Pull Lists for Events
Build the pick list for an event, track what has been pulled, and print a sheet for the storage room.
AssetSync → Pull Lists is the pre-event pick list: exactly which items an event needs, and how much of the pulling is done.
The board
Two tabs, Active and Completed, and a table with one row per list: the list name, the event date, its status, its progress, and the wedding it belongs to.
Statuses are DRAFT, IN PROGRESS and COMPLETED. Progress reads as items pulled out of items on the list, with a percentage and a bar.
Note: An IN PROGRESS list completes on its own the moment its last item is pulled, and moves to the Completed tab. A draft never does — it has to go through Confirm & Check Out first, so nothing leaves the shelf without a checkout behind it.
Creating a list
New Pull List takes a name, an event date, optionally the wedding it is for, and any notes for whoever works it. Linking it to a wedding is what makes it show up against that booking, and what puts the event on the AssetSync dashboard with its pull-list state.
Adding items
Expand a list and use Add Item. It offers three kinds of line:
- Single Asset — one item and a quantity needed.
- Asset Set — loads the set's components into an editable quantity list and adds one line per component. Usually the fastest way to start a list for an event using one of your standard packages.
- Rental — records a vendor rental inline (item, vendor, quantity, cost, dates) and puts it on the list.
Rental lines show the vendor name next to the item — useful on load-in day, when the person working the list needs to know which items are arriving on someone else's truck rather than coming off your shelves.
Working the list
Each line shows the quantity needed, the quantity pulled, and a status. Mark lines as they are pulled and the progress figure follows.
Once a list is IN PROGRESS, it keeps itself in step with the checkouts behind it. Adding an item to a list at that point checks it out immediately rather than waiting for another confirmation, and changing a line's needed quantity rewrites the matching open checkout to match.
Print Pull Sheet produces a printable version for whoever is actually in the storage room, which is usually more practical than a phone in one hand and a stack of linens in the other.
Lists that build themselves
Two things create lists without anyone pressing New Pull List.
Approving a client's asset menu request on the wedding's Assets tab adds that item to the wedding's pull list, and creates the list if there is not one yet. Approve All does the whole pending batch at once.
A client accepting a proposal that carries AssetSync add-ons also produces a draft list, with a line per add-on — but only where acceptance creates the wedding at the same time. A proposal accepted against a wedding that already exists does not generate one.
If a pull list appears that nobody made, one of those two is usually why.
Pull lists and checkouts
A pull list says what an event needs. A checkout records what actually left. They are separate on purpose — a list can be planned weeks ahead and revised, while a checkout is a movement of stock with a return date attached.
Confirm & Check Out turns the list into real checkouts in one action. It asks first, then creates a checkout for each owned asset on the list and reduces availability accordingly. The list moves to IN PROGRESS.
Rental lines are skipped, because there is no owned stock to draw down — they were given their own checkout when they were added. The confirmation counts every line on the list, so on a list containing rentals it can quote a higher number than the toast afterwards reports. The toast is the accurate one.
Finishing a list
Pull the last item and the list closes itself. To close one early — an item was substituted, or you are going out short on purpose — use Mark Complete on the expanded list or in its ⋯ menu.
A completed list can be Reopened from the same places. It also reopens by itself if you lower a pulled quantity on a completed list, since it is no longer fully pulled.
The dashboard view
The AssetSync dashboard shows the next five weddings tagged with their pull-list state — NO PULL LIST, IN PROGRESS, or READY once the list is completed. An event a week out with no pull list is the thing on that dashboard most worth acting on.
IN PROGRESS there means "a list exists and is not finished", so a list still in draft reads the same as one half-pulled. Open the list itself to see which.
Tip: Build the list from the event's actual layout, not from last time. The fastest way to get it wrong is to copy the previous wedding's list and forget that this one has 40 more guests.
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