Getting started with DanceVault

Welcome to DanceVault

DanceVault is an inventory and reservation tool for dance costumes. Manage costumes, sizes, stock and storage locations in one place. You can also assign costumes to performances and classes, track reservations, build a complete running order and rent costumes from or lend them to other clubs through the Marketplace.

1. Create your club account

Register your club at app.dancevault.be/trial-signup. After registration, you will arrive at your club dashboard.

2. Learn the navigation

• Dashboard: a quick overview of inventory, pending actions and Marketplace opportunities.

• Inventory: find, filter, add, duplicate and bulk-edit costumes.

• Costume reservations: reserve costumes, manage your reservations and approve or reject requests.

• Performances & classes: manage productions, classes, participants, costume planning and the running order.

• Marketplace: rent costumes from or lend them to other clubs.

• Statistics: understand stock, value, usage and Marketplace activity.

• Tasks: divide work and track its status.

• Settings: manage club details, team, roles, labels, notifications, billing, storage, Marketplace and the Ledenbeheer integration.

3. Add your first costume

Go to Inventory → New item. Start manually, use AI assistance or import an existing inventory from Excel.

The form guides you through four required steps: Add, Details, Sizes & location and Save & QR. Your draft is saved automatically. After saving, choose Add another costume or View inventory.

Important costume details

• A clear name, description and relevant labels.

• Sizes, quantities and optional stock still to count or on order.

• Storage location, purchase price, purchase year and internal notes.

• Photos and combinations with other costumes.

• Gallery visibility and, after saving, optional Marketplace settings.

4. Search, filter and edit efficiently

Use Inventory to search by name, labels, stock status, location and missing photos. Select several costumes to bulk-edit the current page or all filtered results. The Gallery is designed for visual selection; Inventory is where you manage records.

5. Work with performances, classes and reservations

Create a performance, add classes and participants, and reserve the right costumes from the Gallery. Use Manage reservations to track requests; authorised administrators handle them under Pending approval. The running order lets you plan the sequence, timings, breaks and transitions and review possible conflicts.

6. Invite your team

Go to Settings → Team. Invite colleagues and assign only the permissions they need. Use Tasks to assign work, deadlines and priorities and link tasks to costumes, performances, classes or reservations.

7. Connect Ledenbeheer

If your club uses Ledenbeheer, go to Settings → Ledenbeheer integration. With your club's unique partner token, you can synchronise members, dates of birth, courses and registrations. The correct members and groups then become available for costume planning.

8. Help, updates and feedback

Open Help & feedback in the bottom-right corner. You will find this knowledge base, product updates and the feedback board there.

Use DanceVault on your phone

On iPhone and iPad, install the official DanceVault app from the App Store. You can also use DanceVault at app.dancevault.be. On Android, add the web app to your home screen from your browser.