Inventory

Inventory is where a commissioner keeps track of equipment, bags and uniforms for the season: what is on the shelf, what has gone out to each coach, what to order, and what has come back. Open it from Inventory in the main menu. It is for commissioners only, and it follows the season you have selected. On an archived season you can read, download and print, but not change anything.

Inventory has two tabs and a link:

• Teams (the default): find a team, hand over its bag and uniforms, and take the bag back.
• Shelf: what is on the shelf, what is out on its own, and the shelf count.
• Setup: opens Settings, Equipment, Inventory setup, where you set up items, bag contents and returns once a season.

The More menu at the top right holds Print all packing lists and Return day. On the Shelf tab it also holds Add stock and Order sheet.

Find a team

What this is for: getting to one team's page quickly.

1. Open Inventory. It opens on Teams.
2. Type in Find a team or coach. You can search by team name, head coach or assistant.
3. Or open a division to see its teams. Each division shows how many bags are out and how many kids have everything.
4. Tap a team to open its page.

What to expect: each team shows one status: Not out, Handing out or Done. Teams you opened lately show under Recent. Going back keeps your search.

Hand a team its bag and uniforms

What this is for: recording which coach has a team's bag and uniforms.

1. Open the team's page. It shows the bag contents, the uniforms with how many sizes are on file, the kids, and the packing list.
2. To see exactly what goes in the bag, tap Packing list. It changes nothing, so it also works on an archived season.
3. Tap Hand over the bag.
4. Under Given to, pick the coach taking it. The head coach is picked by default.
5. Leave Include the uniforms ticked if the uniforms go out with the bag. Untick it if not.
6. Tick Confirmed by coach if the coach has said they have the uniforms.
7. Tap Hand over the bag to finish.

What to expect:

• A message confirms the handover, with Undo. The items come off the shelf count.
• The team page then offers Next coach, which takes you back to the search, ready to type the next team.
• If the shelf is short of something, the page lists what is short ("Short on the shelf") and the button reads Hand over what's on the shelf.
• If nothing in the bag is on the shelf, the button is off and the page says "Nothing on the shelf for this bag. Count the shelf or add stock first."

Handed over by mistake: tap Undo in the message. Later, while the bag is still out, open More on the team page and tap Undo hand-over. A bag marked during Catch up was never handed over here, so it has no Undo; see Catch up mid-season.

Uniforms on their own: if the uniforms go out separately, tap Hand over uniforms on the team page (or in More when the bag is already out), pick who took them, and tap Hand over the uniforms.

Take a bag back

What this is for: checking one team's bag back in.

1. Open the team's page and tap Take the bag back.
2. Every counted item starts as all back. Tap minus for anything that did not come back, or tap the number to type it.
3. If something came back damaged, tap Mark something damaged and set how many.
4. Tap Mark the bag back.

What to expect: anything short is marked missing and stays open against the coach until it turns up. The bag then shows Back, or Items missing. Missing items show on the Shelf tab under Out, not in a bag. Tap one to check it in when it comes back.

A returning coach keeping the bag: tap Coach is keeping it instead. That is not counted as missing. The bag shows Kept, and next season Kept from last season. A coach who kept a bag but is not on a team yet is listed on Teams under Kept, coach not returning yet, so you can follow up.

At the end of the season, Return day takes every bag back from one list instead of team by team.

Return day

What this is for: taking back every team's bag at the end of the season, from one list.

1. Open Inventory, tap More, then Return day.
2. The list shows every bag handed out this season, with the team and its coach, and a count at the top such as "6 bags still out".
3. For each bag that is still out, tap one of:
   • Back: the whole bag came back. Everything in it goes back on the shelf.
   • Keeping: the coach is keeping it over the off-season. Nothing goes back on the shelf, and it is not counted as missing. Tap Not keeping to change your mind.
   • Missing stuff: some items did not come back, or came back damaged. Enter the counts and tap Mark the bag back. Missing items stay open against the team, and you check them in on the Shelf tab when they turn up.
4. When the count reads "Every bag is handled", you are done.

Everything came back at once: tap Everything's back, then Mark 6 bags back (the number matches the bags still out). Every bag still out goes back on the shelf with its full contents. Bags marked Keeping, and bags already taken back, are left alone. Because nothing was counted bag by bag, the screen then offers Count the shelf. Count what is really there, so the shelf totals match.

Good to know:

• Only bags handed out this season are listed. A bag still out from an earlier season does not show here.
• On an archived season the list is read-only.

Catch up mid-season

What this is for: marking teams that already have their bags and uniforms, when the season started before Inventory was set up.

1. Open Inventory, Teams. Tap Catch up on the "Gear already handed out?" card.
2. Tick the teams that already have their bag and uniforms. Whole division ticks or unticks a division at once.
3. Tap Review to see what will change. Nothing changes until you confirm.
4. Tap Mark to confirm.

What to expect: those teams' bags and uniforms are marked handed out, and every kid on them is marked as having a jersey and shorts. The first time you do this in a season, shelf counts are set to 0. If you already entered counts, the summary says they will be replaced. The message afterwards offers Count the shelf now.

A team can't be marked: it has no coach or assistant on Roster yet, or its division has no bag contents. Add them, then run it again. Running it again never changes teams already marked.

