Issuing and Tracking Uniform

Uniform behaves differently from shared camp kit. A necker is issued to a named young person or volunteer and stays with them; a tent is booked for an event and comes back. The Uniform page is a separate workflow for everything that gets handed out — polos, hoodies, neckers, woggles, name tapes, sashes and badges — with per-variant stock, per-member allocation history, and low-stock alerts.

Where to find this#

Uniform is in the main sidebar, separate from Equipment. Quartermasters, group admins and volunteers can open it; parents and young people do not see it.

The page has two tabs:

• Stock — your catalogue of uniform items and how many of each variant you currently hold.
• Allocations — every uniform item currently issued out, plus the history of returned and written-off items.

Adding uniform items#

From the Stock tab, click Add uniform item. Give the item a name (e.g. "Group polo") and a description if useful. Most items have variants — different sizes or colours of the same thing. A Group polo, for example, might have variants for S, M, L and XL.

For each variant, set:

You can add more variants later from the item's row on the Stock tab.

Restocking and tracking stock levels#

Stock is tracked per variant, and you can split it across sections or hold it centrally.

• Central stock is shared across the whole group — the default for most items.
• Section stock lets a section hold its own count (useful when each section orders their own neckers).

To add stock, click a variant row on the Stock tab and choose Restock. Enter the quantity you're adding and which section (or central) the stock belongs to. If you only need to correct a number — say, you found three extra polos in a cupboard — use Adjust instead, which sets the count to an exact figure rather than adding to it.

Variants below their low-stock threshold are flagged on the Stock tab with a low-stock badge, so you know when to reorder.

Issuing uniform#

From the Allocations tab, click Issue uniform. The sheet asks for:

• Recipient — either a young person or a volunteer. Both work; you don't need to invent a placeholder member for an adult.
• Item and variant — pick from your catalogue. Out-of-stock variants are hidden.
• Quantity — usually 1, but you can issue more.
• Notes — optional. Useful for "Loaner — return at end of term" or "Bought outright".
• Return expected — tick if the item is on loan (a spare necker for a new starter, say). Leave unticked for items that stay with the person (leaving-gift polos, badges sewn on).

Issuing decrements stock immediately, records who issued it, and writes a timeline entry on the recipient's profile.

Returns and write-offs#

Every allocation in the Allocations tab has two actions:

• Mark returned — the item came back and is good to reissue. Stock replenishes by the quantity returned, and the allocation moves to the Returned filter.
• Write off — the item is lost, damaged beyond use, or gifted permanently. Stock does not replenish, and the allocation moves to the Written off filter with the replacement value recorded as the loss.

Both actions are logged so you have a full audit trail per item and per member.

What you see on a member's profile#

Open any member's profile and look for the Uniform tab. It shows every item currently held by that member, with the issue date, who issued it, and notes. Returned and written-off items drop off the active list but remain in the per-item history.

Volunteers' uniform shows the same way on the volunteer profile sheet — the workflow doesn't care whether the recipient is a young person or an adult.

Who can do what#

Parents and young people don't see the Uniform page in their navigation.

What's next#

• Managing Your Equipment Inventory — the camp-kit catalogue, separate from uniform.
• Editing Member Information — open any member's profile to see their uniform tab and other personal details.
• Badge Stock and Custom Badges — badge inventory and the downloadable shopping list, separate from uniform stock.