Manage equipment orders in the Registrations menu, on the Equipment Inventory page.
You can track the status of your equipment in a couple ways:
- What you have on hand and what you have ordered from your supplier(s).
- What your members have ordered and whether it has been distributed to them.
Keeping an accurate status is not required, but it is recommended. The system will calculate for you how much of a given equipment item needs to be ordered, but it can only do so if you have an accurate status of what you already have, have ordered, or have distributed.
There is no processing linked to the various equipment states other than calculating what's needed. The Allocated state is not used by everyone. The concept behind it is when equipment is reserved, set aside, given to a coach for distribution, etc.
Distributed means the participant on the registration actually has the equipment.
The system provides bulk actions to migrate equipment between states. For instance, at the end of a season, you can mark everything as Distributed at once in case you were not marking things as the season progressed.
If you are tracking inventory status more closely, you can check individual entries.
When you are done selecting all the equipment which you want to change, select an action such as Mark Everything Distributed from the dropdown. Then press Do It!
Exporting the equipment inventory
Exports for equipment are done on the main list. You need to disable popup blockers because we export 2 files, and the browser must get your acceptance.
The 2 files are:
- An aggregated breakdown by size. The breakdown by size is intended for when you need to place a big equipment order.
- A breakdown by participant. The breakdown by participant will be useful in distributing.
We don't list squads in the export because the registrations where people order equipment are not tied to squads and the participants may be on multiple squads. But you can filter by squad or program before running the export.
After the first registration event (for example, your second season), you may wish to filter by registration date or registration name (the registration definition) before exporting. This is especially recommended if you are not updating equipment status as you distribute equipment to your participants.