Step-by-Step Guide to Creating an Inventory Management App in NotionApps

Step 1: Create a New App

1. Start by logging into NotionApps.

2. Click on Create New App to begin.

3. Select the Notion databases you want to include and hit Build App.

1. For this project, the main screens we’ll be creating are:
• Inventory – to view all stock items
• Withdraw Stock – to track stock going out
• Add Stock – to log new stock coming in
• View Products – to display product details

Step 2: Add Users

1. From the left sidebar, go to the Users section.

1. Click on Select user database and choose Employees.
1. Login method - Email address + Login Code
2. Email address property - Email
3. Username property - Name
4. Turn the Allow users to sign up toggle on.\
5. Click Confirm.
This will allow you to tag employees whenever stock is withdrawn or added, keeping accountability clear.

Step 3: Clean the Workspace

1. Delete all the default screens that are auto-generated. We’ll start fresh with customized screens tailored for inventory management.

Step 4: Build the Inventory Screen

1. Create a new screen:
• Click New Screen → Select Products Database → Choose List Update Items → Name the screen Inventory.

2. Style Settings:
• Change View Type → Grid
• Grid Size → Small
• Grid Image → Square

3. Data Settings:
• Title → Name
• Description → Categories → Name
• Caption → Current Stock
• Color Tag → Low Stock < 5, By “Low Stock <5”, we’re setting a threshold: any item with current stock strictly less than 5 units will be highlighted with a specific color tag. You can adjust this threshold to suit your inventory norms.
• Add 2 new tags - Stock Low (red) and Stock Ok (Green)
• Image → Image

4. Behaviour Settings:
• When an item is clicked, set action → Go to Update Screen.
• Add new Logic → View name, View current stock, View Low Stock<5 & Update categories
• Delete Logic → Update SKU & View Categories
• Turn the Show Scanner toggle on.

Step 5: Configure Withdraw Stock

1. Under List Withdraw Stock:

• Title → Date

• Caption → Employee – Name

• Color Tag → Quantity Withdrawn

• Behaviour → Change Allow Adding → Direct Add

1. Configure Withdraw Form (click ➕):

• Delete Name entry

• Delete Employee section

• Add Label - The current employee is automatically captured when withdrawing stock.

• Add Action → Set Employee = Logged-in User

• Behaviour → Change Save Button Text → WITHDRAW

2. Follow similar steps to configure the Add Stock. The only difference is you’ll track quantities coming in rather than going out.

Step 6: Build the View Products Screen

1. Create another screen:

• New Screen → Select Product Database → Choose List View → Name it View Products.

1. Apply the same Style and Data settings as the Inventory screen.

1. Under Behaviour → Go to Screen, configure views:

• View Name → Show Image + SKU

• Include details: Categories, Withdrawn Stock, Add Stock, Low Stock Status

Step 7: Add a Withdraw Stock Form Screen

1. Add a new screen:

• Select Withdraw Stock Database → Choose Form Add Item.

2. Configure form fields:

• Input Product → Required (Allow Multiple = OFF)

• Quantity Withdrawn → Required

• Input Date → Required

• Employee Label → Auto-tag employees based on login

3. Add Action → Set Employee = Logged-in User.

1. Follow similar steps to create an Add Stock Form Screen, except here we will be adding stock data into the database.

Step 8: Update Navigation

1. Go to Edit Navigation and rename your tabs to match your app’s flow (Inventory, Add, Withdraw, Products).

2. Update icons for a more intuitive interface.

Wrapping It Up

• Show an organized Inventory Dashboard

• Let employees add or withdraw stock with accountability

• Display a product catalog with categories, stock levels, and SKU details

• Track all stock movements with proper logs

Pro Tip: NotionApps already offers a ready-to-use Inventory Management template that you can customize to fit your needs, along with many other templates designed for different use cases.

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