Manage club equipment

Equipment inventory

1. From Operations, click Sales & Equipment.
2. Click "Add Equipment".
3. Fill in:

   • Name (e.g. "Home jersey U13", "FIFA Approved ball").
   • Type (jersey, shorts, socks, belt, shin guards, gloves, bag, ball, training bib, shoes or other).
   • Quantity in stock.
   • Condition (new, good, fair, poor, damaged).
4. The item appears in the inventory and can be distributed to members.

Per-member distributions

A distribution assigns part of your stock to a member. Example: "1 home jersey + 1 shorts + 1 pair of socks" to Tom for the season.

1. Open the inventory, click the relevant item.
2. Click "Distribute", pick the contact, set the quantity.
3. Distributed quantity is deducted from available stock automatically.
4. On each member's profile, the "Equipment" section lists everything they've received, handy at end-of-season for returns.

Propose an article at registration

You can offer a few articles right in the registration form, paid together with the fee: the parent registering their child adds the jersey or gi to the same payment.

1. On the article, give it a selling price, then tick "Propose at registration".
2. It appears in an "Equipment (optional)" section of the public form; the member picks the quantity. Nothing shows until you tick at least one article.
3. The price shown is the price the member pays; the sale is recorded as a distribution to settle, included in the registration payment.

Sizes tip: create one article per size ("Gi 120 cm", "Gi 140 cm") and propose them all; the parent picks the right line. See the registration journey.

Condition and maintenance

• Each item shows its condition (badge) in the list, useful for budgeting next season.
• A distribution can be returned (item handed back at season end) or marked lost. Returns add back to available stock.

Expiry dates (safety material)

Ropes, harnesses, helmets… safety material carries a manufacturer retirement date. Set it on the item's record (the "Expiry / retirement date" field; leave it empty for jerseys and balls).

• The list and the item page show a "Due soon" badge (under 30 days), then "Past due date".
• The club is alerted 30, 14 and 7 days before the date, then on the day itself: a notification for the staff and a summary email to the club's address.
• Paak flags; it never archives an item on its own: withdrawing or retiring safety equipment stays your decision, per the manufacturer's and your federation's guidance.

FAQ