Swag Inventory Database Template

Your Swag Inventory Database at a glance

This template gives you a complete overview of your promotional products and tracks exactly who receives them. It eliminates the guesswork of managing corporate gifts, apparel, and event takeaways.

Built as a fully connected system, it explicitly links your user profiles to the specific items they receive. When a distribution is logged, the database pulls in exact product names and updates stock without manual data entry.

Why managing swag inventory in spreadsheets breaks down

Keeping track of t-shirts, mugs, and shipments in a spreadsheet quickly becomes an administrative mess. Rows get overwritten, and accurately linking a delivery status to a specific customer usually involves breaking formulas.

What a structured database changes

In a relational system, your data is organized securely by distinct object types rather than endless flat rows. Your product catalog, user list, and shipment logs stay isolated but connect instantly.

You can reliably link a customer directly to their shipped item without copy-pasting their details across rows. This is exactly what Softr Databases are designed for—keeping information clean and accurate as your swag operations scale.

What you can do with this template

Instantly categorize your physical catalog, tracking apparel and tech items alongside clear stock levels and product images.

Log every distribution with clear statuses like "Processing" or "Shipped", securely keeping a history of exactly what each recipient was given.

Who is this Swag Inventory Database for

This template is built specifically for teams that regularly order and distribute branded merchandise.

• HR & People Teams: Manage onboarding kits and track employee anniversary gifts efficiently.
• Marketing & Event Managers: Monitor event giveaways to ensure you never run out of specific sizes.
• Sales Enablement: Send high-value branded goods to top clients while tracking exact delivery statuses.

How to take it further

You can fully customize this template to match your exact fulfillment workflow. Easily add new product categories, adjust the distribution statuses, or include a dedicated tracking number field.

Bring your setup to life instantly by bulk importing your current inventory list or customer contacts via CSV. Your distribution records will be fully ready to process on day one.

When your team is ready, you can seamlessly turn this structured data into a full internal application. Create an internal portal for your sales team to request swag drops, or a storefront for employees to claim their gear.

With Softr's native users and permissions, you can confidently ensure employees only view their allowed items. Meanwhile, admins securely manage the entire backend inventory catalog.