair" or "Other door," as these won’t generate economic or climate savings. Make sure to gather relevant information based on the selected category, and do a condition assessment. This makes it easier in the next step to identify which products should be reused.
If you’re working with a marketplace, it's also important to enter the correct condition so the buyer knows what to expect.

💲Add your own purchase value

Under Item-specific info, there’s a field for purchase price that is pre-filled with a default value. If the category you selected doesn’t have a default value, or if you know the actual price is higher or lower than the suggested one, you can update it for more accurate statistics.

👫If you’re inventorying as a team

If several people are doing the inventory at the same time, it can be helpful to divide the work by category – for example, one person inventories all chairs, another handles all tables, etc. This avoids duplicate entries and makes it easier to recognize your items in the model library.

Some people prefer working in pairs during inventory – with one person measuring while the other enters data into the app.

🏳️ Create your models in advance

If your organization uses a standard range of products, you can create your models before heading out to inventory. That way, your models will be available to select from your model library.
Learn more about how to do this in the section Model Library.

📱Good things to bring along

Here’s a list of useful equipment to bring with you:

Laser measurer
Folding rule
Phone charger
Flashlight

Good luck with your inventory in Palats! 🏰

Next steps

Palats Part 1 – Introduction and Create a Location
Palats Part 2 – How to take Inventory
Palats Part 3 – Table View and Move Planning
Palats Part 4 – Analyze