Personal Items
Record items on your premises that belong to an individual — like an employee's own heater — without managing them.
Not everything in your building belongs to your organization. An employee might bring in their own heater for the winter, or a personal projector for a presentation. Invy lets you record these items, so you know what’s on the premises and whose it is, without treating them as company property.
Recorded, not managed
A personal item is the owner’s sole responsibility. Invy keeps an accurate record of it — what it is, where it is, and who owns it — but runs no company workflow on it:
| Action | Personal item |
|---|---|
| Lend | Not available. The owner lends their own things, outside Invy. |
| Move | Not available. The owner moves it; you only correct where it is recorded. |
| Report damage, loss or retirement | Not available. Repairs and losses are the owner’s responsibility. |
| Clone | Not available. |
| Condition, purchase cost, purchase date, audit date | Not recorded. |
| Edit name, serial, notes, attachments, recorded location | Yes — that’s the record. |
| Change owner, hand to the organization, remove from register | Yes. |
Personal items show a Personal status and a small person icon next to their name everywhere they appear, so they can’t be mistaken for company stock.
Who can own an item
The owner is the Organization by default. You can pick instead:
- a team member,
- a borrower, or
- a person without an account — someone who works with you but doesn’t use Invy.
To add a person without an account, type their name in any Owner field and choose Add “…” as a person without an account, or use Add owner under Owners on the People page. People without an account, like borrowers, are records rather than users: they never take a seat on your plan.
The Owners list shows everyone whose personal items are recorded — team members, borrowers and people without an account — with a badge saying which. A borrower who owns items appears under both Borrowers and Owners: one is about lending, the other about their own property. Team members and borrowers are managed in their own sections, so their row under Owners only lets you edit their department, view their items and print their personal property list.
Recording a personal item
- When adding it — set Owner in the Add Item or Add in Bulk dialog. Any price you enter is not stored for a personal item.
- For an existing unit — open the unit and change Owner, then save.
- For several units at once — select them and click Owner in the selection toolbar.
Only an available company unit can become personal. A unit that is lent out, in repair, lost, broken or retired is skipped, because its company state has to be resolved first. When a unit becomes personal, its purchase cost and date are cleared: it isn’t company spend.
Changing hands
- The owner gives or sells it to someone else — change Owner to the new person.
- The owner gives or sells it to the organization — change Owner to Organization. The unit becomes an ordinary available company unit, and you can add its cost and manage it from then on.
- The owner takes it home or disposes of it — open the unit and click Remove from register, choosing a reason. It moves to Trash and can be restored.
Every change is recorded in the unit’s history and the Audit Log: who registered it, who changed the owner, and why it left the register.
When the owner gets an account
Ownership belongs to the person, not to an account, so it survives every change in their status:
- Lending a company item to someone without an account — pick them in the Lend dialog. They get a borrower account (they need an email) and stay a borrower afterwards. What they own stays theirs.
- Making them a borrower or inviting them to the team — use Make borrower or Invite to team on their row. If they’re added from My Team or as a borrower on the People page with the same email instead, Invy links the new account to them automatically.
- Removing their account — when they own personal items, the delete dialog tells you how many and offers two choices:
- Demote to owner removes their account (they can’t sign in, and no longer take a seat) but keeps them under Owners on the People page with their name, email and items. Re-inviting the same email links them up again.
- Permanently delete removes the account and their email; the items stay recorded under their name only. If they took them home, remove them from the register first.
If the same person ends up recorded twice, use Merge into… on their row: everything they own moves to the entry you keep.
Finding personal items
- In the inventory, open Filters and use the owner filter: Organization, Personal (any individual), or a specific person.
- Turn on the Owner column with the column editor (Edit at the end of the table header). It’s hidden by default.
- Search by the owner’s name.
- In Group items view, rows with personal units say how many, e.g. “4 units · 1 personal”.
- On the People page, each owner’s Owns N personal items links to their items.
A folder that contains personal items can’t be moved to Trash until they’re relocated or removed from the register.
Reports
Personal items are excluded from every company figure: dashboard totals, Reports & Analytics charts, folder values and the inventory audit totals. They’re counted toward your plan’s asset limit, since Invy still tracks them.
- Reports & Analytics and its Analytics Summary (PDF) say how many personal items were left out.
- Full Inventory Audit (PDF) lists them in a separate section, Personally Owned Items (Not Company Property), so an auditor neither flags them as missing nor counts them.
- Complete Data Export (CSV) adds Ownership and Owner columns.
- Personal Property Register (PDF or CSV, from the Reports export menu) lists every personal item grouped by owner. Run it for one person from their row under Owners on the People page for an offboarding checklist, with a sign-off line.
Labels
A personal unit’s printed label names its owner — Personal · Jane Doe — instead of your organization, so the sticker never claims the item as company property. If the owner changes, reprint the label.
Importing
Add an owner column to your CSV import: leave it blank for company items, or give the owner’s email or name. Someone new is added as a person without an account.