Swag Inventory Spreadsheet Template

Overview

This Swag Inventory template acts as a central source of truth for all branded merchandise, ensuring you never run out of stock or lose track of shipments. It replaces scattered lists with a structured system to manage items, user requests, and fulfillment status in one view.

The database consists of three connected tables: Products, which monitors stock levels and categories like apparel or tech; Users, which distinguishes between admins and recipients; and Distributions, which links them to track who received what and when. This relational structure automatically updates history without manual data duplication.

Why choose a Swag Inventory database over spreadsheets

Spreadsheets work fine for static lists, but they struggle with dynamic inventory management. As you add more products and shipments, spreadsheets become cluttered with duplicate data, broken formulas, and hard-to-read history logs.

The power of Softr Databases

Unlike flat sheets, Softr Databases use a relational structure that links specific products to distribution records automatically. This means you can view a product's entire distribution history or a user's received items without creating complex VLOOKUPs. Detailed column types ensure stock levels remain numbers and dates follow correct formats, protecting your data integrity as you scale.

Core features and functionality

This template includes built-in category management for organizing items like Drinkware or Stationery and visual attachment fields for product images. You can easily track order progress using status fields—moving items from "Processing" to "Delivered" while maintaining a clear audit trail of every item that leaves your inventory.

Who is this Swag Inventory for

This template is designed for operations and people teams who need to manage physical assets efficiently.

• Office Managers: Track stock levels of office supplies and branded merchandise to reorder before running out.
• HR Teams: Manage welcome kits for new hires and ensure every employee receives their onboarding swag.
• Marketing Teams: Organize promotional items for events and track distributions to partners or customers.

How to take it further

1. Customize the database

Make this system your own by modifying the "Category" select field in the Products table to match your specific merchandise types. You can also add a "Reorder Point" number field to flag items that are running low automatically.

2. Import your existing data

If you are currently tracking inventory in Excel or Google Sheets, you can easily migrate by exporting your data to CSV. Uploading it directly into this template will populate your products and user lists instantly.

3. Build an app on top

Turn this database into a self-service internal tool using the interface builder. You can create a portal where employees request swag providing their details, while admins view a dashboard to approve and process orders. By setting up users and permissions, you ensure only admins can edit stock levels while staff can strictly view available items.