Get your SparesHaven workspace up and running.

Your workspace is the home for your organisation's parts, vendors, orders, stock movements, members, and settings.

When you first join SparesHaven, create a workspace for the organisation or operation whose inventory you want to manage. Give it a clear organisation name so team members can recognise the correct workspace when they join.

If SparesHaven detects another workspace with the same name, you'll be warned before continuing. You can still create a separate workspace when that is intentional.

The Dashboard gives you an operational overview of your inventory. It is designed to surface the information that deserves attention without requiring you to search through individual part records.

SparesHaven summarises out-of-stock, low-stock, healthy, and total parts, along with vendor information and recent activity.

The Needs Attention area highlights parts that are out of stock or have reached their minimum stock level, helping you identify shortages early.

Vendors represent the suppliers you purchase spare parts from. Adding vendors before creating your parts makes it easy to link supplier information while building your inventory.

Open Vendors from the navigation and create a vendor record. You can then associate parts and incoming orders with that supplier.

This step is optional. A part can be created without a vendor and linked to one later.

Part records are at the centre of SparesHaven. Each record holds the information needed to identify, locate, monitor, and manage an inventory item.

Open Inventory and choose to add a new part. Enter a description and the stock information that applies to the item.

A part can include information such as its part number, description, category, current stock, minimum and maximum stock, reorder quantity, location, vendor, pricing, and an optional image.

If the part number is left blank, SparesHaven can assign one automatically.

SparesHaven compares the quantity currently held against the minimum stock level configured for the part.

A quantity of zero is treated as out of stock. A positive quantity at or below the minimum stock level is treated as low stock. Quantities above the minimum are considered in stock.

These statuses are used throughout the inventory and dashboard views so you can quickly identify which parts need attention.

Once a part exists, changes to its quantity should be recorded as stock movements rather than treated as isolated number changes.

SparesHaven supports receiving stock, issuing stock, and making adjustments. Each movement updates the quantity while preserving a record of what changed.

Notes can provide useful operational context, such as the job, maintenance activity, or reason associated with a movement.

Incoming orders help you track stock that has been ordered from a supplier but has not yet been fully received.

Create an order by selecting the vendor and part, entering the ordered quantity, and adding the relevant order and expected delivery information.

When stock arrives, receive the appropriate quantity against the order. SparesHaven tracks ordered, received, and remaining quantities and supports partial receipts when a delivery arrives in stages.

Receiving stock through an order also records the resulting inventory movement, keeping purchasing and stock history connected.

SparesHaven is designed for shared inventory management. Once your workspace is ready, you can bring other authorised users into the same organisation.

Workspace owners and administrators can manage members and invitations from the Members area.

SparesHaven supports both invite codes and managed member invitations. Roles determine the level of access each person has within the workspace.