Dr RY Skin Clinic
Custom inventory management system for Dr RY Skin Clinic, giving the team a clearer view of products, stock levels, pricing, and barcode-based intake and usage.
- Client
- Dr RY Skin Clinic
- Service
- Custom portal & inventory management
- Industry
- Healthcare Clinic & Inventory Operations
- Status
- Delivered
Service used
Custom portal & inventory management
The work was shaped around the operating problem first, then translated into the right mix of automation, systems, and workflow design.
Stack
Google Sheets
Inventory database and dashboard
Google Apps Script
Stock logic and automation
HTML/CSS/JavaScript
Scanner sidebar interface
MailApp
Low-stock email alerts
Barcode scanner
HID keyboard input
The problem
Dr RY needed a simple and reliable way to manage product inventory without introducing a complex warehouse system or another paid subscription. The system had to work for non-technical staff in a normal office and warehouse setup, using tools they already understood and equipment they already had.
Inventory updates needed to be fast enough for daily use. Staff had to be able to add and remove stock with a barcode scanner, while still keeping the spreadsheet accurate if someone edited values manually. Products below minimum stock levels needed to be easy to spot, and the team needed automatic email alerts before low-stock products became an operational problem.
A key constraint was that the barcode scanner worked in HID mode, meaning it behaves like a keyboard rather than a custom scanner app. That meant the workflow had to be designed around Google Sheets, keyboard-style input, and a simple interface that would not require staff to learn a separate inventory platform.
Because the workflow was used during normal daily operations, the system also needed to be forgiving. It had to support quick scanning, occasional manual corrections, and clear stock visibility without requiring staff to understand formulas, scripts, or backend logic.
The solution
Before the system was built, the clinic’s day-to-day operations were observed directly to understand how staff worked, how products moved through the clinic, and what kind of system would actually suit their routine. Inventory had previously been handled with pen and paper, so the goal was not to introduce a heavy warehouse system, but to create something simple enough to fit naturally into the way the team already worked.
A custom inventory management system was then built directly inside Google Sheets using Google Apps Script. The system keeps the familiar spreadsheet interface while adding the structure and automation needed for reliable stock handling: a product database, dashboard, scanner sidebar, automated stock calculations, color-coded product rows, and scheduled low-stock email notifications.
The scanner workflow was designed around HID barcode scanning. Staff open a scanner panel inside Google Sheets, choose whether they are adding or removing stock, and then scan product barcodes repeatedly. Instead of updating the sheet after every scan, the system counts scans locally and processes them in batches after short inactivity, making the workflow faster and more stable during repeated scanning.
Printed command barcodes were also prepared so staff can trigger common scanner actions without typing commands on a computer. This gives the team a more hands-free stock workflow that fits naturally into how products are already handled, without adding a separate inventory platform.
The final setup gives Dr RY a lightweight inventory system without external APIs, third-party software, or ongoing subscription costs. Staff can manage stock from a familiar Google Sheets environment, use barcode scanning for faster updates, and rely on automatic status indicators and daily email alerts to know which products need attention.