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Categories settings is where you define how your inventory is organized. Read Inventory Categories for an overview of what categories do across the app — this page focuses on management.

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Opening categories settings

Settings → Categories in the sidebar. Admin or Super Admin role required. The settings screen shows a list of all categories with:
  • English name
  • Thai name
  • Asset ID prefix
  • Active or Deactivated state
  • Item count (how many items use this category)
  • Drag handle on the left for reordering

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Adding a category

1

Click 'New Category'

Top right.
2

Set name (English)

Required. Will appear in inventory filters and on PDFs.
3

Set name (Thai)

Strongly recommended. Used for Thai-language PDFs and the portal.
4

Set the prefix

3–5 uppercase letters. Used for new Asset IDs in this category.
5

Save

Category is active and selectable on new inventory items.

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Editing a category

1

Find the category

In the list. You can search if there are many.
2

Click the pencil icon

Edit name (EN), name (TH), or prefix.
3

Save

Changes apply immediately.

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Editing English name

Safe at any time. Existing items in the category get the new name in their display.

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Editing Thai name

Same — safe, applies immediately. Especially valuable when you first set up a category and didn’t have the right Thai term yet.

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Editing the prefix

You cannot change the prefix of a category that already has items assigned. The prefix is part of every existing Asset ID and changing it would break scan history.
To effectively change a prefix:
  1. Archive the existing category (deactivate, leaving items intact).
  2. Create a new category with the new prefix.
  3. Bulk-reassign items from the old category to the new (one item at a time, or via CSV bulk update).
For most businesses, picking the right prefix at the start is easier than changing later.

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Reordering categories

Drag the handle on the left of any category to reorder. The order applies to:
  • The category filter dropdown in the inventory list
  • The grouping when inventory is grouped by category
  • Quote PDF order if grouped by category
Most businesses put the most-used categories at the top.

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Deactivating vs deleting

You cannot delete a category that has any items, even archived items. Instead, deactivate.

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Deactivating

1

Open the category

Click the category in the list.
2

Click 'Deactivate'

Confirm.
The deactivated category:
  • No longer appears in new-item creation
  • Existing items keep their assignment (so old PDFs still render correctly)
  • Can be reactivated at any time

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Deleting (rarely needed)

If you really want to delete a category:
1

Reassign every item

Move every item out of the category. Use bulk edit on the inventory list.
2

Open the empty category

The Delete button is now active.
3

Click 'Delete'

Confirm. The category is gone permanently.
For audit cleanliness, we recommend deactivating instead of deleting. Deactivation preserves historical data; deletion erases it.

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Thai name field

Every category has a separate Thai name field. This Thai name is what Thai customers see:
  • On bilingual quote and invoice PDFs (Thai-first if the customer is Thai)
  • In the customer portal when language is set to TH
  • In AI Job Reports translated into Thai
If you don’t set a Thai name, the English name is shown in both languages — which works but isn’t ideal for Thai customers.

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Suggested Thai names

If you’re not sure what Thai term to use: When in doubt, ask a Thai-speaking team member or customer what term they actually use — industry conventions vary.

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Audit trail

Every category change is logged in Settings → Audit Log — who created, edited, deactivated, or deleted, with timestamps. Use the audit log to investigate any unexpected category changes.