Gear for an event

Every event can have a gear list in two layers: the needs ("a piano", "4 mic cables", "a podium") and how each one is covered. Tounes then works out who has to pick up what, and when, from where each item is.

Who can do it

The Director says what an event needs: they add, change and remove needs. The Equipment manager does that too, and decides how each need is covered. The Tenant Admin can do both. Your choir may also have its own roles, under other names, that allow this.

The equipment feature must be switched on for your choir. Members with nothing to bring see nothing about the gear.

How to

Start the list

1. Open the event in the Calendar tab: its Equipment section holds the gear list, above what you bring yourself. The Director and the Tenant Admin also find it in the event's Equipment panel in Manage › Events. An Equipment manager's alerts open the event, and so does an upcoming event on an item in Manage › Equipment.
2. The first time, Tounes fills in a starting list from the closest earlier event that has one: same indoor or outdoor setting and same type first, then similar types, then any list. The choir's very first list starts from the whole inventory. A line says where it starts from.
3. The starting list keeps the needs. It keeps who brings an item only if they still hold it and it is usable, "the venue provides it" only at the same venue, and hired gear with its note but not confirmed.
4. Nothing is saved until you tap Save the list. Discard changes goes back to the saved list.

Say what is needed (Director, Equipment manager)

1. Tap Add a need, or tap a need to edit it.
2. Write What is needed, and if you like a Type and a Quantity.
3. Tap Done, then Save the list. Remove this need takes it off.
4. When the Director adds or changes a need, the Equipment manager is told, and the need shows Not covered until they act.

Cover each need (Equipment manager)

1. Open the need and tap Add a source. Pick the Source:
   • We bring it: pick the Item and Who brings it, and for a counted line the Quantity. One need can take several sources: 2 cables from Marc, 2 from Julie.
   • The venue provides it.
   • Hired or borrowed, with Who from.
2. Tap Done, then Save the list.
3. Once venue or hired gear is arranged, switch it to Confirmed right on the list.
4. To reassign, change Who brings it. If the item is with someone, the new person gets it from them by a handover; if it is in storage, they take over the pickup and its reminders.

Follow the statuses

1. Each need shows one status: Not covered, To confirm, Assigned, Collected (all its units picked up), Returned or At risk.
2. An at-risk need says why: no chance to pick it up before the event, no chance to bring it back, the item is booked for another event at the same time, it can't be used, the person bringing it isn't attending, or it is with a former member.
3. Once the event is cancelled or over, its list is closed.

What the Equipment manager hears

Tounes alerts every Equipment manager at once when:

1. Someone bringing, collecting or returning gear says they won't attend an event it depends on.
2. An item on an upcoming list becomes unusable.
3. An urgent pickup or return reminder went unanswered and its window has closed.
4. There is no chance to pick an item up before the event, or to bring it back after.
5. The Director adds or changes a need.
6. Venue or hired gear is still not confirmed a few days before the event (3 by default).
7. The event moves to another venue. "The venue provides it" goes back to not covered.
8. A member who holds gear or has something to bring leaves the choir, with the list of what they hold.

An Equipment manager who makes a change is not alerted about it themselves.

When an event is cancelled, postponed or its time changes, the people bringing gear are told, and every pickup and return is worked out again. A postponed event takes its gear list along.

The alerts go to everyone whose role manages equipment. If nobody in the choir has such a role, they go to the Director and the Tenant Admins instead.

To set the reminder timings, see Keep the gear inventory.