LockVentory is a multi-tenant field service and inventory platform built for locksmith shops. Every technician carries their own truck stock, every job creates an audit trail, and every part on the team is searchable in seconds — from the field, on your phone.
This guide covers everything from first-time setup to advanced team features. Use the sidebar to jump to any section.
📦 Track Inventory
Org-wide parts catalog with per-tech truck inventory. Every key blank, cylinder, and piece of hardware has a home.
📋 Log Field Calls
Create service calls, dispatch techs, and log parts used on every job. Inventory deducts automatically.
🔍 Know Your Team
Team Stock shows every part across every tech's truck — so you know who has a Kwikset cylinder before you drive back to the shop.
New here?
Start with the Quick Setup wizard — it covers first-time organization setup, inviting your team, and logging a first call in under five minutes.
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Quick Setup
Follow this walkthrough the first time you sign in as an admin. It covers everything from creating your org to logging a real call.
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Create your organization
Sign up at lockventory.com/signup
Enter your company name (this becomes your org's workspace), your name, email, and a password. Your account automatically receives the Admin role — you'll be able to invite techs, manage the parts catalog, and see all service calls. Every piece of data in LockVentory is isolated to your org — no other company can see your inventory or calls.
Invite your technicians
Team page → Invite member
Go to the Team page in the sidebar and enter each tech's email address. LockVentory sends an invite link — they click it, set their name and password, and they're in. Each tech gets the Member role: they can manage their own truck stock, create and work calls, and search Team Stock. They cannot invite others or see the admin settings.
Build the parts catalog
Parts Catalog → Add Part
The parts catalog is your org's master library — the source of truth for every key blank, cylinder, padlock, tool, and consumable you carry. Add a name, part number (use your supplier's number to make reordering easy), and category. You don't need to add every part on day one — build it up as you log calls and notice missing items.
Stock your truck
My Truck → adjust quantities
My Truck is your personal on-vehicle inventory. Go to My Truck and use +/− to set the current quantity for each part you carry. Add a bin location (e.g., "Tray B, Row 2") so you can find things fast in the field. Each tech manages their own truck — your quantities don't affect anyone else's, and Team Stock shows the whole team's combined inventory for searches.
Log your first service call
Service Calls → New Call
Create a call with the customer name, address, and a brief description of the work. Set it to In Progress when you arrive. When the job is done, log the parts you used — LockVentory automatically deducts them from your truck stock. Close the call when the job is complete. You now have a searchable job record and an accurate truck inventory that reflects what you actually used.
Step 1 of 5
First admin is permanent
The account used to create the organization is always an Admin. You can promote other members to Admin later from the Team page, but you cannot demote yourself below Admin if you're the last one.
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Dashboard Overview
The dashboard is the first thing you see after logging in. It gives you a quick read on where things stand — your inventory, open calls, and team size — without having to dig into individual pages.
The Four Stats
Inventory stats
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Total PartsHow many distinct part types are in your org's catalog — not quantity, but unique items.
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Truck StockThe total quantity of items currently on your personal truck across all part types.
Operations stats
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Open CallsService calls in New or In Progress status. This is your active workload at a glance.
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Team MembersActive members in your org, not counting blocked accounts.
Open Calls List
Below the stats, a scrollable list shows your most recent open service calls — customer name, status, and when the call was created. Click any call to open it directly. When a call is closed it drops off this list automatically.
Tip
The dashboard loads fast on mobile — it's designed as a quick morning check before you head out. Open Calls is the key column: anything in New status hasn't been dispatched yet.
🔑
Parts Catalog
The parts catalog is your org's master library. It defines every part that can appear on a tech's truck or be logged against a service call. All techs share the same catalog — only admins can add or edit items.
📥 What goes in
Key blanks (by brand & keyway)
Cylinders and cores
Deadbolts and knobsets
Padlocks and hasps
Transponder chips and fobs
Tools and consumables
📤 What you get out
A searchable item library all techs can reference
Consistent part names across all calls
Accurate deductions when parts are logged on a call
Team Stock searches that actually match
Adding a Part
From the Parts Catalog page, click Add Part. Fill in:
Name — be specific. "Kwikset KW1 Key Blank" is more useful than "Key Blank."
Part Number — use your supplier's SKU so reorders are one search away. Also useful in Team Stock.
Default Qty — optional starting quantity when a tech adds this part to their truck for the first time.
Notes — optional. Good place to record which vehicles a key blank cuts for, or compatibility notes.
