Stock & equipment
Uniform management and stock tracking for wind bands and orchestras
Whether you are handing out uniforms before a parade, lending music stands for a concert or tracking any other shared equipment, OPS keeps a running tally of every item, every assignment and every return. The Matériel tab (called Material in German) in the Inventory section lets you define your own item types with their own custom fields — so a uniform type can have a size field, a colour field, or anything else your group needs.
Define your item types and add stock
Go to Inventory, then the Matériel tab. Under Settings you create item types: give each a name, a short key and an emoji, then add whatever custom fields you need. Text, number, yes/no and selection (dropdown) fields are all available. Two item types — Music Stands and Sound Protections — are built in; everything else you define yourself. For uniforms, for example, you would create an item type called "Uniforms" and add a "Size" field of type selection with the options XS, S, M, L, XL.
Once the types are set up, click "Add Item" to record each batch of stock: quantity, location and any custom field values. Locations are managed in the Settings panel and can represent a storage room, a closet or any physical space in your building. The stock page shows how many items of each type are on hand, how many are allocated, and the maximum still available.
Assign items to members and take them back
To hand a uniform or a stand to a member, press "Assign" next to the item type, choose the member and set the assignment date. If a batch with specific field values (for example a size M uniform) is available, you can pick it directly; otherwise the system assigns from the general pool. A member who already has an active assignment for that type can have it returned and replaced in one step using "Return existing & re-assign".
When an item is returned, click "Return" on the active assignment. The return date is recorded and the item goes back into the available pool. The assignment history — including who had what and when — is always visible per item or per member. Decommissioning lets you write off broken or lost items with a reason (Broken, Lost or Other), keeping your counts accurate.
Re-supply and location tracking
When new stock arrives, open the item's detail page and click "Re-supply". Enter the quantity received and the date; the system adds it to the current count and logs the restocking event. You can link the re-supply to a supplier invoice in the accounting module to keep purchasing records clean.
Storage locations give every item a home. Define locations once in Settings, then assign each batch to a location when you add it. The locations list for a type shows how many items are stored where, making stocktaking straightforward. The Matériel tab is accessible to anyone with Inventory access on the Standard plan; item types and locations are managed by an administrator.
What the stock and equipment module covers
Custom item types
Define any item type you need — uniforms, stands, cases, flags — with their own fields (size, colour, model, and more).
Assign to members
Hand out items to members with a date and optional details. One-step return and re-assign for members who are swapping items.
Stock levels and locations
See at a glance how many items are on hand, allocated, and still available. Assign batches to named storage locations.
Re-supply and write-offs
Log incoming stock and link it to a supplier invoice. Write off broken or lost items with a reason so counts stay accurate.
Assignment history
Every assignment and return is logged with a date. See the full history per item type or look up what any member currently has.
Distribute in bulk
Use the Distribute action to hand out the same item type to multiple members at once — useful at the start of a season.
Why bands track uniforms and equipment in OPS
- One place for all shared equipment — uniforms, stands, cases and anything else you define
- Custom fields mean the size field on a uniform type is just as easy to add as any other field
- Assignment history shows every member who ever held an item, with dates
- Re-supply and write-off features keep stock counts accurate over time
- Location tracking makes stocktaking straightforward
- Included in the Standard plan — no separate module to purchase
Step-by-step tutorials
Frequently asked questions
Is there a dedicated uniforms module?
OPS does not have a separate uniforms module. Uniforms are managed as an item type in the Matériel tab of the Inventory section. You define a "Uniforms" item type with a "Size" field and any other fields you need, then manage stock and assignments from there.
How do I track uniform sizes?
When you create the Uniforms item type in the Settings panel, add a field of type "Selection" with the size options your organisation uses (XS, S, M, L, XL or any other values). From then on, every batch of uniforms carries its size, and you can assign the right size to each member.
Which plan includes stock and equipment tracking?
The Matériel tab is included in the Standard plan for organisations (from €20 per month), which also covers instruments, imports and custom fields.
Can I hand out items to multiple members at once?
Yes. The Distribute action on an item type lets you create assignments for several members in one step — useful at the start of a season when you distribute uniforms to the whole band.
What happens when an item is damaged or lost?
Use the Decommission action to write off a quantity of items with a reason: Broken, Lost or Other. The written-off quantity is subtracted from the available count and the event is recorded in the history.
Can I link a uniform purchase to an invoice?
Yes. When you log a re-supply, you can link it to a supplier invoice in the accounting module. This keeps your purchasing records tidy and connects the physical stock movement to the financial record.