Equipment manager

The Equipment manager role is for the person who looks after the choir's gear: risers, music stands, lights, cables. It opens Manage › Equipment, and lets you look up members and events so you know who should bring what, and when. It doesn't change the members, the events, the music or the choir's settings.

Who can do it

A Tenant Admin gives the role, in Manage › Roles: open Equipment manager, then Add members. Tounes suggests an Equipment manager position too; if your choir uses it, the Tenant Admin can link it to the role so it follows the term: the role starts and ends with the position. A position on its own gives no access to the gear.

You can hold the Equipment manager role together with others, such as Member. The built-in roles can't be renamed or changed in the app; your choir may also have made its own roles, under other names.

How to

Keep the inventory

1. Open Manage › Equipment. The role doesn't see members' personal information, so Tounes doesn't ask you to confirm it's you.
2. Set up the storage places and when each can be opened: during events there, at opening hours, or any time.
3. Add each item with its home (a storage place or a person). Track it one by one, or as a count with a total.
4. Record the state of the items (new, good, needs repair, out for repair, out of commission, removed) so only usable gear goes out. See Keep the gear inventory.

Get the gear to each event

1. Open the event in the Calendar tab: its Equipment section holds the gear list. The Director says what an event needs, and you can too. You decide how each need is met: we bring it (which item, who brings it), the venue provides it, or it is hired or borrowed. See Gear for an event.
2. You see who holds what and every movement: checked out, handed to someone else, checked back in. You can record any movement yourself.
3. Tounes alerts you when an assignment is at risk, when a pickup or return is missed, and when a member who holds gear leaves the choir.

Hand over the role

1. At the end of your term, ask a Tenant Admin to give the role to the next equipment manager and take it off you, or to end your term in the Equipment manager position if it is linked to the role.