Configure gear eligibility and request approval

Understand the outcome

Eligibility should follow roles so access changes with responsibility.

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.

• List which roles may receive each item.
• Decide who approves.

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 1Open the item

   Edit its eligibility.

2. Step 2Choose roles

   Select eligible roles; others won’t see the item.

3. Step 3Check stock

   Confirm counts for each size.

4. Step 4Test a request

   Request as an eligible test member.

5. Step 5Review the queue

   Open Requests.

6. Step 6Approve or reject

   Approval deducts stock, records the issue, and notifies the member; rejection needs a reason.

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.

• Ineligible members can’t see the item.
• Approval updates stock and My Gear.
• The decision is recorded.

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

Eligible member can’t see it

Confirm one of their roles is eligible.

Approval failed

Stock may have run out.

Wrong size issued

Process a return and issue the right 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.