Help & tutorials
How to use Scanwiz – step by step.
Short video tutorials that take you through Scanwiz in the right order: from the first structure to creating your items and on to daily booking and ordering. Below you will find answers to the questions we are asked most often.
The thread
Ready to go in four steps.
If you are new, work through the blocks in this order. Each one builds on the previous.
Build the structure
Set up categories and storage locations – the frame for everything else.
02Create items
Single items, variants or batch-tracked articles, including stock.
03Book & assign
Goods receipt, withdrawal and assignment to people or projects.
04Manage supply
Maintain suppliers, place orders and keep track of them.
Video tutorials
All 10 tutorials at a glance.
Each video takes only a few minutes and covers exactly one step. Search for a keyword or jump straight to the topic you need.
Initial setup
Set this up once – everything else builds on it.
Create categories
Structure for your stock: categories and subcategories that all items are sorted into later.
Set up storage locations
Rooms, racks, bins, vehicles – map your real storage structure digitally.
Set up assignment profiles
Create profiles for employees and projects that you later book items and assets onto.
Create items
From simple consumables to batch-tracked articles.
Create single items
The standard case: create the item, assign a category, add stock and storage location.
Create items with variants
One item, several versions – sizes or colours – under a shared master record.
Create batch-tracked items
For everything that has to stay traceable: batch numbers and expiry dates.
Book & assign stock
The daily routine: goods come in, goods go out.
Receive item stock and store it
Capture goods receipts, book quantities and assign them to the right storage location.
Assign items to profiles
Book material and assets onto employees or projects – who has what stays traceable.
Manage orders
Organise resupply without losing track.
Create suppliers
Store your sources of supply so orders can be assigned to them later.
Place and manage a new order
Trigger an order, follow its status and book the goods receipt back into stock.
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Frequent questions
Answered briefly.
The questions that reach us most often – sorted by the moment they usually come up.
Getting started & account
How quickly can I get started with Scanwiz?
Registration takes a few minutes. There is no installation and no setup project – you create your categories and storage locations and can start capturing items right away. If you are new, follow the videos above in the order 01 to 04.
Is there a free trial?
Yes. Scanwiz can be tested free of charge and without obligation for 14 days – no payment details required. You can try the full range of functions during that time.
Do I have to install anything?
No. Scanwiz runs in the cloud and therefore in any current browser. For work on the move there is also the app for iOS and Android – same data, just mobile.
How many users can I create?
The number of users is unlimited in every plan. The plans differ in the number of managed items and the range of functions, not in user licences.
Can I import existing data from Excel?
Yes. The import function loads your existing item data from an Excel file into the system instead of you capturing everything manually.
Items & structure
What is the difference between item, variant and batch?
An item is the master record. Variants are versions of the same item, for example glove sizes. Batches are production lots of the same item that are tracked separately – essential wherever traceability or shelf life matters.
What are categories for?
Categories give your stock an order and determine how you filter and evaluate it later. It pays to think them through before creating the first items – reorganising them afterwards means extra work.
Can I manage several storage locations and sites?
Yes, the number of storage locations is unlimited in every plan. You can map rooms, racks, bins and vehicles as storage locations.
How do consumables and assets differ?
Consumables are withdrawn and used up, so stock decreases. Assets are assigned to a person or a project and usually come back – which is why assignment is the focus for them.
Scanning & booking
Which barcodes and QR codes does Scanwiz recognise?
The common 1D codes such as EAN-13, EAN-8, UPC, Code 128, GS1-128, Code 39 and ITF-14, plus 2D codes such as QR Code, Data Matrix, PDF417 and Aztec. The code type is detected automatically, you do not have to select anything beforehand.
Do I need a special barcode scanner?
No, the camera on your smartphone or tablet is enough. Existing hardware scanners can stay in use: devices that register as a keyboard (via USB or Bluetooth) work in the web app through the “External scanner” input.
What do I do with items that have no code yet?
You assign your own code and store it on the object. Alternatively you buy standard barcode labels, attach them and register them in Scanwiz.
Can I scan several items in a row?
Yes. In batch scanning the dialog stays open after every code and the cart keeps filling. You correct quantities in the overview at the end, and everything is booked together.
Does Scanwiz work without an internet connection?
Offline mode is included in every plan. Scans are captured locally and transferred automatically as soon as there is a connection again – useful in basement stores or on site.
What is documented with a booking?
Time, user, item, quantity and storage location as well as – where maintained – batch, serial number and project. All movements can be analysed and exported.
Orders, stocktaking & reporting
How does stocktaking work in Scanwiz?
Digitally and scan-based: you count with the device, Scanwiz compares target and actual and books differences directly into the system. That replaces paper count sheets and the transfer afterwards.
Are reorders triggered automatically?
You can define minimum stock levels. If an item falls below that threshold, Scanwiz supports triggering the order with the supplier on file and updates stock after the goods receipt.
Which reports do I get?
Reporting shows stock movements and stock development and helps you plan consumption and resupply. The reporting function is included from the Growth plan, order management in the Business plan.
Technology & security
Where is my data stored?
Exclusively in certified data centres in Germany, GDPR-compliant. Details are in our privacy policy.
Is there an interface to other systems?
Yes, the Business plan includes a REST API as well as single sign-on. That lets you connect Scanwiz to your existing systems.
Which plans are available?
Starter for up to 500 items, Growth for up to 2,000 items and Business with the full range of functions on request. Users and storage locations are unlimited in all plans.
Still open?
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If your question is not covered here, drop us a line. It is quickest if you tell us which step you are on.