Start with locations, not objects
A reliable count starts with a map of the property. Before listing a single armchair, record every place equipment can sit: buildings, floors, rooms and bungalows, public areas, storerooms and stores, down to shelf rows when the stock warrants it.
Each location gets a stable name and a QR code fixed on site. When a room changes purpose, you rename it without reprinting the code, so its count history stays with the same place.
A simple tree: property, building, floor, room.
One QR code per location, placed where staff can see it.
A named owner for every storeroom and store.
Describe each model once, with photos
In a resort, the same bed, lamp or air conditioner appears in dozens of rooms. Instead of describing every unit, create one record per model: photos, supplier, manuals and technical documents. Staff then recognise the item on screen before counting it.
Kohi also offers photo search: a picture of an item brings up to three similar catalogue models, and the person on site confirms one or reports that none fits. Nothing is matched without a human decision.
Count by campaign and by zone, even offline
An annual inventory runs as a campaign: a scope, assigned zones and a closing date. On their phone, each team member counts, records condition and takes photos zone by zone. When nothing has moved since the last check, one confirmation is enough for a zone that was actually inspected.
Between basements, plant rooms and overwater bungalows, Wi-Fi coverage is rarely complete. Kohi installs as a web app on the phone: drafts and photos wait on the device, then reach the server when the signal returns, and the server checks each user's permissions again at that point.
Trace movements: requisitions and disposals
Inventory gaps often come from an unrecorded move: a minibar relocated, chairs lent to the restaurant, a mattress set aside. A storeroom requisition records the request, then two different people approve it under their own names before items are handed over; returns and receipts are counted separately, with a PDF slip.
Taking equipment out of service follows a full file: technical diagnosis, review, decision, where the item goes, and archiving. The disposal register is built from these files, with no re-entry.
Request, two named approvals, hand-over, return.
A diagnosis before any disposal decision.
A log of every operation, available to finance.
What hotel inventory software does not do
Equipment inventory is neither maintenance nor room management. Kohi does not schedule preventive maintenance or issue work orders: it complements an existing CMMS. Minibar consumption belongs in the property management system or the point of sale, and food cost in a tool such as Rongo, also published by Devlab.
For a group, each property keeps its own locations, stock and access; one person can work across several hotels with different permissions in each.