Run Your First Audit

Audits let you verify that what's physically in a location matches what your records say should be there. Shelf flags what was found, what's missing, and anything unexpected that showed up. When the audit is done, export a PDF report.

Audits is a paid add-on available on any Shelf plan. It includes a 7-day free trial so you can test it on your own inventory before committing. This guide walks you through your first audit — start to finish — in about 20 minutes.

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Before You Start

You need three things in place:

1. Assets in Shelf — at least a few items in the location you plan to audit. If your inventory is empty, add some assets first.
2. QR labels on those assets — the audit scan page reads QR codes to confirm physical presence. If you haven't printed labels yet, see Using Shelf QR Codes with Avery Label Sheets or Printing Custom Branded QR Code Labels.
3. Audits activated — from the sidebar, click Audits. If you haven't activated the add-on yet, Shelf will prompt you to start the 7-day trial. No credit card required.

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Step 1: Create an Audit Session

1. Click Audits in the sidebar
2. Click New Audit (top-right)
3. Fill in:
   • Name — something descriptive for your team (e.g. "Studio B Equipment Check", "Server Room Q2 2026")
   • Description (optional) — instructions for the person doing the scan (e.g. "Scan each asset and provide a condition photo")
   • Due date (optional) — when the audit should be completed by
4. Select which assets to include — you can scope by location, category, tag, or any combination. Shelf builds the "expected" asset list from your current records.
5. Assign the audit (optional) — pick a team member who'll do the scanning. If you leave this blank, any admin can open the scan page.
6. Click Save to create the session

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Step 2: Open the Audit Overview

Click into the audit you just created. The Overview tab shows:

• Statistics — Expected / Found / Missing / Unexpected counts (all zeros at the start)
• Audit Information — status, created date, assignee, due date
• Asset list — every asset Shelf expects to find, with an "Expected" status chip

This is your live dashboard. As scanning progresses, the counters update in real time.

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Step 3: Start Scanning

Click Start scanning (in the header) to open the dedicated scan page. This page is purpose-built for audits — separate from the regular QR Scanner — so there's no confusion about which workflow you're in.

Two ways to register assets:

• Scanner mode — focus the text field and use a handheld barcode scanner to scan QR labels rapid-fire
• Camera mode — toggle to Camera in the top-right and use your phone or laptop camera to scan the QR

Each scan registers the asset as Found. The progress bar updates live: "Audit: Studio B (Equipment Check) • 3/19 found".

You can also Add comment or Add image per asset during the scan — useful for documenting condition, damage, or wrong labels.

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Step 4: Review Results

Go back to the Overview tab at any point to check progress. Four statuses:

Use the Filter by audit status dropdown to isolate missing or unexpected items for follow-up.

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Step 5: Complete the Audit

When scanning is done:

1. Click Complete Audit (bottom-right of the scan page, or from the Actions dropdown on the overview)
2. Shelf sends a summary email to the audit creator with final counts
3. From the completed audit's overview, click Actions → Download Receipt to export a PDF report with found/missing/unexpected breakdowns

The PDF is your compliance artifact — hand it to insurance, your manager, or file it for regulatory review.

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After the Trial

The 7-day trial gives you unlimited audits. When it expires:

• Completed audits stay visible — you keep full access to results, reports, and PDFs from audits run during the trial
• New audits require the paid add-on — activate from Audits in the sidebar; pricing is managed through your Shelf account
• No data lost — nothing is deleted when the trial ends

If you found value during the trial, the add-on is available on every Shelf plan (Free, Plus, Team, Enterprise).

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Tips for a Successful First Audit

• Start small: audit one room or one category, not the entire inventory. Prove the workflow before scaling.
• Print test labels first: run a test print and scan several codes before committing a full batch.
• Assign the audit to yourself for your first run — you'll understand the scan flow before delegating to someone else.
• Use the camera toggle on your phone if you don't have a handheld scanner. It works with any phone camera, no app needed.
• Add photos during the scan for anything that looks damaged, misplaced, or mislabelled — it saves a second pass later.

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FAQ

Can multiple people scan the same audit?

Currently, each audit session supports a single assigned scanner. For large-scale audits, create multiple sessions scoped to different areas and assign each to a different team member.

What happens to assets marked "Missing"?

Nothing is automatically changed in your Shelf database. Missing means "expected but not scanned" — you decide what action to take: follow up with the last known custodian, mark as lost, or investigate.

Can I re-open a completed audit?

No. Completed audits are final. If you need to re-audit, create a new session for the same scope.

Can I archive old audits?

Yes. Admins and owners can archive any Completed or Cancelled audit via Actions → Archive. Archived audits are removed from the default list but stay accessible via the status filter.

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Related Articles

• Audits Feature Overview — full feature description, pricing, and FAQ
• Adding New Assets — prerequisite: get assets into Shelf
• Using Shelf QR Codes with Avery Label Sheets — print QR labels for the assets you'll scan
• Using External Barcode Scanners with Shelf — hardware scanner setup