The goal was not to create yet another isolated database, but a practical interface on top of the data JAMU already works with. Trinera therefore designed and delivered a front end connected to Airtable, so that students do not have to go through internal spreadsheets and administrators can keep using a tool they know well from their daily work. In Airtable they can record items, availability, contacts, locations and operational changes.
Clear access to an extensive theatre inventory
The JAMU Faculty of Theatre works with a diverse fundus that includes items with different data structures and uses. A costume needs different information than a musical instrument or stage equipment.
For some items the photo, size, colour and location matter; for others it is rather the technical description, availability or link to a specific department.
The application therefore divides the fundus into separate sections, for example:
- costumes and accessories,
- props,
- stage equipment,
- musical instruments,
- or circus equipment.
Users can browse items in a visual grid with photos or in a table view where quick orientation by name, category or location is more practical.
Search and filtering are an important part of the solution. Users do not need to know the exact name of an item or where it is stored. They can gradually narrow the selection by the available parameters, work with categories and display only the items that are currently in stock.
Reservations tied to real operations
The fundus is not just a catalog. It is designed as an operational tool that helps handle reservations and loans at the school. A student or staff member can reserve a selected item via their school email, with pick-up details linked to the contact information of the individual storerooms and departments.
Item management stays with the administrators. This is important mainly because the fundus is not a static collection. Items are added, moved, retired, lent and returned. The application therefore also allows some records to be visible only internally in the database without appearing on the website.
The solution also makes it possible to switch reservations on or off, for example during periods when items are not lent out. This way the tool adapts to the rhythm of the school and its departments instead of forcing them to change how they work.
Technology that respects data management
From a technical perspective, the key is connecting the front end to Airtable via a backend layer that provides secure access to the data. Trinera handled not only the user interface itself, but also the data structure, API limits, filtering, item availability and how to turn existing records into a usable web catalog.
Data consistency also played a big role. With an extensive fundus, it quickly becomes clear that the quality of the user interface depends on how well items are described and how consistently values are used in individual fields. The work therefore also included thinking through the structure of the inventory, loans, people, auxiliary code lists and future extensibility.
The result is a solution that connects two needs:
- simple browsing and reservations for regular users,
- and practical data management for the staff who keep the fundus running.
Who the tool is for and where it can be applied
The application is intended for JAMU’s internal operations and its use is tied to the accounts of authorized users. It is publicly available at fundus.jamu.cz.
JAMU Theatre Fundus is primarily intended for the school’s students and staff who need to work with physical items spread across multiple storerooms and departments.
It is most beneficial in environments with an extensive inventory, several administrators, different types of items and regular loans.
The principle of the solution can be transferred to other organizations that need to manage collections, holdings or loans clearly. Museums, galleries, archives or libraries often manage collections that are not only for public presentation, but also for internal work, research requests, loans, exhibitions or operational records.
A similar interface can make depository items accessible to curators, record the availability of exhibition elements, simplify work with photographs and connect the catalog with internal workflows.
It is also useful outside the cultural sector:
- schools,
- research institutions,
- equipment rental services,
- creative workshops,
- healthcare facilities,
- or companies with extensive shared equipment.
They all face a very similar question: how to make an inventory accessible to the people who need to use it without losing control over records, responsibility and availability.
The Theatre Fundus shows that a well-designed catalog does not have to be just a passive list of items. It can be a practical operational tool that saves administrators time, makes orientation easier for users and helps the institution make better use of what it already has.
Would a similar reservation system make sense at your institution? Let us know.
