Add costumes manually, with AI or from Excel

Choose how you want to start

DanceVault is primarily an inventory tool. AI is optional. Go to Inventory → New item and choose the method that fits your source data.

• Manual: upload one or more photos and enter all details yourself.

• AI-assisted: upload a photo and then explicitly choose whether DanceVault should analyse it.

• Excel import: bring in an existing inventory spreadsheet and review the imported fields.

Complete the four steps

1. Add: upload photos or start from imported data.

2. Details: check the name, description, labels and categorisation.

3. Sizes & location: enter sizes, stock quantities and storage location.

4. Save & QR: review the summary, save the costume and generate its QR code.

Complete the required steps before saving. Marketplace settings appear after the costume has been saved.

After saving

DanceVault shows a clear confirmation. Choose Add another costume to continue immediately or View inventory to review the result.

What one AI token does

One analysis uses one token. It analyses one photo and/or description and fills all fields it can recognise. Your available balance is shown next to the AI action before you continue.

• Review every suggested value before saving.

• Fields AI could not recognise are shown clearly and must be completed manually.

• For bulk analysis, DanceVault shows the total cost first, for example: 8 photos = 8 tokens.

• If the same photo was already analysed, DanceVault asks for confirmation before using another token.

• If recognition fails, try again. A failed process should not save a usable result.

Purchase additional AI credits from the billing and credit settings at the price shown there.

Upload photos

In the mobile app, take a photo or choose one from the photo library. DanceVault processes common iPhone and web photo formats, optimises large photos and shows upload progress.

• Use a stable connection and keep the app open during upload.

• If an upload fails, choose Try again.

• DanceVault shows a targeted message for files that are too large or when the club has insufficient storage.

• You can add more photos to an existing costume later.

Manual entry after uploading a photo

Uploading a photo does not start AI automatically. Choose manual entry to continue to Details without spending a token.

Excel import

Upload the supported file, map or review the detected columns and correct missing values before importing. Check labels, sizes, stock and locations afterwards. The result explains what was imported and which rows still need attention.

Drafts and recovery

• Your form is saved as a draft automatically.

• DanceVault warns before leaving with unsaved changes.

• Upload progress is shown for each photo.

• If a photo, size or another part fails, the result explains what can be retried.

When editing an existing costume, navigation is more compact because you do not need to repeat the full introduction.