Healthcare Supply Manager

What barcode formats are supported?

Healthcare Supply Manager supports all major barcode formats including GS1-128, GS1 DataMatrix, HIBC, UPC, EAN, Code 128, Code 39, and QR codes. GS1 healthcare barcodes provide the most information including GTIN, lot number, expiration date, and serial number.

Does the app work offline?

Yes! All core features work completely offline. Your inventory data is stored locally on your device. The only features requiring internet are FDA UDI database lookups and optional cloud backup.

How do I backup my data?

You have several backup options:

• CSV Export: Go to Menu > Export to create a CSV file you can save or email
• Cloud Sync: Enable Firebase backup in Settings (requires account setup)
• Device Backup: Your data is included in Android's standard backup if enabled

Can multiple users share the same inventory?

Yes — create a team. Each member gets their own account, signs in with their own credentials, and shares the team's inventory in real time. You don't need to share an account or password. See the Team Workflow guide for setup.

How are personal and team inventory kept separate?

Items you create with no team selected stay private to your account. Items you create while a team is selected are shared with every member of that team. Use the team dropdown in the app header to switch contexts — the inventory list, dashboard, and alerts all filter to whichever team (or "Personal") is currently selected.

How do I invite someone to my team?

Two ways: by email or by invite code. From Team Members, tap Invite for an email invitation, or Generate Invite Code for a shareable code. Both options let you pick the role the new member will be assigned. Full details in the Team Workflow guide.

What happens to historical activity if a member leaves?

The activity log is append-only and survives membership changes. When a member leaves or is removed, their name remains on every action they took while they were a member, but they immediately lose access to the team's inventory and screens.

Which sign-in methods are supported?

The app supports two authentication providers, both backed by Firebase Auth:

• Sign in with Google — available on every platform (Android, iOS, Web, Windows).
• Sign in with Apple — available on iOS 13+ and macOS 10.15+. Required by Apple App Store guidelines and allows you to hide your real email address by routing through Apple's relay service.

Both options give you the same access — the data layer is provider-agnostic.

What does the AI Label Reader do, and is it on by default?

The AI Label Reader extracts lot number, expiration date, manufacturer, and product name from a photo of a medical-supply label. It is off by default — you have to configure an AI provider in Settings > AI first. The app uses a Bring Your Own Key model, so your provider key never touches our servers and label photos are sent only to the provider you configure. See the AI Features page for setup details.

How does the app know what photo the AI is reading?

When the scanner bottom sheet opens with missing data, the AI Label Reader card displays a small thumbnail of the photo it just captured. This is the exact image the AI will analyze — tap the thumbnail to view it full-screen, or tap Retake photo if it's not clear. The photo is captured the instant the sheet opens (while the camera is still aimed at the product), not when you tap the AI button.

What is an Equivalence Group?

A Supply Class flagged as containing functionally interchangeable products. For example, three different brands of nitrile gloves in size M can be grouped so the app treats them as a single bucket for stock alerts and reorder recommendations. Items in an equivalence group display an "Equivalents" badge on their inventory card. See the AI Features page for setup.

What does GTIN mean?

GTIN (Global Trade Item Number) is a unique identifier for products. It's the number encoded in barcodes and is used worldwide to identify healthcare products. Common formats are GTIN-14 (14 digits) and GTIN-13 (13 digits, same as EAN-13).

Why doesn't the FDA lookup find my product?

The FDA GUDID database only contains medical devices that are required to have a UDI. Pharmaceuticals, OTC products, and some exempt devices may not be listed. You can still manually enter product information.

How do I transfer data to a new phone?

1. On your old phone, go to Menu > Export > Full Backup
2. Save the backup file to cloud storage or email it to yourself
3. Install the app on your new phone
4. Go to Menu > Import > Restore Backup
5. Select your backup file

What's the difference between "Adjust" and "Waste" usage types?

Adjust: use when correcting inventory errors (count was wrong, item was miscounted, data-entry mistake). Waste: use when removing items that can no longer be used — the dialog asks for a sub-reason (Expired, Damaged, or Contaminated) so reports can break out which categories of waste are most common in your facility.

How do I find an item I removed from inventory?

When an item reaches zero quantity it is automatically archived, not deleted. Open the inventory screen, tap the overflow menu, and choose Archived Items. The list is searchable by product name, GTIN, lot number, or archived reason, and any item can be restored to active inventory if it was archived in error.

The camera won't scan barcodes

• Check permissions: Go to device Settings > Apps > Healthcare Supply Manager > Permissions and ensure Camera is enabled
• Clean the camera lens: Smudges can prevent accurate scanning
• Improve lighting: Ensure the barcode is well-lit without glare
• Try manual entry: Tap the keyboard icon to enter the barcode number manually
• Restart the app: Close and reopen the app

The 3D AR overlay isn't tracking properly

The 3D AR shelf overlay uses depth-from-size estimation, not ARKit or ARCore, so it works on every device with a camera but is most accurate when:

• You hold the device roughly parallel to the shelf face
• The shelf is well-lit
• Barcodes are within 30° of straight-on
• Products are at a typical reading distance (12–36 inches)

Extreme angles, glare, or partially obscured barcodes can cause markers to drift. If this happens, recapture the still and the overlay will reset.

Notifications aren't working

1. Check that notifications are enabled in app Settings
2. Verify device notification settings: Settings > Apps > Healthcare Supply Manager > Notifications
3. Ensure the app isn't being killed by battery optimization: Settings > Battery > Healthcare Supply Manager > Don't optimize
4. Check Do Not Disturb settings

The app is running slowly

• Clear old data: Delete scan history older than 30 days
• Reduce inventory: Remove items that are no longer being tracked
• Restart device: A fresh start can help performance
• Check storage: Ensure your device has sufficient free space
• Update the app: Make sure you have the latest version

Expiration dates are showing incorrectly

GS1 barcodes encode dates in YYMMDD format. If day is "00", it means end of month. Check:

• The barcode was scanned correctly
• Your device's date/time settings are correct
• For manual entries, verify the date format used

How do I report a bug or request a feature?

We appreciate your feedback! You can:

• Email us at support@healthcaresupplymanager.app
• Use the in-app feedback option: Menu > Help > Send Feedback
• Leave a review on the Google Play Store

Is my data secure?

Yes. Your data is protected with multiple layers of security:

• Local encryption: Database is encrypted using SQLCipher (AES-256)
• Cloud encryption: All cloud data is encrypted in transit and at rest
• Secure storage: Sensitive data uses platform secure storage

For more details, see our Privacy Policy.