Hand Out Gear on Issue Day

Issue day is a line of athletes and one coach with a phone. Pick the athlete, scan each label, tap Done. Next athlete.

Video: Handing out gear on issue day. Also: Pre-bagging, Letting a volunteer help, Returns and size swaps.

Before: pre-bag uniforms (optional)

The night before, put each athlete’s uniform in a bag so issue day is one tap per athlete.

1. Tap Scan and pick the Stage tab.
2. Pick the athlete, then scan each item into their bag.
3. Nothing is checked out yet, and no receipt is made. Staged items just aren’t available to anyone else.

See every bag under Inventory > Staged bags. From there you can print a bag list, remove an item, or unstage a bag.

Counted items (socks, for example) don’t go in bags. Hand those out separately.

Hand out gear

1. Tap Scan. Pick the Issue tab.
2. Pick the athlete. Search the roster by name.
3. Scan each label. Or type the 7-character code if the camera won’t read it.
4. Check the due date. It starts at your team default (set in Settings). Change it, or clear it for No due date.
5. Tap Done. The camera stays on for the next athlete.

If the athlete has a staged bag, their card shows Staged bag with a Hand over button. One tap hands out everything in it. You can still scan more items, or take one out before you tap.

After Done you’ll see “Receipt added to the send list.” Nothing goes to families yet. Receipts wait on the Family emails page until you send them. See Send Family Gear Emails.

Wrong size

• Before Done: tap Swap size on the row and pick the size you need. The scanner asks you to scan any item in that size to replace it, and tells you how many are on the shelf. Grab any one and scan it. Done stays blocked until you do. Changed your mind? Tap Keep the M (it names the original size) to put it back.
• Later (it didn’t fit at practice): use the Swap tab. Scan the old item, then tap the size you need. Grab any one and scan it. The due date carries over.

Only a coach can trade sizes between two athletes.

Let a volunteer help

A parent or assistant can scan on their own phone. No account needed.

1. Go to Settings > Volunteer links and create a link.
2. Enter their name (it shows in the scan history), pick what they can do, and how long it lasts: 1, 6, 12 or 24 hours. A link never lasts longer than a day.
   • Issue: hand gear out and swap sizes from the shelf.
   • Return: check gear back in.
   • Stage: scan items into athletes’ bags before issue day. Off unless you tick it.
3. Show them the QR code or send the link. It’s shown once, and it works on the first phone that opens it.

Volunteers see athlete names and how many items each athlete has out. They don’t see costs, family contacts or emails. Their hand-outs get your team default due date. You can revoke a link any time from the same page.

Bad signal? Keep scanning

The scanner saves scans on the phone and sends them when signal comes back. Open the scanner once while you’re online so it has a copy of the roster. Offline it says “Offline. Roster from 10:42 AM.” Scans need to reach the server within 48 hours. More in Does GearCorral work without cell signal?

Change a due date later

Athletes still competing at state? Push the date.

• Still out: tick rows, then Change due date.
• An athlete’s gear page: tick items, then Change due date.
• An item’s page: Change next to the due date.

Pick a date or No due date, and add a note if you want (“Still competing through state”). Items with no due date are never overdue.

Hand out one item without the scanner

One late athlete, one spare singlet. Skip the scanner and do it from the item’s page.

1. Open Inventory and tap the item, like Singlet #12 M.
2. Tap Hand out and type the athlete’s name. Pick them from the list. Each name shows how many items that athlete has out or overdue.
3. Check the line that says who it’s going to and when it’s due. Tap change to pick another date or No due date.
4. Tap Hand out. If the athlete already has a singlet out in another size, the page asks before it goes through.

Undo: the page says who has it now, with an Undo button. Only the coach who did it can use it, within 10 minutes, and only if nothing has happened to the item since.

Lost, retired and keep items can’t be handed out from the page. For a lost one, tap Found it first. To give an item to a coach or a location, use the scanner.

Next: Check gear back in on return day.