Naming tip
Use a consistent format: Brand + Keyway/Model + Type. Example: "Schlage SC1 Key Blank," "Kwikset SmartKey Cylinder," "Medeco M3 Padlock 1-inch." This makes Team Stock searches much more reliable.
Searching the Catalog
The search bar at the top of the Parts Catalog does partial matching on both the part name and part number. Type "kw" to see all Kwikset items. Type "SC1" to pull up every SC1 key blank and cylinder. Results update as you type — no need to press Enter.
Categories
Key Blank
Uncut keys — sorted by brand and keyway (SC1, KW1, Y1, etc.).
Cylinder
Lock cores and plug assemblies — rekeying stock, replacement cylinders.
Hardware
Deadbolts, knobsets, levers, handlesets, and door hardware.
Padlock
Portable locks — master, American, Abus, combination, etc.
Pins, springs, lubricants, zip ties, batteries — things that get used up.
Other
Anything that doesn't fit a category above.
🚛
My Truck
My Truck is your personal on-vehicle inventory. It shows what you're currently carrying, how many of each item you have, and where on the truck each item lives. It's yours alone — no other tech can modify it (admins can view it).
What My Truck shows
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Part name & numberPulled from the catalog — always consistent naming.
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Quantity on handHow many you currently have. Updates when you log parts on a call.
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Bin locationWhere on the truck this item lives — optional but highly recommended.
What you can do
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Add to truckPick from the catalog to add a new part type to your stock.
±
Adjust quantityTap + or − to correct the count after a restock or manual use.
✏️
Set bin locationEdit the bin field inline. Tap to change it anytime.
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Remove from truckRemove a part type you no longer carry. Doesn't delete it from the catalog.
Adjusting Quantities
Use the + and − buttons on any item to manually adjust the count. This is for restocking, corrections, or recording parts used off-ticket. Quantities are updated immediately — no save button needed.
Bin Locations
A bin location is any label you want — "Tray B Slot 3," "Left cabinet top shelf," "Drawer 2." It appears in Team Stock searches, so when a teammate is looking for a part you have, they can see exactly where to find it on your truck when you meet up.
Auto-deduction from service calls
When parts are logged against a service call assigned to you, the quantities automatically deduct from your truck. You don't need to manually adjust — logging a call takes care of it. Check the count after each call if something seems off.
Restock reminder
If a part drops to zero, it stays in your truck list with a red count — it's still in the catalog and will show in Team Stock searches (as zero). This reminds you to reorder without losing the item from your truck configuration.
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Service Calls
A service call is a job record. It captures the customer, the work performed, the parts used, and the tech who did the job. Calls are the source of truth for billing history, parts consumption, and team activity.
Call Status Flow
Every call moves through three statuses. You control when it transitions — LockVentory never closes a call automatically.
● NewCreated, not yet dispatched
→
◉ In ProgressTech on site, work underway
→
✓ ClosedJob complete, parts logged
Creating a Call
Click New Call from the Service Calls page or dashboard. You'll fill in:
Customer name — who the job is for.
Address — the job location. Used for reference only — LockVentory doesn't navigate.
Description — what the job is: "Rekey front door, Schlage B60N" or "Car lockout, 2021 F-150."
Assigned tech — which member is handling this call. Parts deductions come from their truck.
Logging Parts Used
Inside an open call, tap Log Part and search for the item from your catalog. Enter the quantity used. When you save, two things happen simultaneously:
The part and quantity are recorded against the call for the permanent job record.
That quantity is deducted from the assigned tech's truck stock.
You can log multiple parts on one call. Parts can be added as long as the call is not Closed.
Deductions are immediate
Parts logged on a call deduct from truck stock the moment you save them. If you log the wrong part or quantity, you'll need to manually adjust the count in My Truck and remove the part from the call record.
Closing a Call
Set the status to Closed when the job is complete and all parts are logged. A closed call can still be viewed but parts can no longer be added. The call moves off the Open Calls list on the dashboard.
Close after you're paid
There's no billing integration — LockVentory doesn't know when you're paid. The convention is to close a call when payment is collected, not just when the work is done. This gives you a clean "Closed = paid" workflow if you're using the list as a billing reference.
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Team Stock
Team Stock is the killer feature. It shows every tech's truck inventory in one searchable view. When you're on a job and realize you're out of something, Team Stock tells you who on your team has it — and where on their truck — before you drive back to the shop.
Who can search Team Stock?
All members — not just admins. Every tech can search the whole team's inventory. The only thing that's private is the bin location, which is visible in the results so teammates know where to find it on your truck when you meet up.
