Fine arts inventory for schools & programs
Every instrument, uniform, and score — accounted for.
EncoreStudio is the inventory system built for band, orchestra, choir, and theater programs. Check equipment out to students in seconds, print signed loan agreements, tag everything with QR labels, and see your whole district at a glance.
Recent activity
Export log (128) CSVThe district dashboard — live totals, estimated value, and a full activity log.
One locker, four collections
Built around the things a program actually owns.
Generic asset trackers make you fight the form. EncoreStudio ships with the right fields for each collection — no setup, no custom schemas.
Instruments
From piccolos to sousaphones, with serials and district case numbers that survive audits.
Attire
Uniforms, tuxes, dresses, and guard costumes — sized, assigned, and back by banquet night.
Library
Your sheet-music library, searchable by composer and arranger, with copies on hand counted.
Equipment
Stands, amps, props, podiums, and the sound board nobody remembers buying — until now.
Check-outs & loan agreements
Hand a student a horn.
Get the paper trail free.
Start typing a name and EncoreStudio suggests the student. One click checks the item out; one more prints a signature-ready loan agreement with the item's value, condition, and terms filled in.
- Name autocomplete from your student directory — grade and guardian details attached
- Print-ready loan agreements with student, guardian, and staff signature lines
- Download every active agreement for the season as one PDF, sorted by student
- Full assignment history on every item: who had it, when it went out, when it came back
Alto Saxophone · Yamaha YAS-26 · INS-002
Assign to studentCheck-out with student autocomplete and one-click agreements.
Scan or search
Open the item by QR label, item number, serial, or name — the search matches all of them.
Assign in seconds
Type a few letters, pick the student, done. Status flips to Assigned and the activity log records it.
Print the agreement
A district-branded loan agreement opens ready to print or save as PDF — terms, value, and signature lines included.
QR labels
Stick a label on it.
Never lose track again.
Print sheets of QR labels sized for standard Avery Presta 94102 stock — 80 three-quarter-inch squares per page. Scanning a label with any phone or tablet camera opens that exact item, with sign-in still required.
- Batch-print labels for a whole category, or just the items you filtered
- Reusing a partial sheet? Tell it how many labels are peeled and it skips those positions
- No apps to install — the camera your staff already has opens the record
- Perfect for locker checks, uniform returns, and end-of-season audits
Label sheets line up with off-the-shelf Avery stock — no special printer.
Built for districts
One district. Many schools. Zero spreadsheets.
Every record belongs to a school site. Directors see and manage their own program; district administrators see everything, move inventory between schools, and answer board questions in one click.
no surprises
loans
activity log
management
| Item | School | Status | Assigned to | Value |
|---|---|---|---|---|
| Trumpet Bach TR300H2 · INS-001 | Lincoln HS | Available | — | $1.5K |
| Alto Saxophone Yamaha YAS-26 · INS-002 | Lincoln HS | Assigned | Jordan Lee since 2025-09-02 | $2.1K |
| Sousaphone King 2350 · INS-003 | Roosevelt MS On loan | In Repair | — | $6.8K |
| Cello ¾ Eastman VC80 · INS-014 | Whitman El. | Assigned | Priya Nair since 2025-10-11 | $1.2K |
| Timpani 29" Ludwig LKS429 · INS-021 | Lincoln HS | Available | — | $3.4K |
District view: every school's inventory, statuses, and site loans in one table.
Your data, in and out
Moving off a spreadsheet? Bring it with you.
Import your existing inventory and student roster from CSV — EncoreStudio recognizes dozens of common column names ("Serial No.", "Asset Tag", "Parent Email"…) and maps them automatically. Export everything back out any time. No lock-in, ever.
- Smart column matching — your headers don't have to be perfect
- Blank templates for every collection to hand to your staff
- One-click exports of inventory, students, and the activity log
- Rows with an unrecognized school are imported unassigned, never dropped silently
| Item | Garment · Size | Status |
|---|---|---|
| Concert Tux Jacket ATT-104 | Jacket · 40R | Available |
| Marching Bib Pants ATT-231 | Bibbers · M | Assigned |
| Guard Costume — Fall Show ATT-318 | Costume · S | Available |
A 486-row uniform closet, imported over a prep period.
Licensing
Simple licenses. Unlimited items, always.
Every plan includes unlimited inventory records, students, and activity history.
- All four collections, unlimited records
- Unlimited school sites, staff accounts & students
- Check-outs, loan agreements & QR label printing
- District dashboard, roles & activity log
- CSV import, export & templates
- Onboarding help importing your existing spreadsheets
Both options include every feature and unlimited records.
The final passage
Ready for an inventory system that deserves an encore?
See EncoreStudio with your own inventory. Send us a spreadsheet and we'll have it imported before the demo starts.