Getting started

Getting Started with Shelf

A step-by-step guide for new users setting up their first workspace.

Step 1: You Got Your License — What’s Next?

If you purchased a Team License, your license applies to a workspace you own.

• If you had a trial workspace, it’s now upgraded.
• If you purchased via invoice and don’t have one yet, you’ll need to create it manually.

👉 Create your team workspace here

📝 Note: Each user can have only one personal workspace, but there’s no limit to how many team workspaces you can create or join.

Step 2: Add Your Assets

You can populate your workspace in three ways:

Option 1 — Add Manually

Create assets one by one using the “Add asset” button inside your workspace.

Option 2 — Import via CSV

Use the CSV Import Helper to prepare your import file.

Make sure your headers match the required format — Shelf matches them automatically to your database fields.

💡 Tip: If you’re importing assets that already have QR or barcodes, ensure your header reflects the correct format. For example, to import a Code 128 barcode, name the column: barcode_Code128

Example minimal CSV structure:

Option 3 — Add or Link QR Codes

You can attach QR codes to your items in two ways:

1. Shelf Codes (Generated in-app):
2. Add or print labels from within Shelf.
3. External Codes (Add-On Enabled):
4. If you purchased the external code add-on, you can include your existing codes directly in the CSV (see above) or link them manually in the interface.

For manual linking, see:

👉 How to use alternative barcodes in Shelf

Step 3: Printing Labels and QR Codes

You can print Shelf-generated QR codes in two ways:

1. From an Asset Page

Open any asset → click “Download” on the asset label.

This will generate a .png file ready for printing.

📝 Note: Shelf’s labels are square (1:1 aspect ratio) — for best results, use label paper that supports square stickers to save time and trimming effort.

2. From the Asset Index (Bulk Download)

Go to your Assets list → select multiple assets → click “Actions” → “Download QR codes.”

This will download a .zip file containing all labels.

⚠️ If the QR codes appear empty: This can occasionally happen in some browsers. Simply click “Download QR codes” again, and the issue should resolve.

Step 4: Invite Your Team

Once your workspace is ready, invite your team members here:

👉 Manage users and roles

• Invite users via email
• Assign the correct role (Admin, Manager, Staff, Viewer)
• Review role permissions here:
• User roles and their permissions →

⚠️ Important: Make sure you’re in the correct workspace before inviting users (check the workspace name at the top-left corner).

Step 5: Start Managing Your Assets

Once your setup is complete, you can:

• Assign custody or ownership of assets
• Create and approve bookings
• Scan QR codes to check in/out equipment
• Track maintenance and usage through activity logs

💡 Tip: Use Categories, Locations, and Kits to organize your database efficiently.

Quick Recap

Need Help?

If you have any questions or run into issues, reach out anytime at:

📧 support@shelf.nu

or visit our Knowledge Base.

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