Condition Reports and History

Condition reports give you a complete history of each piece of equipment's wear, damage, and repairs. Filing a report takes seconds and helps your group stay on top of maintenance before kit becomes unusable.

Condition Ratings#

Every equipment item has a condition rating. Scoutworks uses six levels:

When you file a condition report, the item's rating is updated to match. Reports rated Damaged or Needs Repair trigger extra behaviour -- see "Flagging items for repair" below.

Filing a Condition Report#

There are two ways to file a report.

From the detail page#

Open any equipment item and switch to the Condition Reports tab. Click the Report Condition button. The dialog asks for:

• Condition (required) -- select from the six ratings above.
• Notes (Optional) -- describe what you observed, any damage, or repairs needed.
• Photos (Optional) -- attach photos of the item's current state.

Click Submit Report to save.

During check-in#

When checking equipment back in, toggle Report condition in the check-in dialog. The same condition form appears inline. This is the most natural time to inspect kit -- right as it comes back from an event.

For kit check-ins (parent items with sub-items), each item in the checklist has its own Report button. You can file separate condition reports for individual sub-items within a single check-in flow.

Flagging Items for Repair#

Reporting an item as Damaged or Needs Repair has automatic consequences:

• If the item is currently Available, its status is changed to In Repair. This prevents it from being checked out or reserved until it is fixed.
• A warning banner appears in the report dialog explaining what will happen.

Conversely, if an item is currently In Repair and you file a report with a condition of New, Good, or Fair, it is automatically restored to Available status. A green confirmation banner lets you know the item is back in service.

Viewing Condition History#

Open an item's detail page and switch to the Condition Reports tab. The Condition History timeline shows every report filed for that item, newest first. Each entry displays:

• The condition rating as a coloured badge
• The date the report was filed
• Who filed the report
• Any notes included with the report
• Photo thumbnails -- click a thumbnail to open a full-size lightbox viewer

The timeline is paginated. Use Previous and Next at the bottom to browse older reports.

Downloading a Condition Report PDF#

To generate a PDF summary of your group's equipment condition, click Actions > Condition Report from the Equipment page header. The PDF is downloaded immediately and includes a snapshot of all items and their current condition ratings. This is useful for committee meetings, insurance records, or audit purposes.

Dashboard Overview#

The Equipment page displays summary cards above the inventory table showing key metrics at a glance. These cards include condition breakdowns and overdue checkout counts, giving quartermasters a quick pulse check on the state of the group's kit without needing to open individual items.

Tips for Effective Condition Tracking#

• Report at check-in -- make it a habit to toggle the condition report during every check-in. It only takes a few seconds and builds a valuable maintenance history.
• Attach photos -- a picture of a torn tent or a cracked compass face is worth a thousand words. Photos make it easy to assess whether an item needs professional repair or replacement.
• Act on Needs Repair -- when an item enters In Repair status, follow up promptly. Once it is fixed, file a new report with an improved rating to return it to service.
• Review before camp -- download the condition report PDF before major events to identify any kit that needs attention.

What's next#

• Getting Started with Equipment -- revisit the setup wizard and initial configuration.
• Managing Your Equipment Inventory -- add items, import from CSV, and print QR labels.
• Checkouts and Returns -- check items in and out individually or in bulk.
• Equipment Requests and Approvals -- manage the request and approval workflow.