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    Managing storage

    Build and maintain a clean Site, Room and Storage Unit structure so your team can find any bottle and capacity stays honest.

    Quick answer

    • Build storage top-down: Site -> Room -> Storage Unit.
    • Use Sites for locations, Rooms for zones, and Storage Units for exact placement.
    • Keep names clear, and keep capacity and climate details up to date.

    The storage model

    Each level nests inside the one above it, and bottles and capacity are tracked at the Storage Unit level:

    • Site: the main physical location, for example main venue, branch, or home cellar.
    • Room: an area inside a Site, for example Basement, Tasting Room, or Cold Room.
    • Storage Unit: the exact storage point, for example Rack A, Fridge 1, or Case Shelf.

    When to create what

    • New physical location: create a Site.
    • New area within an existing location: create a Room.
    • New shelf, rack or fridge within an area: create a Storage Unit.
    1. Create your Site first.
    2. Add Rooms inside the Site.
    3. Add Storage Units inside Rooms.
    4. Fill in the useful details: climate control, temperature, humidity, capacity, and clear names and notes.
    5. Review the structure and remove duplicates or unclear labels.

    Naming tips

    Use short, stable names your team will understand, and include physical cues when they help:

    • Basement - Left Wall
    • Rack A - Top Row
    • Fridge 2 - Sparkling

    Avoid generic names such as Storage 1 or Room 1 unless they are temporary.

    Day-to-day practices

    • Keep capacity realistic so low-space situations are visible early.
    • Update storage details after reorganising shelves or racks.
    • Keep naming consistent across all sites.
    • Before deleting a location, move or clear the related stock first.

    Common mistakes to avoid

    • Creating too many Sites when you only need Rooms or Storage Units.
    • Using unclear names that only one person understands.
    • Ignoring climate data in temperature-sensitive rooms.
    • Leaving old or unused locations active after a layout change.

    Permissions note

    Some users can create Sites, while others can only manage lower levels. If create or edit actions are missing, ask an owner or manager to grant access or make the change for you. See Managing users and access.

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