Stockuity Setup Guide
What every tab does, what order to set things up in, and what the menu buttons actually do — written so anyone on the team can pick it up without training.
Getting set up
Do this in order
- 1
Fill in the Settings tab
Site name, who gets alert emails, and your plan. Everything else reads from here.
- 2
Add your team to the Technicians tab
One name per row — this is the list every tech picks their name from.
- 3
Run "Setup Technician Selector"
Turns on the who's-working dropdown at the top of the Inventory tab.
- 4
Add your parts to the Inventory tab
Item number, description, on hand count, and reorder point at minimum.
- 5
Run "Setup Triggers"
Turns on automatic edit-tracking and the nightly summary email.
- 6
Add vendors, then run "Setup Vendor Column"
Plus feature. Fill out the Vendors tab first — the dropdown needs at least one vendor to build from.
- 7
Run "Run System Check"
Confirms every required tab and trigger is actually in place.
Inventory
the main tab
Who touches it: technicians, daily.
One row per part. Techs only need to update On Hand — the sheet does the rest of the math.
| Column | What it's for |
|---|
| On Hand | The only cell techs normally type into. |
| Reorder Point | Triggers a low-stock alert once On Hand drops to it or below. |
| Difference | Fills itself in: On Hand minus Reorder Point. |
| Reorder Status | Fills itself in: shows ORDER REQUIRED automatically. |
| Vendor | Pick one vendor per item from the dropdown. |
| Restock Approved | Leave blank. Type Yes only to approve a specific restock. |
!
Google Sheets deletes leading zeros from numbers, so a part number like 010.001 can turn into 10.001 by accident. Format the cell as Plain Text before typing it, or run "Format Hytrol Part Numbers" from the menu to fix a whole column at once.
Vendors
Plus feature
Who touches it: whoever manages supplier relationships.
One row per supplier. This tab decides how Stockuity behaves when one of that vendor's items runs low.
| Column | What goes in it |
|---|
| Vendor Name | Must be spelled exactly like the value chosen in the Inventory Vendor dropdown. |
| Vendor Email | Where restock and quote requests actually get sent. |
| Request Type | Exactly one of: Restock Quote Restock (Approval) |
| Active | Type Yes to keep the vendor live. |
!
Column order matters here. Unlike Inventory, this tab is read by position, not header name — don't reorder its columns.
Added a new vendor? Re-run "Setup Vendor Column" or it won't show up in the dropdown.
Dashboard, Movements, Technicians, Settings
Dashboard (Plus) — rebuilds itself. A snapshot of items tracked, low-stock count, monthly restock spend, and recent activity. Nobody types here.
Movements — an automatic history log of every On Hand change. Nobody edits this by hand.
Technicians — one name per row. Feeds the who's-working dropdown on Inventory.
Settings — the control panel. Site name, alert emails, admin emails, nightly alert hour, and monthly restock budget. The "Plan" row is informational only — Plus features unlock automatically based on real billing status, not anything typed into a cell. Changing the Alert Hour alone does nothing — re-run "Setup Triggers" afterward for the new time to take effect.
Menu commands
Stockuity ▾
Upgrade to Stockuity Plus is visible to everyone. Everything below it is restricted to account admins (set on the Settings tab).
How vendor emails work
Plus feature
One trigger, three possible outcomes, depending on that item's vendor's Request Type.
On Hand drops to or below Reorder Point
→
Status becomes ORDER REQUIRED
→
Sheet checks the item's vendor
RestockGoes straight to the vendor. No approval needed.
QuoteGoes straight to the vendor, asking for pricing instead of placing an order.
Restock (Approval)You get a "Restock Approval Needed" email first. Nothing goes to the vendor yet.
Approving a hold: on that item's row on Inventory, type Yes into Restock Approved. The real restock request goes out on the next scan. Replying to the email does nothing — the sheet never reads incoming mail.
!
You never clear Restock Approved back to blank yourself. The moment the sheet sends the actual restock request, it automatically resets that cell to blank for you. This is deliberate: it guarantees a fresh Yes is required the next time that same item drops low again later, rather than staying silently pre-approved forever. Only type Yes when a new "Restock Approval Needed" email actually arrives.
Quote vendors never use Restock Approved at all — no approval step, and no cell to reset. They just keep sending pricing requests every time that item is low, and never place a real order on their own; turning a quote into an actual order is something you do manually, outside the sheet.
Common mistakes
!A vendor name spelled differently between the Vendors tab and the Inventory dropdown fails silently — no error, it just never emails that vendor.
!Request Type has to be typed exactly: Restock, Quote, or Restock (Approval). Anything else is quietly treated as Quote.
!Restock Approved only responds to the exact word Yes. Any other text does nothing.
!Added a vendor but it's not in the dropdown yet? Re-run "Setup Vendor Column."
!Changed the Alert Hour but the nightly email still runs at the old time? Re-run "Setup Triggers" — the time only gets "baked in" when that runs, it isn't read fresh every night.
Questions? Email stockuitysupport@gmail.com.