When you hand a piece of equipment to someone, you record it as an issue. This creates a chain of custody — you always know who has what, when they got it, and when (or if) they brought it back.

Issuing gear

  1. Open Equipment from the menu and click the Issued Gear tab.
  2. Click Issue Gear in the header.
  3. Pick an Item from the inventory list.
  4. Enter the Quantity.
  5. Pick a Personnel from the list, or enter a name in the Issued To (Name) field if the person is not in the system.
  6. Set Issued On (defaults to today).
  7. If the item needs to come back, set Due Back.
  8. Note the Condition Out (for example, New, Good, Fair).
  9. Add any Notes.
  10. Save.

The item now appears on the employee's My Equipment page, and the available quantity in inventory drops.

Recording a return

  1. Find the row in the Issued Gear list.
  2. Click Return on that row.
  3. Set Returned On.
  4. Note the Condition In.
  5. Add any Return Notes.
  6. Save.

The item is marked as returned and the available quantity goes back up.

Overdue returns

Rows with a Due Back date in the past are automatically shown with an Overdue status badge. Use the Status filter to show only Issued, Returned, or Overdue rows, and follow up with anyone who has not returned equipment on time.

Example

A new hire, Chris, needs a set of turnout gear. On the Issued Gear tab, you click Issue Gear, pick "Turnout Coat" from the inventory, assign it to Chris, set Issued On to today, leave Due Back blank (permanent issue), and note Condition Out as "New." You repeat for "Turnout Pants." Chris sees both items on his My Equipment page. Two years later, Chris transfers to another agency and returns the gear. On each row you click Return, record the date, and note Condition In as "Good."