A free, no-nonsense toolkit for turning a room full of costumes, props, and set pieces into a searchable, protected, insurable collection — whether or not you ever use PropDB.
Most theatre collections aren't tracked in a system. They're tracked in a spreadsheet nobody agrees on, a notebook in the costume shop, and the memory of one long-serving volunteer. It works — until it doesn't.
Every guide in this kit supports one simple sequence. Work an item through these six steps once, in order, and it's done.
The six steps:
| Sort | |||||
| Identify | |||||
| Photograph | |||||
| Catalogue | |||||
| Locate | |||||
| Track | |||||
Fifteen files — practical guides your volunteers can follow, and data templates that match how a real inventory system stores information. Everything is yours to keep and share.
The guides (render as cards or a two-column list):
Inventory Planning Worksheet Decide scope, roles, and rules before you catalogue a single item.
Storage Location Naming Guide Design a location scheme that turns "it's around here somewhere" into "Rack 4, Shelf B."
Inventory ID Guide Choose a numbering system you won't regret in two years.
Costume Measurement Sheet Record measurements consistently so a costume can be matched without a fitting.
Checkout Policy Template A one-page policy that actually gets borrowed items returned.
Volunteer Inventory Day Run Sheet Hand one to every volunteer and they're productive in five minutes.
Photography Checklist Get consistent, usable item photos with just a phone and a bedsheet.
Annual Inventory Checklist The yearly half-day pass that keeps your catalogue honest and your insurance accurate.
QR & Barcode Label Guide How to label items so a shelf becomes scannable and self-documenting.
Costume, Prop & All-Types Import Templates (CSV + Excel) Ready-to-fill spreadsheets with built-in dropdowns — structured exactly the way a proper inventory system expects, so your data is never trapped.
Every template is built to match both your needs and our PropDB's import structure.
When you're ready, your data moves in without re-typing a thing. But the guides stand entirely on their own. Use them with a spreadsheet, a binder, or PropDB. They're yours either way.
Make decades of accumulated costumes and props findable again — even when your key volunteer is away.<
Preserve your collection through staff turnover, and turn inventory into a hands-on student project.
Know what's available, what's out, and what it's worth — the foundation for renting your collection as an asset.
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Is the toolkit really free? Yes. The entire toolkit is free to download and yours to keep, print, and share with your team. No trial, no credit card.
Do I have to use PropDB? No. The guides work with a spreadsheet, a binder, or any system. The templates are structured to match PropDB so your data can move in easily later — but that's your choice, not a requirement.
What format are the files? Print-ready PDF guides and checklists, plus data templates in both CSV and Excel (.xlsx) formats so they open anywhere.
How do I get it? Fill in the short form above and we'll email you a download link right away. Check your spam folder if it doesn't arrive in a few minutes.
Can you help us actually set this up? Yes — that's what we do. If you'd like help converting an existing spreadsheet or getting your collection into PropDB, reach out at sales@propdb.ca.
Provided by PropDB.ca — theatrical inventory management, built in Canada.