Keep the gear inventory

Manage › Equipment holds the choir's gear: what it owns, where each item lives between gigs, its state, and who holds it right now. It also holds the storage places and the reminder timings.

Who can do it

The Equipment manager and the Tenant Admin open Manage › Equipment. Your choir may also have its own roles, under other names, that allow this. Members who bring gear never see the inventory: they see only what they bring (see Bring gear to an event).

The equipment feature must be switched on for your choir.

How to

Set up the storage places

1. In Manage › Equipment, switch to Storage and tap New storage place.
2. Pick the Venue: one of the choir's locations. A member's home is not a storage place; gear kept at home is simply held by that person.
3. Choose When it can be opened:
   • During events at this venue: gear is taken out during the last event held there before the gig, and brought back at the first one after.
   • Opening hours: add each weekly opening (day, opens, closes, as 18:00) and any Closed dates. Gear goes out during the last opening before the gig.
   • Anytime: no restriction.
4. A storage place can be deleted only when it holds no gear and is no item's home. The venue stays.

Add an item

1. Under Items, tap New item. Give it a Name ("Piano 1 (Yamaha P-125)", "XLR cables") and a Type: Keyboards and pianos, Sound, Furniture, Signage or Other.
2. Choose the Tracking: One by one for a single item, or Counted with a Quantity. Past five units, Tounes suggests a counted line. Two pianos are two lines, since they can be in different places.
3. Set its Home: a storage place, or a person who keeps it, and add Notes ("the sustain pedal is in the bench").
4. Once it is saved, open the item and tap Add a photo under Photo, so the person collecting picks the right case.
5. The list groups items by type and shows where each one is now. Search by name.

Keep the state up to date

1. Open an item and tap Edit on its State: New, Good, Needs repair, Out for repair, Out of commission or Removed.
2. On a counted line, split the units across states ("11 good, 1 needs repair").
3. Only usable units can go on an event's list. Needs repair still can, with a warning. An item on an upcoming list that becomes unusable puts that need at risk, and the other Equipment managers are alerted.
4. A line whose every unit is Removed leaves the inventory but keeps its history.

Record who holds what

1. An item shows Where it is now: each storage place or person and how many units, the Upcoming events it is booked for (tap one to open its gear list in the Calendar tab), and its History, newest first.
2. To note a move yourself, tap Record a movement. Pick the Movement (Check-out, Check-in or Handover), From and To, and the quantity, then Record. A movement you record counts at once.
3. Members record their own check-outs, check-ins and handovers from the event's You bring. Home shows what is waiting and lets them accept or decline a handover. A handover between two members counts once the receiver accepts it; until then the item shows it as waiting for confirmation.

Set the reminder timings

1. Tap the gear button at the top of Manage › Equipment: Equipment settings.
2. Reminder, in hours before (24 by default): when the person bringing gear is reminded before a pickup, a bring or a return.
3. Closing warning, in minutes (30 by default): how long before a storage place closes the urgent pickup notification goes out.
4. Confirmation check, in days before (3 by default): when venue or hired gear still not confirmed alerts you.

For the gear each event needs, see Gear for an event.