Timly Glossary

Welcome to our Glossary, the page where you can find key terms related to inventory management with Timly. The simple and concise definitions make it easy for both novice and experienced users to understand all essential terms. In addition to our Help Center, it is an essential tool for navigating the Timly platform autonomously.

📖 Admin

In Timly, an admin is a user with administrator rights. The admin is responsible for configuring the software and has full rights to manage settings and define the rights of other users within their organization. 

📖 Asset

Synonym for “Item”. For the full definition, refer to the definition of an item. 

📖 Assign

To assign means to allocate items or tickets. 

📖 Barcode

A barcode is a number attached to an item. Scanning a barcode using our integrated Barcode scanner allows multiple different actions. You can order our Timly Barcode Labels, available in ultra-durable barcode labels, metal labels, or cable steel labels. 

📖 Barcode Scanner

Simply log into Timly from your device and click on the barcode scanner icon to scan your items. Timly turns the camera on your device (smartphone, tablet, computer) into an integrated barcode scanner. Our smart barcode scanner lets you perform multiple tasks easily and intuitively:

• Scanner: Scan the barcode to access the item page of your item. If the barcode is not found, you can create a new item by clicking on "Create New".
• Assigning: Scan the barcode to assign an item (to a person or a place).
• Assign to me: Scan the barcode of an item to assign it to yourself.
• Inventory Scanner: Scan the barcode to confirm the item during stocktaking.

📖 Blueprint

A blueprint is a type of item. It serves as a template for items, used as a basis to create copies (see "Twins") that share the same attributes. This feature allows you to efficiently create and manage groups of items with similar properties. Editing the blueprint's item page automatically updates the pages of all linked twins. However, editing a twin's item page does not affect the blueprint or the other related twins. 

📖 Category

A category is a structure used to group items based on shared characteristics. Examples include “IT Equipment”, “Vehicles”, or “Clothing”. Categories are customizable. See also: Subcategory. Synonyms: main category, root category. 

📖 Company

A company is an organization with a contact profile saved in the “Company contacts” directory. It can represent a client, supplier, service provider, and more. 

📖 Contact

A contact is a record containing a company’s details (information, files...). These contacts are stored in the “Company contacts” directory, where they can be created and managed. You can add these contacts to item pages. 

📖 Consume

Consume refers to the action of using up a stock item, which results in a reduction of the available stock in Timly.  

📖 Consumables

Consumables are stock items that can be consumed individually and cannot be reused. Examples include disposable gloves, pens, screws, and beverages. 

📖 Delegated Stocktaking

Delegated stocktaking is a stocktaking assigned to a person or a place. This means that the person or the responsible party of the place is in charge of performing the stocktaking of the items assigned to them (and, if necessary, indicating damaged or lost items). Delegating a stocktaking automatically sends email notifications to the person responsible, informing and reminding them of the task.   

📖 Digital Signature

The digital signature allows you to validate an action in Timly, such as returning an item, completing a ticket, or completing a stocktake. It requires the user responsible for the action to sign digitally to validate its completion. 

📖 Direct Access Label

Our Direct Access Labels allow anyone to view an item’s page without needing to log in to Timly - or even have a Timly account. A simple scan of a Direct Access Label, via our Barcode scanner, will redirect to a minimalist view of the scanned item’s page. The person performing the scan can view the information related to the item and create tickets when needed (for example, to report a defect). This is a unique feature in the field of inventory management, allowing external stakeholders (technicians, contractors, etc.) to view the necessary information without compromising system security or requiring authentication. 

📖 Employee

An employee is a type of person working in your organization who has a page in Timly (created by an admin). This page contains various details, such as assigned items, skills, training, and associated files. An employee is not necessarily a Timly user, as not all employees have access to Timly. In short, an employee working within your organisation may or may not be a Timly user. A Timly user, on the other hand, is someone who has access to Timly. They are usually an employee but could also be an external person (such as a temporary worker, contractor or client) to whom you’ve granted access. Different from: person, user.

📖 Expiring Skill

An expiring skill refers to a qualification or certification about to expire that needs to be updated or renewed. 

📖 Import

An import is a process for adding data in bulk into Timly. We have developed the CSV Importer, a feature that allows you to easily import data to create and/or update your inventory. 

📖 Inventory

The inventory is the set of items you manage and track in Timly. 

📖 Item

An item is a resource, either tangible or intangible, managed and tracked in Timly. It can be a wide range of items, including computer equipment, tools, vehicles, office supplies, medical equipment, software, etc. Also sometimes referred to as “Asset”. 