How to Search
Go to Team Stock in the sidebar or mobile menu. Type any part of a name or part number into the search box. Results show:
Part name and part number
Each tech who has that part on their truck
Their current quantity and bin location
If no techs have the part, the result shows "0 on team." This means it's in the catalog but not currently stocked on any truck.
Why This Matters
📍 Find Parts Fast
"Do you have a Kwikset SC4 blank?" — check Team Stock instead of texting every tech. Results in seconds.
🚫 Avoid Shop Runs
If a teammate has what you need and they're nearby, a quick meetup beats a round trip to the shop.
📦 Spot Gaps
If no one on the team carries a part you're repeatedly needing, that's a restocking signal for the whole org.
Use it before you call the shop
Before radioing in "I need a Schlage B60N deadbolt," search Team Stock. If Mike has three and he's two miles away, that's your answer. Save the shop call for true shortages.
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Managing Your Team
The Team page is admin-only. It shows all members in your org, their roles, and their active status. From here you can invite new techs, promote members to admin, and block access.
Admin vs Member
Capability
Member
Admin
View & search Parts Catalog
✓
✓
Manage own truck stock
✓
✓
Create and work service calls
✓
✓
Search Team Stock
✓
✓
Ask Cosmo AI
✓
✓
Add / edit parts in catalog
—
✓
View any tech's truck inventory
— own only
✓ all techs
Assign calls to other techs
— own only
✓
Invite new members
—
✓
Promote / block members
—
✓
Inviting a Tech
Go to Team in the sidebar and click Invite Member. Enter their email address. LockVentory generates a unique invite link — they click it, choose a name and password, and they're in with the Member role.
Invite links are single-use
Each invite link can only be used once. If a tech loses their invite email or the link expires, generate a new one from the Team page. The old link becomes invalid as soon as a new one is issued for the same email.
Blocking Access
If a tech leaves the company or you need to suspend their access, click Block on their row in the Team page. A blocked member cannot log in — their existing data (truck inventory, call records) stays in the org for audit purposes. You can unblock them at any time to restore access.
Blocking doesn't delete data
Blocking is a soft lock on login, not deletion. All of their service calls and parts history remain intact. This is intentional — you may need that history for billing review or compliance even after a tech has left.
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Cosmo AI
Cosmo is a built-in AI assistant available throughout the app. It knows locksmithing — from keyway compatibility to vehicle transponder systems — and can answer questions about how LockVentory works. Tap the glowing blue button in any corner to open the chat.
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Ask Cosmo
AI assistant — locksmithing & LockVentory
AI
▼
Tap to open
The chat slides open from the corner. Tap again to collapse. Your conversation stays while you're in the app.
Blue ring = ready
The glowing ring pulses while Cosmo is available. It pauses while a response is loading — just wait a moment.
Powered by Claude
Anthropic's AI model. Responses are accurate but always verify safety-critical specs with a manufacturer reference.
What to Ask
What key blank fits a 2022 Honda Accord?
Does a Schlage B60N use SC1 or SC4 keyway?
What's the difference between rekeying and changing a lock?
How do I decode a Kwikset KW1 with a Lishi?
What Lishi tool do I need for a Toyota 2TR?
What's a mortise cylinder and when do I use one?
How do I add a part to My Truck in LockVentory?
What's the difference between SFIC and LFIC cores?
Know the limits
Cosmo is knowledgeable but not a substitute for a manufacturer's spec sheet or technical service manual. For automotive transponder programming and high-security lock specs, cross-check with OEM references or trusted industry sources.
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Frequently Asked Questions
The Parts Catalog is your org's master library — a shared list of every part type your company carries. My Truck is your personal on-vehicle inventory — it tracks how many of those catalog parts you currently have on your specific truck. Think of the catalog as the menu, and your truck as your order.
Regular members can only see their own truck through the My Truck page. However, Team Stock shows everyone's inventory in aggregate when you search — so a tech can find out who has a part without being able to browse another tech's full truck list. Admins can view any individual tech's complete truck inventory from the Team page.
When you log a part on a service call, two things happen immediately: the part and quantity are recorded on the call's permanent record, and that quantity is deducted from the assigned tech's truck stock. If the wrong quantity was logged, you'll need to manually correct the truck count in My Truck and edit the call's parts list.
LockVentory is a Progressive Web App (PWA) — you can install it on your iPhone or Android home screen and the shell loads even without a signal. However, data operations (loading calls, logging parts, Team Stock searches) require an internet connection. Install it from your browser's "Add to Home Screen" option for the best mobile experience.
