Glossary
A reference list of the key terms used throughout Stokkd, in plain language. Use this page whenever you come across a word in the app or in another help article that you'd like explained — other articles link directly to individual definitions here.
Overview
This glossary collects the canonical terms used across Stokkd's documentation and interface into one reference page, alphabetically ordered. Each entry has its own permanent link, so other articles can point you straight to the definition they mean — look for underlined terms that jump to a heading on this page.
A · B · C · D · F · I · L · O · P · R · S · V · W · Z
A
API (connected) Integration
A type of integration where Stokkd connects directly to your point-of-sale or inventory system (for example Shopify). Sites, stock levels, and finalized quantities sync automatically — see also write-back and field locking.
Area
A defined section of a site that is counted as its own unit during a stocktake — for example "Aisle 3" or "Cool Room". Areas are counted individually, and together make up the full count for a site. The default area type is referred to as a zone.
Area Lock
A temporary hold placed on an area while someone is actively counting it, preventing another device from counting the same area at the same time. Locks are tied to a device fingerprint and are manually released by the user when counting for the area is finished.
B
Bin Location
A planned future area type. To be used when the host POS system tracks inventory separately per bin. Not yet supported in Stokkd. For all other scenarios, use the default zone area type.
C
Company
A Stokkd account/tenant — the top-level organization that owns sites, users, integrations, and stocktakes. Users can belong to, and switch between, multiple linked companies if they have access to more than one.
Count Errors
Refers to mismatches between the first and second count in a double count stocktake. These issues are resolved on the "Count Errors" screen.
Count Type — Single vs Double
The method used to verify counted quantities. Single count records one count per area with no independent verification pass. Double count requires two independent counts of the same area; mismatches between the two are flagged as count errors for review.
D
Device Fingerprint
A unique identifier generated for the physical device being used to scan or count, used to manage area locks and show which device currently holds a lock — without requiring a user login per device.
F
Field Locking
When a site's data comes from a connected (API) integration, certain fields on that site (such as its name or external ID) become locked and can no longer be edited manually inside Stokkd, because the connected system is the source of truth for those fields.
Finalization
The process of completing a stocktake after counting is done — reviewing variances, making final adjustments, and posting the results. Once finalized, a stocktake's counted quantities become the new official stock figures.
I
Integration
A connection between Stokkd and an external point-of-sale, inventory, or accounting system (eg. Shopify, Retail Express, MYOB, Xero). See also API (connected) Integration and Manual Integration for the two integration types.
L
Licence (Licence Slot)
A paid slot in your Stokkd subscription that allows one site to be active at a time. Each active site consumes one licence slot; adding more active sites requires purchasing additional slots.
M
Manual Integration
A type of integration where stock data is exchanged via file upload/download rather than a live connection. Sites are created and edited manually, and finalized results are downloaded as a results file (commonly .csv or .xlsx) files rather than written back automatically.
O
Offline Mode
This feature is planned for future development. Stokkd's ability to continue recording counts on a mobile device even when network connectivity is lost, preserving data locally until the connection is restored and the data can sync.
Onboarding
The guided first-time setup flow a new company goes through after signing up - choosing an integration type, entering company details, adding a first site, and adding users.
P
POS System
Point Of Sale. A generic term for an inventory management system.
Posting
The final step of finalizing a stocktake, where the reviewed and adjusted counted quantities are committed as the new official stock levels and, for API integrations, written back to the external system.
R
Results File
A downloadable file containing a stocktake's final counted quantities, produced for manual (file-based) integrations after finalisation so the figures can be imported back into your point-of-sale or inventory system manually.
Review
Refers to the built-in audit system. There are 2 auditing methods: "Count Errors" and "Variances". Availability relies on the count type chosen during the stocktake creation process.
Role
The access level assigned to a user, which determines what they can see and do. Stokkd's roles are:
- Owner
- Administrator
- Supervisor
- Member
Each role has progressively narrower permissions.
S
Scanning
Using a barcode scanner to identify a product quickly while counting, rather than typing in a product code manually. Also used as a generic term for entering counts.
Site (Location)
Any place where stock quantities are tracked separately - for example a shop floor, a warehouse, or a single store in a multi-site business. Each site has its own stock data, areas, and stocktake results. You may also see the technical term location used interchangeably in API or integration contexts.
Stocktake
An inventory count event for a site — the overarching record that contains areas, counted quantities, variances, and (once finalized) posted results. Also referred to as a 'stock count'.
Stocktake Type
The scope of a stocktake. Technically, this option controls how non-counted items will be treated. There are 3 types:
Full
Every product across the whole site is counted. Items not counted (that have a positive or negative value) will have their quantities adjusted to zero. This most common type.
Partial
A selected subset of stock groups or product categories. Only items that are included in the selected categories will have their quantities adjusted.
Adjustment
A smaller, targeted correction count. Only the counted items will have their quantities adjusted. No other items are touched.
Sync
The process of keeping data consistent between Stokkd and an API (connected) integration — for example pulling in new sites or products, or pushing finalized quantities back out.
V
Variance
The difference between the quantity your system expected to have and the quantity actually counted during a stocktake. Variances are reviewed and, where appropriate, explained or adjusted before a stocktake is finalized.
W
Write-back
The automatic step, available for connected (API) integrations only, where finalized stocktake quantities are sent back to the external system without needing a manual file download/upload.
Z
Zone
The default area type.
Zone Card
A printable, pre-formatted card used to physically label a counting area (zone) on the shop floor or in a warehouse — for example, attached to a shelf edge or gondola end so staff can see at a glance which zone they are in. See the Zone Cards article in this section for downloadable sample files.