Members
Equipment
Plenty of clubs give a new member something on the way in: a club t-shirt, a white belt, a pair of gloves. Two things need recording -- which size and that it went out. That is what the Equipment tab on a member's profile is for.
Turn it on first
The tab only appears once Hand equipment to members is switched on in Shop settings. While it is off, the topic stays invisible throughout the app.
Open a member under Members and switch to the Equipment tab.
Sizes
At the top sit this member's sizes -- one picker per attribute you marked as a member size in Shop settings. Pick a size and it is saved; underneath, the tab tells you when it was last recorded.
Only the scales that fit this member are offered: a child gets the kids' gi sizes, an adult the adult ones. The member type comes from their plan, falling back to their age.
The same pickers also sit on the member's Profile tab, so you do not have to switch over here just to record a size. If your club has no member sizes defined yet, the section stays empty in both places.
The newest information wins. Whether your team types a size in here or it comes out of a handover -- both write the same size, and the later one counts.
| Situation | Result |
|---|---|
| No size known, the member is handed an L | size = L |
| A size is known, a later handover differs | the later one wins |
| Your team corrects it by hand | that value stands, until the next thing happens |
A member can have a size without ever having received anything -- asked at intake, typed into the profile, carried over from an import. That is exactly what makes "how many A2 gis do we need?" answerable before anything has gone out.
Given out
Below that is what this member has received -- one entry per item, with the size, the reason, the date and who handed it over.
Every entry carries one of three states:
| Status | Meaning | Stock |
|---|---|---|
| Owed | The club still owes the item -- it has to be ordered first, or the member says they never got it. | untouched |
| Given | The item went out. | one unit off |
| Returned | The item came back to the club. | one unit on |
While an entry is Owed, Mark as given hands it over -- and that is the moment the unit leaves stock. An item already given offers Take back instead, which puts it back into stock.
If the member confirmed receipt themselves while signing, that is noted on the entry with its date.
Recording a handover by hand
Record handover logs something that went over the counter outside a signing:
| Field | Description |
|---|---|
| Item | The list holds whatever you flagged as Handed out at signing under Products. |
| Size | The variant going out. If the product comes in a member size, the member's known size is suggested -- and whatever you pick here becomes their size from now on. |
| Quantity | How many units. |
| Why | Included in the contract or Gift. |
| Handed over now | On when the item is going out right now. Off when it still has to be ordered -- it is then recorded as Owed and only leaves stock when you actually hand it over. |
| Notes | Free text for anything that fits nowhere else. |
Handing over is not selling
Nothing on this tab is charged: no invoice, no transaction, no price. If you sell a member something, that belongs in Orders. When the item sold is also flagged as Handed out at signing, the sale creates an entry here marked Sold in the shop -- so the club learns the size without anyone typing it twice, and without stock moving twice.
Equipment at signing
With the switch on, every route a contract is signed through gains an Equipment step:
- the Create member wizard in the app,
- signing up at the kiosk (Station).
Converting a lead into a member gets the same thing as a section inside the form.
The step lists the products flagged Handed out at signing that match this member's type. Tick what goes with them, pick the size -- the known size is preselected when the club has met this person before -- and set the quantity.
Everything ticked in this step counts as given and leaves stock -- the step does not ask whether the member actually walked out with the item. If a size is out of stock it says so; you can still hand one over.
To record something as owed because it has to be ordered first, use Record handover on the Equipment tab and leave Handed over now switched off.
What the member says about it
The club ticking "handed over" is the club's word for it. When the member signs the contract in the portal, they are asked about each item themselves: Received or Not received. Every line has to be answered -- without an answer the signature does not go through.
- Received records the confirmation with its date on the entry.
- Not received puts the entry back to Owed and the unit back into stock. It is not a dead end: the signature goes through, and the item reappears on your list.
None of this reaches the contract PDF -- the record is the entry here.
What is still owed
Everything sitting at Owed collects on the Orders page in the Still owed card -- member and item, linked straight to that member's Equipment tab. That gives you one place to look when a delivery arrives and you need to know who is waiting on what.
An item gets there two ways: you recorded it with Handed over now switched off, or the member answered Not received while signing.