Here’s how to enable stock tracking and set up client inventory in just a few clicks.
This feature is available for our Standard, Pro and Enterprise customers. If you are in a Essential plan you can upgrade to Standard to have access to this an other advanced features.
1. Turn on Stock Management in your settings
First, make sure stock tracking is enabled for your organisation:
Go to the blue left-hand menu and click Settings
Select Medications.
Enable the Stock Level setting by adding a tick to the box
Low Stock Alert Threshold is preset at 7 days remaining so the system automatically alerts you before supply runs critically low
Every time a care worker records a dose as Given during a visit on the Nursebuddy App, the medication count automatically updates in real time.
The stock calculation automatically updates at midnight each night to ensure all daily dose logs are reflected accurately
Once the stock count reaches your low stock threshold, an alert will appear in your Notifications Centre to prompt reordering
When a new supply of a medication arrives at the client's home, click Stock level on the medication and enter the new quantity being added, and save.
2. For established medications
Once enabled, you can manage stock directly within any client's profile:
Go to People in the side menu and select your client
Open their Medications tab
Select the medication from the list
Click the Stock Level column
3. Choose your calculation method: eMAR vs. Days
Nursebuddy offers two tracking methods depending on how your team manages prescriptions:
Tracking Method | How it Works | Best Used For |
By eMAR (Automated) | The system automatically deducts doses as carers log given doses in the app, calculating remaining days for you. | Prescriptions already transcribed into Nursebuddy's eMAR. |
By Days (Manual) | You set the stock count based on daily dosage schedules (e.g., 3 tablets a day for 14 days = 42 tablets). | Non-standard form of medications such as creams, ear drops for example, or manual stock level checks. |
4. Enter stock quantity and confirm
Using eMAR: Type in your starting count (e.g., 56 tablets). Nursebuddy cross-references your eMAR schedule to display how many days of stock remain.
If using Days: Calculate the total required tablets for your target timeframe and enter the number (e.g., 14 tablets for a 14-day supply at 1 tablet per day).
Click Save to confirm
5. For new medication
When adding a new medication to a client's medication list, you can enable the stock management feature straight away
Click Save to confirm Medication stock reporting
6. How to Run Medication Stock Reports in Nursebuddy
Running medication stock reports couldn't be easier. Nursebuddy's medication stock reports give your team instant, complete visibility of your clients' medication levels —helping you quickly spot low or out-of-stock, before they affect care delivery.
Accessing the Medication Stock Area
In your Nursebuddy Web Platform, go to the Reports tab in the blue left-hand panel.
Select the Medication Stock report option.
Use this area whenever you need a real-time overview of medication stock levels across your entire system.
Filtering Your Report
Choose your client scope: decide whether to run the report for All Clients or a specific Individual Client.
Select the report filter that matches what you need:
Low stock medications
Out-of-stock medications
Out-of-date medications
All medications
Confirm your selections to generate the report
Reviewing, Printing, and Exporting
Once the report loads, review the listed medications and their current stock levels
Open the Actions menu to choose your export option:
Print the report for physical record-keeping or team reviews.
Download as CSV to analyse data, sort columns, or track trends over time.
Use this summary to delegate follow-up tasks and manage stock checks efficiently
Updating Stock Directly from the Report
Click on any medication within the generated report to jump directly into that client’s eMAR.
Update or top up the medication stock levels straight from their record.
Use this quick link to resolve low-stock warnings or correct inventory numbers the moment you notice an issue.
⚠️ Things to Keep in Mind
Double-check client scope: Make sure you've selected the correct client or group before taking action so you're always reviewing the right records.
Verify before updating: Always cross-reference medication details—especially for expired or zero-stock items—before placing orders or updating records
Permissions matter: Only adjust stock levels in the eMAR if you have the appropriate administrative authority to do so
Data privacy: If you download report data to a CSV file, ensure it is stored and handled in line with your company's data protection policies
💡 Tips for Efficiency
System-wide checks: Run the All Clients report on a set day each week to catch potential shortages long before they become urgent
Targeted reviews: Switch to individual client filters whenever you need to investigate a specific prescription issue
Use direct shortcuts: Click straight through to the client's eMAR from the report to save time and skip manual searches
Need a hand? If you have any questions, our friendly support team is always here to help via the in-app chat
Why this feature matters for your homecare company
Managing client medications manually or across disconnected systems creates significant operational risk and consumes valuable office time. By activating Medicine Stock Management, your homecare business gains visibility over stock levels, ensuring care workers never arrive at a visit to find a medication stock has run out.
Automating dose deductions via eMAR reduces human error, streamlines compliance reporting during inspections, and prevents risky delays or omissions in the administration of medication.