How to track band uniforms: item type, stock and assignments in OPS
Before every parade or concert, someone has to know which uniform went to which member, what size it is and whether it has come back. OPS handles this in the Matériel tab (called Material in German) of the Inventory section. You first create a Uniforms item type with the custom fields you need, then add your stock, and finally hand items out to members with the Assign button. This guide walks through the complete setup from scratch and shows how to check who currently has a uniform.
Before you start
- Standard plan or above (organisation account)
- Administrator access to create item types
- A list of your uniform sizes and quantities ready
Steps
Open the Matériel tab
Go to Inventory in the left navigation, then click the "Matériel" tab. This is the stock and equipment section where you manage all non-instrument items.
Create the Uniforms item type
In the Matériel tab, click "Settings" (top right) to open the type configuration. Click "New type" and fill in a name (e.g. Uniforms), a short key (e.g. uniforms) and an optional emoji. Then click "Add field" to add a custom field.
Add a Size field
Set the field label to "Size", choose the type "Selection (options)" and enter your size options separated by commas (for example: XS, S, M, L, XL, XXL). Click "Create type" to save. The Uniforms type now appears in the Matériel tab.
Add your uniform stock
Back in the Matériel tab, find the Uniforms type and click "Add Item". Enter the quantity, set the size field to one of your options (e.g. M) and choose a storage location if you have one configured. Repeat for each size you stock.
Assign a uniform to a member
Click "Assign" next to the Uniforms type. Select the member from the list and set the assignment date. If you want to assign a specific size, pick the matching batch. Click "Assign" to confirm. The member's name now appears in the active assignments list.
Distribute to multiple members at once
To hand out uniforms to the whole section at once, use the "Distribute" button instead of "Assign". This opens a multi-member picker so you can create several assignments in one step.
Record a return
When a member returns their uniform, find their assignment in the active assignments list and click "Return". The return date is recorded and the item goes back into the available pool.
Check who currently has a uniform
The Uniforms type page shows all active assignments with the member's name and the assignment date. You can also look at a member's profile to see every item they currently have assigned.
Tips
- Add a second field such as "Colour" or "Condition" to the item type if your association has different uniform styles for different sections.
- If a uniform is lost or damaged beyond repair, use the "Decommission" action to remove that quantity from the stock with a note. The decommission event is recorded in the history.
- Link re-supply events to a supplier invoice in the accounting module to keep your purchasing records tidy. Open the item's details and choose the linked invoice when adding a re-supply.
Frequently asked questions
Can I track multiple uniform types (jackets, trousers, caps)?
Yes. Create one item type for each garment category. Each type can have its own fields. For example, a Jacket type might have a Size field with XS-XXL options, while a Cap type might just have a Size field with S, M, L.
What if two members need the same size at the same time?
OPS tracks stock quantities. If you have three size-M uniforms and two are already assigned, one is still available. If all are assigned, the available count shows zero. Consider keeping a small buffer stock for exactly this situation.
Can I see which uniforms have never been returned?
Yes. The active assignments list for the Uniforms type shows every member who currently has a uniform assigned. Assignments without a return date are still active.
Is there a way to print a list of current assignments?
You can export the member list (Members section, Excel export) with a custom field if you record the uniform size there. The Matériel tab does not have its own export function, but the active assignments are always visible on screen.
Can a member see what is assigned to them?
Members with access to OPS can see their own assignments on the dashboard ("My material" widget, when enabled by the administrator). Administrators and users with inventory access see the full assignments list.