Creating first item in Trail

Welcome to use Trail!

Trail is a powerful asset management system that makes managing items clear and smooth.

This guide helps you add your first items directly in the system. If you prefer to use Excel import, it is enough to go through the section “Adding items in Trail”.

Adding items in Trail

You can add items to Trail in two different ways:

1. With an Excel import template

  • A good way to bring many items into the system at once.
  • Ask for an empty Excel template from Trail Support: support@trail.fi.
  • Fill in the item details to Excel and return it to Trail Support. We will help you import the items into Trail.

2. Directly in the system

  • Users with editor rights to Items module can create new items.
  • To add a new item, the system must already contain the required department, category, and location for the item. Administrators can create these in the Admin module.

If the department, category, and location already exist, follow this guide: Creating an item.

If not, continue with the steps below.

Create a department

A department indicates which team owns and uses the item. Departments control visibility of items between users. An item can only belong to one department.

  1. Go to Admin → Departments.
  2. Click Create a new department.
  3. Fill in at least the department name.
  4. Click Create.

Grant yourself access to the department

To make the department visible, users must be granted access.

  1. Go to Admin → Users.
  2. Find the user (remember to add access for yourself too).
  3. Open the profile in edit view.
  4. In the Departments section, add the department.
  5. Click Save.
  6. Repeat the same for other necessary users or user groups.

Create a category

A category groups similar types of items together (e.g., Vehicles, Cabinets, Computers). Categories are usually on the same level, but you can also create subcategories if needed (e.g., Vehicles → Cars, Trucks).

An item model cannot belong to two different categories, so keep categories general.

  1. Go to Admin → Model categories.

    Click Create new category.

    Fill in the required details:

    • Name: Category name (mandatory).
    • Code: If the category has its own code. Displayed before the category name.
    • Parent: If this is a subcategory, select the parent category from the dropdown.
    • ❗Departments: Select which department(s) the category is linked to. When creating items, only categories linked to that department will be visible. This keeps the category list clearer for users.
    • Description: Optional details.
  2. Click Create.

Create a location

A location indicates where the item is (e.g., warehouse, office, or a specific room). You can also create sublocations (e.g., Building 1 → Room A).

  1. Go to Admin → Locations.
  2. Click New location.
  3. Enter at least a name.
  4. Parent: If this is a sublocation under an existing one, select the parent location from the dropdown. The new location will be created under it.
  5. Click Create.

Adding your first items in Trail

  • When the department, category, and location are ready, you can add items directly in Trail.
  • Item creation requires Editor rights to the Items module.
  • Click here to see detailed instructions: Creating an item.

⭐ Tips for getting started

  • Start small: First create one department, category, and location → this way you will quickly see your first item appear.
  • Use Excel import: If you have many items, Excel is the fastest way to import them all at once.
  • Keep categories general: This keeps the system clear and easy to use.
  • Remember permissions: Check that the department is shared with the right users – otherwise items will not be visible to them.
  • Ask for help if needed: support@trail.fi will assist you with any getting-started questions.

You can also find more good instructions for starting with Trail here: Getting started.

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