Build the Quartermaster catalog, stock, and sizes

Understand the outcome

Members see clean catalogs only when names, sizes, and stock are consistent.

Quartermaster manages uniform and gear stock by category, item, and size. Role eligibility controls what members can see and request. Approving a request deducts stock, records the gear as issued, and notifies the member, and stock managers are alerted when a size runs low.

Before you begin

Make the decision before changing the screen. Record the current configuration when the department already uses this feature, and use a test record or test account when the change can affect active members.

• Count physical stock.
• Standardize item and size names.
• Choose low-stock thresholds.

Where to work and what access you need

Start from the portal destination named in the procedure. Administrators normally need permission to view Quartermaster plus the specific create, edit, manage, approve, report, or all-record action used by the task. Visibility alone does not grant management access.

• Browse & Request/modules/quartermaster/browse
• My Gear/modules/quartermaster/my-inventory
• Inventory/modules/quartermaster/inventory
• Requests/modules/quartermaster/requests
• Member Inventory/modules/quartermaster/members
• Event Reviews/modules/quartermaster/event-reviews
• Settings/modules/quartermaster/settings

Required foundation

• Core must be enabled and correctly configured before this workflow can operate reliably.

If your department uses custom roles, test the procedure with that role—not only with a full administrator account. This confirms the people responsible for daily operations can complete the workflow without receiving unrelated access.

Complete the task

1. Step 1Create categories

   Group items the way members think about them.

2. Step 2Create items

   Add names, descriptions, and pictures.

3. Step 3Add sizes

   Use consistent size values with SKUs.

4. Step 4Enter counts

   Record verified on-hand counts.

5. Step 5Set thresholds

   Set a low-stock threshold per size.

6. Step 6Check as a member

   Review Browse & Request from an eligible account.

Operational safeguards

Apply these module-level controls while completing the procedure. They prevent a technically saved configuration from becoming an operational or access problem later.

• Control point
  Standardize item names and sizes before entering counts.
• Control point
  Set eligibility by role rather than by person.
• Control point
  Choose realistic low-stock thresholds per size.
• Control point
  Decide who approves requests.
• Control point
  Count physical stock regularly and record adjustments with a note.
• Control point
  Use Assets for individually tracked equipment.

Verify the result

Do not consider the setup complete merely because the save action succeeded. Confirm the behavior from the user-facing or operational view, then retain evidence of the test when department policy requires it.

• Each size has one stock count.
• Names are clear.
• Low-stock status matches counts.

If any verification fails, return to the source configuration and correct it there. Do not edit a report or downstream record to conceal an incorrect setup.

Troubleshooting

The same size appears twice

Standardize the spelling.

Item visible but not requestable

Check stock and requests settings.

Too many alerts

Adjust thresholds per size.

Related Quartermaster capabilities

This task sits inside a larger module workflow. These related capabilities may affect the result or provide the next administrative step:

• Per-size stock with on-hand counts, SKUs, and low-stock thresholds
• Role eligibility applied when browsing and requesting
• Stock ledger entry for every add, subtract, adjustment, issue, and return, with who and why
• Direct issue with a stock check and member notification
• Request queue with approve, reject with a reason, and member cancellation of pending requests
• Low-stock alerts to the people who manage stock
• Event Reviews for shortages and consumption logged by supplies checklists (requires Checklists)
• Phone layouts and a Uniforms tab on each member’s profile

Use the module hub to open the dedicated procedure associated with any capability listed here.

Connected modules and downstream effects

A change here can alter what members see, what data appears in reports, or how another module completes its workflow. Review the connected areas below before making a department-wide change.

• ChecklistsApparatus, SCBA, and PPE checks with schedules and failed-item alerts.
• OnboardingVersioned programs with stages, tasks, dependencies, approvals, and progress tracking.
• AssetsCustom equipment workspaces, barcode lookup, expiration reminders, and maintenance.

After deployment, test one complete workflow from the originating module through every connected destination your department uses. Document the final configuration so another administrator can audit or reproduce it later.

Continue in Quartermaster

Return to the Quartermaster module guide for connected workflows, dependencies, portal destinations, and additional procedures.