Upstairs & Live Room Inventory Playbook

# Upstairs & Live Room Inventory Playbook

**Owners:** Angel (system owner), store managers, designated inventory leads  
**Last updated:** 2026-03-19

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## 1. Who’s Who

### Angel
- Manager at Cannabis Realm.
- Designs how things should work:
  - Inventory rules (upstairs + live room).
  - Command Center and reports.
  - QA and compliance standards.
- Treat Angel as the **system owner and decision‑maker** for these processes.

### Brainiac
- AI assistant Angel uses as a **systems partner**.
- Helps by:
  - Turning meetings into **playbooks and checklists**.
  - Designing and documenting **workflows** (inventory, expiry, vendor, QA).
  - Supporting **automation** (exports, reports) without touching the real world directly.
- Brainiac does **not** replace staff or make physical changes; the role is to help Angel and the team make better, clearer decisions and tools.

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## 2. Upstairs Inventory (Bins / Dalewood Room)

### Goals
- System numbers must **match physical upstairs counts**.
- Expired product should **never** stay mixed into sellable areas.
- Bins should be **easy to understand at a glance**.

### Core Rules
- **Every bin must have:**
  - A **tag/barcode**.
  - A **quantity**.
  - Clear notes when product is **split across multiple bins** (arrows, labels, or equivalent).

- **Restocking process:**
  - Move toward **live replenishment** when bins go low/empty (not just static restock lists).
  - Have a **designated restock person** responsible for bin health and upstairs upkeep.

- **Weekly upstairs cadence:**
  - **Sunday:**
    - Review upstairs stock.
    - Move **expired/expiring** product out of live sales.
    - Plan actions for the upcoming week.
  - **Weekly email:**
    - Send a **weekly inventory/expiry email to Ajax**.
    - Forward to **G and Ruben**.
    - Email should list:
      - Items that will expire soon.
      - Items that need removal or special attention.

- **System vs physical cross‑check:**
  - Use **AllLeaves exports** + a detailed inventory sheet to:
    - Compare **physical bin counts vs system numbers**.
    - Log discrepancies:
      - Product
      - Bin
      - Physical count
      - System count
      - Variance
    - Send a discrepancy report to **Josh** so system numbers can be corrected.

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## 3. Live Room / Product Handling

### Goals
- Protect **compliance** and **product quality**.
- Prevent small habits (open jars, bad labeling) from turning into **audit/fine** problems or shrink.

### Core Rules

- **Every morning:**
  - Clear **all open or personal product** from the room.
  - No open jars or personal items should be left sitting on shelves.

- **Nightly:**
  - Maintain humidity between **55–70%**.
  - Set the controller to **65%** so the system doesn’t auto‑shut off.

- **Weekly (Sunday or Monday):**
  - Perform a **full shelf audit**:
    - Verify batches on the floor.
    - Remove **expiring/expired** items.

- **Low‑stock shelf:**
  - Only **authorized people** should handle the low‑stock shelf.
  - During fulfillment, staff must:
    - Check **both** the main shelf and the low‑stock shelf.
    - Check **system counts** to avoid giving a newer batch while older batch is still available.

- **Shelf organization:**
  - Assign someone to perform **maintenance and re‑organization every other day**:
    - Stop pile‑ups.
    - Prevent yellow bins from becoming long‑term random storage.
    - Keep shelves **readable and easy to work from**.
  - Add **two more shelves** to reduce crowding in the room.

- **Labeling and adhesives:**
  - Do **not** put stickers directly on product boxes.
  - Do **not** use random double‑sided tape on products.
  - Use **proper, legal adhesive/labeling methods** only.

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## 4. India Team – Current Role

- India team is a **small pod (2 operators + 1 manager)**.
- Their role is **maintenance and data prep**, not replacing local decision‑making.

**They can help with:**
- Exports and cleaning spreadsheets.
- Drafting product info under **clear templates**.
- Supporting **weekly inventory/expiry reporting** once workflows are stable.

**Local teams still own:**
- COAs and THC/chemical profiles.
- Pricing and discounts.
- Compliance‑sensitive decisions.
- What actually goes live in **AllLeaves**.

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## 5. Communication & Future WhatsApp Group

- Plan: Angel and Biren will create a **WhatsApp group** so every employee in every store has access to:
  - Expiring product alerts.
  - Sales or promos that should be removed or adjusted.
  - Key process updates (like these inventory rules).
- This playbook is the **source of truth** for upstairs and live room inventory behavior; WhatsApp will be used to share updates, not to reinvent the rules each time.