📖 Item Page

The item page is the individual record dedicated to an item, an interface where all related information is displayed:

• Assignments
• Associated documents
• Audit log/history (assignments and movements – visible only by admins)
• Contacts
• General information (name, category, barcode, photo, and technical details)
• GPS position
• Location
• Open associated tickets
• Planning
• Remarks
• Usage data

📖 Organisational Unit

In Timly, an organisational unit groups together inventory, users, and other elements under a single hierarchical entity. Managing multiple organisational units within a single Timly account allows for centralized inventory while ensuring secure and autonomous management by each unit. Example: “Company Name - Berlin”, “Company Name - London”; or “Company Name - Headquarters”, “Company Name - Warehouse”. Also referred to as: Org. Unit. 

📖 Person

A person refers to an individual (whether a user or employee or not) recorded in Timly, to whom items can be assigned. Admins can organize persons by defining person types, which act as categories to structure and manage different profiles effectively. Example: “Employees”, “Freelancers”, “Contractors”. Different from: employee, user.

📖 Place

In Timly, a place is a digital workspace that lets you organize, categorize, and track your items. You can create subcategories, assign items to each place, and conduct stocktakes directly within them. Example: "Company No. 1," "Warehouse," and "Project XYZ.".  

📖 Planned Assignment

A planned assignment is the reservation of an item for a defined time period, during which the item becomes unavailable for other users. It appears both on the item page and on the scheduler. 

📖 Resources

"Resources" is the Timly menu item where all actions related to items are grouped: persons, places, stocktakes, digital signatures. 

📖 Repeatable Ticket

A repeatable ticket is a ticket template for managing recurring tasks — for example: periodic inspections, software updates, or security system checks. Once a repeatable ticket is completed, a follow-up ticket is automatically generated. 

📖 Return

"Return" is a button allowing you to return an item once its use or planned assignment is completed. 

📖 Settings

"Settings" is the Timly menu item where all actions related to configuration are grouped:

• Timly account settings
• User account settings
• Resource settings (item categories, place types, person types, ticket types, deadline templates)

📖 Skill

A skill is a qualification recorded on a person's page. These skills are managed in Timly and linked to items; Timly can be configured to allow an item to be assigned only to persons with specific skills.

📖 Stock Item

Stock items are similar items that can be managed and assigned in specific quantities. Stock items can be consumed, in which case they are considered consumables. For example: construction fences, cables, chairs. 

📖 Stocktake

A stocktake refers to the action of performing stocktaking for one or several items. In Timly, a stocktake can be carried out manually or by using the barcode scanner via the "Inventory Scanner" module. Each stocktake records the item's condition, location, and quantity (for stock items), and can include a digital signature for validation. All completed stocktakes are automatically documented and can be reviewed in the stocktaking summary. See: Delegated stocktaking. 

📖 Stocktaking

Stocktaking is the task of confirming that the items in the inventory are still in good condition, in the right place (and in case of stock items: in the correct quantity). The stocktaking interface combined with the "Inventory Scanner" module of Timly’s barcode scanner makes this task efficient, intuitive, secure, and above all fast. It is possible to require a digital signature to validate a stocktaking. Once the stocktaking is completed, a full stocktaking summary is automatically generated and can be exported as a PDF. See: Delegated stocktaking. 

📖 Subcategory

A subcategory allows for more detailed structuring of items within a category, by using more specific criteria. For example, in the “IT” category, subcategories like “Laptops”, “Monitors”, or “Printers” can be created. 

📖 Ticket

A ticket is a task created in Timly, which is linked to one or more items. See: Ticketing System. 

📖 Ticketing System

The Ticketing System integrated into Timly is a feature that allows item-related tasks to be centralized, such as incident management and maintenance. It allows defects to be reported quickly, corrective and preventive maintenance to be scheduled, task progress to be tracked, and a full history of all actions performed on each item to be maintained.

📖 Ticket Type

Ticket types, defined by admins, allow tickets to be categorized by their nature. Selecting a ticket type is a prerequisite for its creation. For example: “Calibration”, “Yearly check”, “Defect”…

📖 Tracker

The GPS trackers available from Timly are IoT devices that enable real-time tracking of the location and condition of items. With these trackers, items can be automatically assigned to a specific location when they come within the range of a base station. For instance, base stations can be installed at key locations such as warehouses and construction sites. As an item approaches one of these stations, it is automatically assigned to that location, ensuring accurate and up-to-date tracking without manual intervention.

📖 Training

In Timly, you can create training sessions, invite participants, and define the skills they will gain upon completion.

📖 Twin

A twin is a replica of a blueprint, with shared characteristics, but which can be modified independently of the original.  

📖 User

A user is an individual with access to Timly who has permissions defined according to their user role. Different from: employee, person.

📖 User Role

A user role is a specific role assigned to a user, allowing them to perform certain tasks based on their responsibilities. Timly includes predefined roles (No access, User, Advanced User, Power User, Admin…) and offers a Custom Roles feature, allowing tailored definition of user permissions, restrictions, and access.

📖 Scheduler

The scheduler is an interactive calendar that allows you to plan and reserve items for any given period.