A team never had its bag: open the team's page, tap More, then Wasn't actually out, then Remove the bag. Nothing is added to the shelf. If the bag did come back, use Take the bag back instead.

Count the shelf and add stock

What this is for: keeping the shelf numbers right.

1. Open Inventory, Shelf. Each item shows how many are on the shelf and how many are out. Low means it is at or below its low-stock line. Check means damaged plus lost items are over its damage and loss line.
2. Tap Count shelf. Type what is there now for each item. Every field needs a number, so enter 0 if there are none. Bags that are out are not counted here.
3. Changed counts show what they were before. Tap Save. The button shows how many counts changed, such as Save 3 counts.

What to expect: a message confirms the counts, with Undo to put the old counts back.

New stock: open More, tap Add stock, pick the item (or A new item…), enter how many came in, and tap Add.

Something handed out on its own, not in a bag: tap + Check out an item, pick the item, how many, and a team or a coach, then tap Check out. It shows under Out, not in a bag. When it comes back, tap it and choose Fine, Damaged or Lost, then tap Check in.

Set up items, bags and returns

What this is for: the once-a-season setup. Tap Setup on Inventory, or open Settings, Equipment, Inventory setup.

1. Items: the equipment you keep, with an optional low-stock line and damage and loss line for each.
2. Bag contents: pick a division and tap Add to bag. Each line is Per bag (a fixed number) or Per player (counted against the team's real roster). To save typing, tap Start from GORC's usual bag. It never overwrites a line you already set. Copy from… copies another division's bag and shows what will change before it copies. A message afterwards offers Undo.
3. Returns: choose Flexible (only items marked Count are checked when a bag comes back) or Count everything.

What to expect: a team with no players yet has an empty bag, because per-player lines count players. Assign players first.

Order from the order sheet

What this is for: the pre-season order. Open Inventory, Shelf, then More, Order sheet.

1. Switch between Uniforms and Equipment.
2. For uniforms, choose the Items (Jersey, Shorts, Socks) and Who: All teams, Teams or Players. The last two are for a spot reorder: tick the teams, or type at least two letters of a player's name and tap the match.
3. Under each team, choose its uniform color, or pick Other… and type a color name.
4. Sock sizes come from each player's jersey size. Open Sock sizes under a division to see or change them. Back to standard sizes restores them.
5. For equipment, the table shows what the bags that have not gone out yet need, plus spares, what you have, and the amount to Order. Untick a line to leave it out, or change the number. All lines and No lines switch every line at once.
6. Tap Print, or Download CSV for whichever order is showing. The CSV opens in Excel or Sheets.

What to expect:

• A player with no jersey size is listed on their team under SIZE MISSING until a size is entered. They are never dropped from the order.
• The items, who-to-include and Order choices are only for the view you are looking at. A fresh visit starts from the full order.
• With no bag contents set up yet, the equipment order says "Nothing to order".

Send a team its handout link

What this is for: letting a coach mark each player's jersey and shorts as received, from a phone, with no account.

1. Open the team's page. Under Handout link, tap Make handout link.
2. The link is copied for you and shown once. Send it to the coach. If it did not copy, tap in the box to select it and copy it by hand.
3. The row shows when the link works until. A link works through the last day of the season. If the season has no end date it lasts 120 days, and a newly made link always lasts at least a week.
4. To replace a link, tap Make a new link. The old one stops working at once. To stop a link without making a new one, tap Turn link off.

What the coach sees: the team name, a count such as "3 of 11 received", and tabs for Jerseys and Shorts. Players are grouped by size. The coach taps Mark received next to a player, and taps again to undo. A player with no size on file is grouped on their own with a note to check with the parent before handing anything out.

What you see: the same marks, live, on the team page: the Kids row shows how many have everything. Every live link is listed in Settings, Equipment, Handout and team links.

Coach confirmation

At the bottom of the handout page, the coach can tap I received my team's bag and uniforms. It is optional. After it is tapped, the page thanks them, and the team page shows "confirmed by coach" on the Uniforms row. A confirmation does not mark anything as handed out by itself. You still hand over the bag and uniforms yourself. You can also tick or untick Confirmed by coach on the team page.

If something looks wrong

• "Inventory is updating." The inventory tables are not ready yet. Bags, handoffs and the order sheet come back as soon as the update finishes. Refresh in a minute.
• A player shows under SIZE MISSING. Their jersey size is not on file. Add the size to the player's registration, and the order sheet and packing list pick it up.
• A coach says the link does not open. The page says "This handout link has expired" when a link is off, replaced or past its date. Make a new link and send it. Anything the coach already marked received is saved.
• A coach tapped a player by mistake. Tap the player again, or tap Undo in the message that appears.
• A coach sees "Too many taps at once." Ask them to wait a minute and try again.
• A team page says "This team has no players yet, so its bag is empty." Assign players to the team first.
• A team page says "No bag contents set up". Set up the division's bag in Inventory setup, Bag contents.
• Taking a bag back says "Nothing in this bag is counted on return". Returns is set to Flexible and no item in the bag is marked Count. Change it in Inventory setup, Returns.
• Items are still out after a bag came back. Check them in on the Shelf tab under Out, not in a bag when they turn up.
• Hand over the bag is not showing. Bags are only handed over on the current season. An archived season is read-only.