What is an Allocation?

While an Item’s Location tells you where it is right now, an Allocation tells you where it needs to be and when.

Think of it as a reservation or a booking for one or more of your items. It’s the way you can formally assign items to a specific purpose for a set period. Every Allocation you create is recorded in the Ledger, giving you a complete history of how your items have been used.

Why Use Allocations?

Allocations are the key to preventing conflicts and planning effectively. They help you answer questions like:

• “Is the Ceremonial Sword available for the two weeks of the festival?”
• “Which props are currently leased out to the high school?”
• “What was the purchase date for our new lighting equipment?”

Types of Allocations

When you create a new entry in the Ledger, you’ll choose from several types of Allocations. This helps you categorize how your items are being used.

• Event: The most common type. Use this for internal projects, like a theater production, a photoshoot, or an exhibition.
• Lease Out: Use this when you are temporarily loaning or renting an item to an external person or organization.
• Lease In: Use this when you are temporarily borrowing or renting an item from an external source.
• Sale: Use this to record when you have sold an item to someone else.
• Purchase: Log the acquisition of a new item.
• Other: A general-purpose category. If you use other often, contact support to formalize a new type.

Ritchie’s Tip: The Ledger page is your time machine! It shows all past, present, and future inventory commitments. Keep it updated to avoid scheduling headaches. Ready to create your first one? Let’s move on to Creating a New Entry.