Managing Your Equipment Inventory

The Inventory tab on the Equipment page is where you manage every piece of kit your group owns. Quartermasters and group admins can add, edit, and delete items; all leaders can browse and search.

Adding Equipment#

Click the Actions dropdown in the page header and select Add Equipment. The dialog asks for:

• Name (required) -- e.g. "Two-man dome tent"
• Category and Location -- pick from your configured lists under the Organisation section
• How many? -- defaults to 1. Set it higher to create several separate items in one go, each with its own asset number. Tick Group them to make them bookable by quantity -- see Grouping Identical Items.
• Items in this set -- only for kit that is one item containing many things, like a bag of 20 pioneering poles. It stays a single item you book as a whole. This is not the same as a group.

Expand More options to fill in optional fields: Description, Serial Number, Replacement Value, Part of a kit (parent item), and Notes. An asset number is generated automatically.

If your group uses Per-Item Approval mode, a Requires Approval toggle appears for top-level items. Turn this on for high-value or limited kit that needs quartermaster review before checkout.

Editing and Deleting Items#

Click any row in the inventory table (or tap a card on mobile) to open the item's detail page. From there:

• Click Edit to update any field.
• Click Delete to permanently remove the item. You will be asked to confirm.

Both actions are only available to quartermasters and group admins.

Sub-items (Kits)#

Equipment can be organised into parent-child relationships. For example, a "Tent Kit" might contain "Tent Poles", "Ground Sheet", and "Guy Ropes" as sub-items. When adding equipment, select a parent from the Part of a kit dropdown under More options. Sub-items are displayed indented beneath their parent in the inventory table and tagged with a Sub-item badge.

When a parent item is checked out, its sub-items are included automatically.

Duplicating Equipment#

Groups rarely own one tent -- they own eight. Rather than adding each one by hand, open any item's detail page and click Duplicate (on mobile, use the ... menu). Quartermasters and group admins only.

Every copy inherits the original's category, location, description, value and notes, and gets its own asset number.

The summary row totals everything you're about to create -- parents plus sub-items. Click Create N Items to finish. A toast confirms how many were created and offers a Print Labels shortcut for the new asset numbers.

There's a ceiling of 250 items per duplication, counting sub-items. You'll see a warning as you approach it.

Numbering continues from the item you copy#

Copies carry on from the item you duplicated instead of restarting at 1, so you can grow a set over time without ending up with two "#1"s.

• Duplicating Table #3 with 2 additional copies gives you Table #4 and Table #5.
• Duplicating an unnumbered Table with 2 additional copies counts the original as item 1, so you get Table #2 and Table #3.

If the item you're copying already carries a numbering style in its name, that style is picked for you when the panel opens, so the sequence stays consistent.

Searching and Filtering#

The inventory table supports:

• Search -- type in the search box to filter by name, asset number, or category.
• Advanced filters -- click the filter button to narrow by Status, Condition, Category, or Location.
• Sort -- sort by Name, Asset #, Status, Condition, or Date Added.
• Columns -- use the column selector to show or hide columns such as Value, Checked Out To Event, and Checked Out By.

Active filter chips appear above the table. Click the cross on any chip to remove it, or Clear Filters to reset everything.

Importing from CSV#

To add equipment in bulk, choose Actions > Import CSV. The three-step import wizard:

1. Upload -- download the CSV template first, then drag and drop or select your file. The template columns are: name, description, category, location, quantity, serialNumber, notes. Only name is required. Category and location values must match your existing values (case-insensitive).
2. Confirm -- review the file before importing. Items with missing required fields will be skipped.
3. Result -- see how many items were imported, skipped, or had errors.

Exporting#

Two export options are available from the Actions dropdown:

• Export Inventory CSV -- download a spreadsheet of your full inventory with filters applied.
• Export Usage CSV -- download checkout and usage data for reporting.

Bulk Actions#

Select multiple items using the checkboxes in the inventory table. A floating action bar appears at the bottom of the screen with options to:

• Check In / Check Out -- available when selected items have the appropriate status.
• Set Status -- change status to Available, In Repair, or Retired.
• Assign Category -- move items to a different category.
• Group items -- turn the selected items into one bookable group. See Grouping Identical Items.
• Print Labels -- generate QR labels for the selected items.
• Delete -- permanently remove (quartermasters only).

Press Escape to clear your selection.

QR Labels#

Every equipment item has a unique QR code. You can:

• Print labels in bulk: select items then use the bulk action bar, or choose Actions > QR Labels.
• Print a single label from an item's detail page by clicking Print Label under the QR Code card.
• Download a QR code as a PNG image from the detail page.

Scanning a QR code with your phone's camera (via the floating scan button on mobile) opens the item's detail page instantly.

What's next#

• Checkouts and Returns -- check items in and out individually or in bulk.
• Equipment Requests and Approvals -- learn how leaders request equipment.
• Condition Reports and History -- track equipment condition over time.
• Getting Started with Equipment -- revisit the initial setup wizard.