Inventory System & Checkout Features - Implementation Guide

🎉 Features Implemented

1. Inventory Management Backend ✅

Complete Django backend for tracking studio assets.

Models Created:

• InventoryItem: Track instruments, equipment, sheet music, accessories
• CheckoutLog: Track who borrowed what and when
• PracticeRoom: Define available practice spaces
• RoomReservation: Student practice room bookings

2. Student Checkout System ✅

Students can request to borrow instruments and equipment!

Features:

• Students submit checkout requests
• Teachers/admins approve requests
• Automatic due date calculation
• Track borrowed items
• Return process with condition notes
• Overdue item tracking

3. Practice Room Reservations ✅

Students can reserve practice time!

Features:

• View room availability
• Book time slots
• Automatic cost calculation
• Prevent double-bookings
• Cancel reservations
• Admin oversight

---

📋 Setup Instructions

Step 1: Run Migrations

cd backend
source venv/bin/activate  # or `venv\Scripts\activate` on Windows
python manage.py makemigrations inventory
python manage.py migrate inventory

Step 2: Create Sample Data (Optional)

# In Django shell: python manage.py shell
from apps.inventory.models import *
from apps.core.models import User

# Create some practice rooms
room1 = PracticeRoom.objects.create(
    name="Studio A",
    capacity=2,
    description="Small practice room with piano",
    equipment="Upright piano, music stand, metronome",
    hourly_rate=10.00
)

room2 = PracticeRoom.objects.create(
    name="Studio B",
    capacity=4,
    description="Medium practice room",
    equipment="Drum kit, amps, mic",
    hourly_rate=15.00
)

# Create inventory items
piano = InventoryItem.objects.create(
    name="Yamaha U1 Upright Piano",
    category="instrument",
    quantity=1,
    available_quantity=1,
    condition="excellent",
    location="Studio Room A",
    value=5000,
    is_borrowable=False,  # Can't check out the piano!
    notes="Tuned quarterly"
)

violin = InventoryItem.objects.create(
    name="Student Violin 4/4",
    category="instrument", 
    quantity=5,
    available_quantity=5,
    condition="good",
    location="Storage Closet",
    value=300,
    is_borrowable=True,
    max_checkout_days=30,
    notes="Available for student rental"
)

---

🔌 API Endpoints

Inventory Items

GET    /api/inventory/items/              - List all items
POST   /api/inventory/items/              - Create new item (admin/teacher)
GET    /api/inventory/items/{id}/         - Get item details
PATCH  /api/inventory/items/{id}/         - Update item
DELETE /api/inventory/items/{id}/         - Delete item
GET    /api/inventory/items/stats/        - Get inventory statistics

Query Parameters: - ?category=instrument - Filter by category - ?status=available - Filter by status - ?search=violin - Search by name/location

Checkout Management

GET    /api/inventory/checkouts/          - List checkouts
POST   /api/inventory/checkouts/          - Request to borrow item
GET    /api/inventory/checkouts/{id}/     - Get checkout details
POST   /api/inventory/checkouts/{id}/approve/     - Approve request (admin/teacher)
POST   /api/inventory/checkouts/{id}/return_item/ - Return item

Query Parameters: - ?status=pending - Filter by status - ?student=123 - Filter by student ID

Practice Rooms

GET    /api/inventory/practice-rooms/              - List rooms
POST   /api/inventory/practice-rooms/              - Create room (admin)
GET    /api/inventory/practice-rooms/{id}/         - Get room details
GET    /api/inventory/practice-rooms/{id}/availability/?date=2024-12-20  - Check availability

Room Reservations

GET    /api/inventory/reservations/        - List reservations
POST   /api/inventory/reservations/        - Create reservation
GET    /api/inventory/reservations/{id}/   - Get reservation details
POST   /api/inventory/reservations/{id}/cancel/  - Cancel reservation

Query Parameters: - ?start_date=2024-12-20 - Filter by date range - ?room=1 - Filter by room

---

🎯 Usage Examples

Student Borrows a Violin

// Student submits checkout request
const response = await api.post('/inventory/checkouts/', {
    item: 5,  // Violin ID
    quantity: 1,
    due_date: '2025-01-15',  // Optional, auto-calculated if not provided
    notes: 'For home practice'
})
// Response: { id: 123, status: 'pending', ... }

// Teacher approves
await api.post('/inventory/checkouts/123/approve/')
// Response: { id: 123, status: 'approved', ... }

// Student returns
await api.post('/inventory/checkouts/123/return_item/', {
    notes: 'Returned in good condition'
})

Student Books Practice Room

// Check availability first
const availability = await api.get('/inventory/practice-rooms/1/availability/', {
    params: { date: '2024-12-21' }
})

// Book a slot
const reservation = await api.post('/inventory/reservations/', {
    room: 1,
    start_time: '2024-12-21T14:00:00',
    end_time: '2024-12-21T15:30:00',
    notes: 'Piano practice'
})
// Response includes auto-calculated cost based on room hourly_rate

---

🎨 Frontend Integration

Connect Inventory Page to Backend

Update /frontend/app/dashboard/inventory/page.tsx:

// Instead of hardcoded items:
const [items, setItems] = useState<InventoryItem[]>([])

// Load from API:
useEffect(() => {
    const fetchItems = async () => {
        try {
            const response = await api.get('/inventory/items/')
            setItems(response.data)
        } catch (error) {
            console.error('Failed to load inventory:', error)
            toast.error('Failed to load inventory')
        }
    }
    fetchItems()
}, [])

// Add item function:
const handleAddItem = async (itemData) => {
    try {
        const response = await api.post('/inventory/items/', itemData)
        setItems([...items, response.data])
        toast.success('Item added!')
    } catch (error) {
        toast.error('Failed to add item')
    }
}

Add Checkout Features

Create new page: /frontend/app/dashboard/checkout/page.tsx:

// For students to view borrowable items and request checkouts
// For teachers to approve/manage checkouts

Add Practice Room Booking

Create new page: /frontend/app/dashboard/practice-rooms/page.tsx:

// Calendar view of room availability  
// Booking form
// Student's reservation history

---

🔐 Permissions

Inventory Items:

• View: All authenticated users
• Create/Edit/Delete: Admin & Teacher only
• Students: Can view items marked as is_borrowable=True

Checkouts:

• Request: Students
• Approve/Manage: Admin & Teacher
• View Own: Students see only their checkouts
• View All: Admin & Teacher

Practice Rooms:

• View: All users
• Create/Edit: Admin only
• Book: All users
• Cancel Own: Students can cancel their own
• Cancel Any: Admin & Teacher

---

🚀 Next Steps

1. Create sample data in the admin panel.
2. Update frontend inventory page to use API
3. Create checkout interface for students
4. Create practice room booking interface
5. Add calendar view for reservations
6. Add email notifications for:
7. Checkout approvals
8. Return reminders
9. Reservation confirmations

📊 Database Schema

InventoryItem
├── Basic Info (name, category, condition)
├── Quantity (total, available)
├── Value & Location
├── Borrowing Settings (is_borrowable, max_checkout_days)
└── Tracking (created_at, created_by)

CheckoutLog
├── References (item, student)
├── Dates (checkout, due, return)
├── Status (pending, approved, returned, overdue)
└── Approval (approved_by, approved_at)

PracticeRoom
├── Info (name, capacity, description)
├── Equipment list
└── Pricing (hourly_rate)

RoomReservation
├── References (room, student)
├── Time (start_time, end_time)
├── Status & Payment
└── Auto-calculated total_cost

---

All backend code is complete and ready to use! Just run the migrations and start integrating with your frontend. 🎉