Events and rental: Inventory software for set builders
Inventory software for set builders that tracks set panels, connectors, uprights and stored sets, so you know what can be reused, what belongs to a project and what is in storage.
Where stock drifts for set builders.
Set builders often own more than they think: standard flats, rostra, uprights, connectors and complete sets that went into storage after a production. Exactly what is there and in what condition is usually known only to the workshop manager. An estimator pricing a new project therefore allows for new material while usable panels sit on the racks. Meanwhile sets from tours and recurring fairs sit in storage without anyone being sure what is complete and what was damaged at the last strike. At the next build it turns out a connector is missing or a panel needs repainting.
Inventory software for set builders
Example- 1
Record stock and storage
DoneStandard material, such as panels, rostra and connectors, is tracked by quantity with size and condition.
- 2
Book for projects
In progressWhen preparing a new quote, the estimator can see which standard material is available and book it for the project period.
- 3
Update after the strike
NextAfter the strike, what comes back is checked: which panels are reusable, which are damaged and which connectors are missing.
From receipt to use.
Record stock and storage
Standard material, such as panels, rostra and connectors, is tracked by quantity with size and condition. Stored sets are registered as a set, with condition, storage location and photos per element. For sets from recurring productions, the record also shows which client they belong to.
Book for projects
When preparing a new quote, the estimator can see which standard material is available and book it for the project period. For a recurring fair or tour, the stored set is booked, with a check that every element is present and in good order before the project starts.
Update after the strike
After the strike, what comes back is checked: which panels are reusable, which are damaged and which connectors are missing. Reusable material goes back into stock, damaged material to repair or disposal. A stored set gets an up to date condition, so the next build does not start with surprises.
Alongside your purchasing and suppliers.
A set builder's stock usually lives in the workshop manager's head, a spreadsheet of stored sets and labels on the racking. The inventory software brings that together and links it to projects and quotes. Storage with outside parties can be included with its location. The workshop manager stays the owner of material condition; the project manager owns bookings. Ownership of stored sets is noted per set: yours or the client's.
Standardise or build everything bespoke
Working with standard panels and connectors makes reuse easy and lowers costs, but constrains the designer. Building everything bespoke gives freedom but leaves little reusable material. Many set builders use a standard structure with bespoke finishes, so the skeleton is reusable and the surface is unique.
Keep or dispose after production
Keeping a set costs storage space and often storage fees, but can save a lot of work if the show is revived or tours. Disposing frees space but means rebuilding if the production returns. The inventory shows per set what it costs to keep and how likely a return is, where the client has said so.
Your storage or the client's
Some clients store their set themselves; others leave it with the set builder. In your own storage you know its condition for certain, but you pay for the space. The inventory records per set where it is and who owns it, so a build at the client's premises does not stall on a missing element.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
Hotel Aadam Wilhelmina
Online check-in, even at two in the morning.
Read the story
L'Artiste Barbershop
A full calendar starts with easy booking.
Read the storyNovaw Pilates
Focus on the class. Let the booking take care of itself.
Read the storyWhich stock we record.
Standard material is in stock from the start by quantity and condition, with stored sets including photos and location and bookings per project. We replay a new project built partly from stock together, and a recurring exhibition stand where the check reveals two missing connectors and a damaged panel. Rack labels, storage costs per set and an overview of material unused for a long time can be switched on when needed.
View pricingSupport and updatesGood to know.
Explore pricing and optionsHow do we keep track of which set belongs to whom?
Every stored set has an owner: you or the client. For client owned sets, the record also shows how long storage has been agreed. That prevents material lingering on the racks with nobody sure whether it may be reused or thrown away.
Can the estimator see which material is reusable?
Yes. When preparing a quote, the estimator sees which standard material is available in the period and in what condition. It can be included in the quote as reuse, with an item for repair or repainting if needed. That makes the quote more realistic and often more competitive.
Do we need to label everything in the workshop?
Not at the start. Stored sets and large elements are most worth labelling, because they raise the most questions. Small connectors and fixings can be tracked by quantity. Labels can be added later for material that moves in and out often.
Can we see what has not been used for a long time?
Yes. Because every use is recorded, the inventory shows which panels, rostra or sets have been sitting on the racks for a long time. That helps when deciding whether to dispose of, sell or reuse them, and frees space in a workshop that is usually full.
Add-ons for your industry.
What often connects to this.
- Digital job cards for set buildersDigital job cards for set builders that record, per element, the released construction drawing, materials and hours, so the workshop never builds from an outdated version.
- Website for set buildersA website for set builders that shows which kinds of sets, materials and finishes you produce, so designers and producers know what work they can bring to your workshop.
- Enquiry form for set buildersAn enquiry form for set builders that asks for design stage, venue, dimensions, build window and transport, so the workshop can judge straight away what is being asked.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for set builders: set panels, connectors and stored sets tracked, with reusability and bookings per project.
- Record stock and storage
- Book for projects
- Update after the strike