You must be an Admin to invite members. Go to the Team page in the sidebar, click Invite Member, and enter the tech's email address. They'll receive a link — clicking it takes them to a registration page where they set their name and password. They're automatically added to your org as a Member.
Not simultaneously. Each LockVentory account belongs to one org at a time. If you work for multiple shops, you'd need separate accounts with separate emails. This is by design — it keeps data completely isolated between businesses.
Open the call, find the part in the parts list, and remove it. The deduction that was applied to your truck stock when it was logged will not automatically reverse — you'll need to manually add that quantity back in My Truck using the + button. Then log the correct part on the call.
Not currently. LockVentory tracks what was done and what was used — the service call record is a job record, not an invoice. You can use it as source data for billing in your existing system. Billing integration may come in a future version.
Completely. Every table in LockVentory is filtered by org ID — it's built into every database query. No other organization can access your parts, calls, team members, or truck inventory. Each org is a fully isolated workspace.
Go to Team, find the pending invite for their email, and generate a new invite. The old link is automatically invalidated when the new one is created. The tech's inbox may have multiple emails — tell them to use the most recent one.
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Glossary
Locksmith trade terms and LockVentory-specific terminology in one place.
Key Blank
An uncut key with a specific keyway profile. Must match the lock's keyway before cutting.
Keyway
The shape of the slot in a lock cylinder that determines which key blank fits. SC1, KW1, Y1, and RA4 are common examples.
SC1 / SC4
Two common Schlage keyways. SC1 is the standard residential keyway; SC4 is a different profile used on some commercial Schlage hardware. They look similar but are not interchangeable.
KW1
The standard Kwikset residential keyway. One of the most common key blanks in the US. Used across the vast majority of Kwikset pin-tumbler locks.
Cylinder (Plug)
The rotating core inside a lock that a key turns. Also called the plug. Replacing or rekeying the cylinder changes which keys will work.
Rekeying
Changing the pin configuration inside a lock cylinder so that existing keys no longer work and a new key operates the lock. Faster and cheaper than replacing the hardware.
Pinning
Setting the spring-loaded driver and key pins inside a cylinder to match a specific key cut. A rekeyed lock is repinned to the new key.
Deadbolt
A lock where the bolt is moved only by turning the key or thumb turn — not spring-loaded. More resistant to shimming and forced entry than a latch bolt.
Mortise Lock
A lock body that installs inside a pocket (mortise) cut into the door edge. Common in commercial and older residential applications. Requires a mortise cylinder.
Transponder Key
An automotive key with an embedded RFID chip. The vehicle's immobilizer reads the chip at startup — a cut key without the correct transponder won't start the engine.
Lishi Tool
A specialized combination pick and decoder by Mr. Li. Used to open a lock without the key and simultaneously decode the existing bitting — one tool, one step.
Bypass
Opening a lock through means other than picking or the key — shimming, loiding, or exploiting a design flaw. Some deadbolts are vulnerable to specific bypass attacks.
SFIC
Small Format Interchangeable Core. A system (popularized by Falcon and Best/ACCO) where the core can be swapped without tools using a control key. Common in commercial master key systems.
LFIC
Large Format Interchangeable Core. The larger IC format used by Best/Arrow. Removable with a control key, like SFIC, but physically larger and not cross-compatible.
Bitting
The specific depths of the cuts on a key. A decoded bitting number (e.g., 35211) can be used to originate a new key on a code machine without the original.
Org
Your company's isolated workspace in LockVentory. All parts, calls, and team members belong to a single org. Data never crosses between organizations.
Parts Catalog
The org-wide master list of parts. Shared by all techs. Only admins can add or edit entries.
My Truck
Your personal on-vehicle inventory in LockVentory. Shows what you're carrying, your quantities, and bin locations. Visible only to you and org admins.
Team Stock
A cross-team search showing who on the team has a part, their quantity, and bin location. Searchable by all members. The fastest way to find a part without calling the shop.
Service Call
A job record in LockVentory. Captures the customer, work description, assigned tech, parts used, and status. Closing a call means the job and billing are complete.
Bin Location
A freeform label in My Truck telling you where on the truck a part lives — "Tray B Slot 1," "Top drawer," etc. Shown in Team Stock searches so teammates know where to grab it.
Cosmo
The built-in AI assistant. Powered by Claude (Anthropic). Knows locksmithing and LockVentory. Available on every page via the floating blue button.