Set Up GearCorral and Print Labels

Every uniform gets a QR label with its own code. Set that up once and the label works for the life of the uniform.

Video: Setting up GearCorral

1. Pick a sport template

Open your team’s Gear dashboard and pick your sport. Each template starts with that sport’s uniform, and you tick the extras you issue.

• Templates: football, basketball, volleyball, soccer, baseball, softball, wrestling, lacrosse, track & field and cross country.
• Football, for example, starts with helmet, shoulder pads, home and away jerseys, and game pants. Track starts with singlet and shorts, with warm-ups and a team bag as extras.
• Don’t see your sport? Pick Custom and add your own types.
• Every type is editable later in Settings.

GearCorral runs in a web browser (Safari or Chrome). There’s nothing to install.

2. Set replacement costs

Give each item type a replacement cost under Settings > Item types. That’s what shows as owed if a piece is lost, and what families see on their receipts.

Each type also has a tracking style:

• Returnable: labeled, handed back at season’s end. Uniforms and warm-ups.
• Keep: the athlete keeps it (team T-shirts). No labels, you just record who got one.
• Tracked by count: no labels. You record how many of each size you own and who has them.

3. Add your items

Go to Inventory and tap Add items.

1. Pick the item type.
2. Type how many you have of each size. Leave the rest blank.
3. Optional: a number range, like 1-40. Numbers go in size order.
4. Tap Create items.

Each item gets a 7-character code that never changes.

Already have a spreadsheet of your uniforms? Use Inventory > Import instead. Nothing is created until you confirm.

4. Add return instructions

In Settings, fill in Return instructions. For example: “Return to Coach Smith in the athletic office, Mon-Thu 3:15-4:00.”

They show on every family email and on the page anyone sees when they scan a lost uniform.

5. Add family contacts

Contacts are optional. They’re who gets receipts and reminders. Up to 3 per athlete. Three ways to add them:

• With your roster import. Add Contact Name, Email and Phone columns to the file you already import. For more than one contact, use Contact 1 Name, Contact 1 Email, Contact 2 Name and so on.
• Settings > Import contacts. A separate file with one row per contact: athlete name, contact name, relationship, email, phone. You match the columns on the next step.
• By hand on the athlete’s page.

Importing again never adds a contact twice and never overwrites what’s on file. It only fills in blanks.

6. Print labels

Go to Inventory > Print labels. Pick which items (by type, size and number, or “Not yet labeled”), then a format:

• Avery 5160 stickers: 30 per sheet. Best for bags and hard goods.
• Iron-on letter sheet: larger labels on a letter-size sheet. Print at 100%.
• DTF gang sheet: a wide PNG to send to a DTF transfer shop. Best for jerseys and warm-ups.

Not sure which to use? See How should I put QR labels on uniforms and gear?

Ordering a DTF sheet? Add spare labels to the same order. More in Spare Labels and Replacing a Worn Label.

Optional: collect sizes first

On the Gear dashboard, open Reports > Sizes needed and create a sizing link. Families open it, search for their athlete’s name and enter sizes. No account. The link works for 30 days by default. You see what you need against what’s on the shelf, by size.

Next: Hand out gear on issue day.