Multi-Warehouse Operations

Multi-Warehouse Operations expand your NexusRMS account from a single warehouse to an unlimited number of locations. Whether you operate from multiple storage facilities, deploy equipment in vehicles, or set up temporary site stores at project venues, the Multi-Warehouse addon gives you centralised visibility and control over stock across every location.

Multi-Warehouse addon

Every NexusRMS account includes one warehouse at no extra cost. To add additional warehouses, activate the Multi-Warehouse addon from Configuration > Subscription > Addons. The addon costs £29 per month and unlocks:

• Unlimited warehouses — Create as many warehouse locations as your operation requires.
• Warehouse transfers — Move equipment between locations with full approval and receipt tracking.
• Location-based reporting — Report on stock levels, activity, and utilisation per warehouse.
• Equipment movement tracking — View the full movement history of any item across all locations.

Creating a warehouse

To create a new warehouse, navigate to Configuration > Warehouse Settings and click Add Warehouse. The warehouse form contains the following fields:

• Name — A descriptive name for the warehouse (e.g., “London Main Store”, “Manchester Overflow”, “Van 03”).
• Code — A short alphanumeric code used as a reference in lists, reports, and labels (e.g., “LON-01”, “MAN-02”, “VAN-03”).
• Type — The classification of the warehouse (see below).
• Address — The physical address of the warehouse. Used for transport planning and delivery routing.
• Contact — The primary contact person for this location.
• Phone — The contact telephone number for this location.
• Capacity – Weight (kg) — The maximum weight the warehouse can hold, in kilograms. Used for capacity planning and alerts.
• Capacity – Volume (m³) — The maximum volume the warehouse can hold, in cubic metres. Used alongside weight for comprehensive capacity tracking.
• Notes — Optional free-text notes about the warehouse (e.g., access hours, loading bay restrictions, security requirements).

Warehouse types

NexusRMS supports four warehouse types, each designed for a different operational scenario:

• Warehouse — Your main storage facility. This is the standard type for permanent, fixed-location buildings where the majority of your equipment is stored. Most businesses will have one or two of these.
• Storage — A secondary or overflow storage location. Use this type for off-site units, external storage containers, or seasonal overflow space. Storage locations typically hold less frequently used or seasonal equipment.
• Vehicle — A mobile warehouse such as a truck, van, or trailer. Vehicle warehouses are useful for tracking equipment that is permanently loaded on transport vehicles or for mobile operations where stock travels with the crew.
• Site — A temporary on-site storage location at a project venue. Site warehouses are created for the duration of a project and deactivated once the event is complete and all equipment has been returned.

Primary warehouse

One warehouse in your account is designated as the primary warehouse using the is_primary flag. The primary warehouse is the default location for all operations:

• New equipment is added to the primary warehouse by default.
• Check-in operations default to the primary warehouse unless another is specified.
• Reports default to the primary warehouse when no warehouse filter is applied.

Only one warehouse can be primary at any time. To change the primary warehouse, open the warehouse you wish to designate and toggle the Primary Warehouse switch. The previous primary warehouse is automatically demoted.

Active warehouse selector

In Warehouse Settings (the Manage page), an active warehouse selector sets the default warehouse for your current session. When you select an active warehouse, all warehouse operations — packing lists, check-in/out, inventory counts, and stock views — default to that location. You can override the active warehouse on any individual operation.

The active warehouse selector is especially useful for staff who work at a specific location each day. Set your active warehouse at the start of your shift and all operations will default to that location without needing to select it each time.

Stock visibility across warehouses

The Warehouse > Stock page shows equipment availability per warehouse. Each equipment row displays the warehouse breakdown, so you can see at a glance how many units are available at each location. Use the warehouse filter to focus on a single location, or view all warehouses together for a consolidated picture.

On the equipment detail page, the stock summary section shows a per-warehouse breakdown of total, available, allocated, and reserved quantities. This makes it easy to identify which location has the stock you need for an upcoming project.

Warehouse-specific operations

All warehouse operations are tied to a specific location:

• Packing lists — Each packing list is generated for a specific warehouse, showing only the equipment stored at that location.
• Check-in and check-out — Items are checked in or out at a specific warehouse. The warehouse is recorded on the check-in/out transaction.
• Inventory counts — Each count targets a specific warehouse (and optionally a specific zone within it).
• Storage zones — Zones, aisles, racks, and bins are defined per warehouse. Each warehouse has its own zone structure.

Transfers between warehouses

The Multi-Warehouse addon enables the Transfers feature, which manages the controlled movement of equipment between locations. Transfers follow a workflow from draft through approval, shipment, and receipt. See the Warehouse Transfers article for complete details on the transfer process.

Equipment movement tracking

Every time a piece of equipment moves between warehouses — whether through a transfer, a project allocation, or a manual relocation — the movement is recorded in the item’s history. The movement log shows the date, time, origin, destination, reason, and the user who initiated the move. For serialised equipment, this creates a complete chain-of-custody record for each individual unit.

Deactivating a warehouse

If a warehouse is no longer in use, you can deactivate it by toggling the is_active flag to off. Deactivating a warehouse:

• Hides it from all warehouse picker dropdowns across the system.
• Prevents new operations (check-in, check-out, transfers) at that location.
• Preserves all historical data and records associated with the warehouse.
• Does not delete any equipment records — items should be transferred out before deactivation.

Deactivation is reversible. You can reactivate a warehouse at any time by toggling is_active back on.

Tips

• Transfer all equipment before deactivating — Ensure no stock remains at a warehouse before deactivating it. Equipment left at an inactive warehouse will not appear in availability searches.
• Use vehicle warehouses for permanently loaded vans — If your crew vehicles carry a standard kit of equipment, create a vehicle warehouse for each van and assign the default loadout. This keeps your main warehouse counts accurate.
• Set capacity limits realistically — Weight and volume capacity limits trigger alerts when a warehouse approaches its maximum. Set these values based on actual physical constraints to avoid overstocking.
• Create site warehouses for large projects — For multi-day events, create a temporary site warehouse and transfer equipment to it. This gives on-site staff real-time visibility of available stock without affecting main warehouse operations.
• Use meaningful warehouse codes — Short, consistent codes (e.g., LON-01, BRM-01, VAN-03) make it easier to identify locations in reports, packing lists, and transfer manifests.

Next steps

Continue to the next article to learn about the Warehouse Scanner, where you will discover how to use camera, manual, and RFID scanning for check-in, check-out, stocktakes, and location lookups.