Equipment Photos and Documents

A photo makes kit much easier to recognise at a glance -- especially for parents or new leaders who might not know what a "bothy bag" looks like. Equipment items can now carry a cover photo that shows on the inventory list, plus a Docs & Photos tab for manuals, receipts, warranty cards, and any other photos you want to keep with the item.

Opening the Docs & Photos tab#

Open any equipment item from the inventory table to go to its detail page. The cover photo sits at the top of the page above the title. Switch to the Docs & Photos tab to see everything attached to that item.

Adding a cover photo#

A cover photo is the main image for a piece of equipment -- the hero image at the top of the detail page and the thumbnail in the inventory list.

There are two ways to set one:

• From the hero -- if the item has no cover yet, click Add cover photo on the placeholder. Pick an image from your device.
• From the Photos grid -- open the Docs & Photos tab, hover over any photo you have already uploaded, and choose Set as cover from the menu.

The cover photo is automatically rotated, resized, and compressed so it loads quickly on the inventory list -- you do not need to worry about image size before uploading.

Changing or removing the cover#

On the hero, click the menu icon in the corner to Change cover photo or Clear cover photo.

• Change uploads a new image. The previous cover stays in the Photos grid -- it is not deleted.
• Clear removes the hero image but keeps the photo in the grid. Scoutworks falls back to the checkerboard placeholder.

Uploading photos and documents#

On the Docs & Photos tab, drag files onto the upload area or click to choose files from your device.

Photos from an iPhone (HEIC / HEIF) are converted to standard JPEG automatically during upload, so they display correctly for everyone regardless of device.

Photos appear in the Photos grid. Documents appear as compact rows in the Documents section underneath, with the filename and the date it was uploaded.

What to upload#

A few common uses:

• Purchase receipts -- useful for insurance claims or committee records.
• Instruction manuals -- tent pitching diagrams, stove ignition sequences, specialist kit guides.
• Warranty and service documents -- keep them with the item they belong to.
• Condition photos -- close-ups of wear or damage you want to refer back to.

Renaming and deleting#

Every attachment has a menu on hover:

• Rename -- give the file a clearer name, such as "Receipt -- Go Outdoors March 2026". The rename is inline -- just type and press Enter.
• Delete -- remove the attachment. A toast appears at the bottom of the screen with an Undo button for five seconds, in case you deleted the wrong file.

If you delete a photo that is currently set as the cover, the hero falls back to the placeholder. You can set a different photo as the cover from the grid.

Downloading documents#

Click any document row to download the file to your device. This is handy when a parent emails asking "do you still have the warranty for the tent we borrowed?" -- you can grab the PDF in two clicks.

Who can upload and edit#

Uploading, renaming, and deleting attachments is available to group admins, leaders, and young leaders. Parents and trustees do not see the Docs & Photos tab.

What's next#

• Managing Your Equipment Inventory -- add, edit, and organise the items these photos and documents belong to.
• Condition Reports and History -- attach photos to condition reports for ongoing maintenance tracking.
• Getting Started with Equipment -- revisit the setup wizard and initial configuration.