Chase Overdue Gear and Close Out the Season

Every season ends with a few uniforms that didn’t come back. Still out is where you find them, chase them, and settle what’s owed.

Video: Chasing overdue gear. Also: When an athlete leaves with gear out, Season end, Auditing the equipment room.

What’s overdue

An item is overdue the day after its due date. Overdue items show a badge like Overdue - 3 days.

Items with No due date are never overdue. If you have some, Still out shows a banner with a Set a due date button. To change dates, see Hand Out Gear on Issue Day.

Find what’s missing

Open Still out. Filter by:

• Type: just warm-up jackets, for example.
• Held by: athletes, coaches, locations or trips.
• Due: Overdue, Due in 7 days, or No due date.
• Claims: items a family says they returned. See Check Gear Back In on Return Day.

Export CSV and Print use the same filters.

Email reminders

Reminders only go out when you send them.

1. On Still out, filter to what you want to chase. Tick rows, or tick nothing to remind everyone that matches.
2. Tap Email reminders.
3. The confirm page lists each family with what’s out and when you last reminded them. Untick anyone you want to skip.
4. Tap Send.

Each contact gets one email listing what their athlete still has out and the replacement cost, plus your return instructions and an I returned something link.

• Contacts already reminded today are skipped.
• Families who said everything was returned are listed under “All claimed. Not reminded.”
• Athletes with no contact email are listed so you can add one.

An athlete leaves mid-season

When you remove an athlete who still has gear out, GearCorral stops and shows what they have and what it costs. Pick one:

• Check it in first if they already handed it back.
• Email family to send a return request.
• Mark lost to record the replacement cost as owed.
• Keep a record and remove. The gear stays on Still out under their name.

Or cancel and keep them on the roster.

Close out the season

1. Scan in everything that’s come back. See Check Gear Back In on Return Day.
2. Send a last round of reminders from Still out.
3. Mark lost what isn’t coming back: tick rows on Still out, then Mark selected lost. Each holder owes the replacement cost. A lost item can still be checked in if it turns up.
4. Print the obligations list. From Still out, tap Obligations list. It lists each athlete, the items they owe and the dollar amount: anything past due or marked lost, at replacement cost. Print it or download a CSV for the athletic office.
5. Plan next year. Reports > Replacement forecast shows what to replace by year, with quantities and cost, and your loss rate by item type.

Optional: Inventory > Audit to count what’s actually on the shelf. Nothing changes until you fix or ignore each difference.

Cross country and track share uniforms? Keep them as one team and start a new season when track begins: same gear, same labels. If you do run separate teams, you can move checked-in items between teams you coach with Inventory > Move.

Next: Spare labels and replacing a worn label.