Welcome to GearLocker: Platform Overview

Welcome to GearLocker! This article walks you through a high-level tour of the platform so you know where everything lives when you first log in. Pair it with the video below for a guided walkthrough.

What You'll Learn

• How the GearLocker dashboard is structured
• The difference between the administrative (school-wide) view and the activity-level view
• Where to find inventory, personnel, budgeting, and user management tools
• How to navigate between your district, school, and individual teams or activities

The Administrative Dashboard

When you log in for the first time as an administrative user, you'll land on your main dashboard. In the video, we use a fictitious example school — Lincoln East High School — which is part of a broader district.

The administrative dashboard gives you a bird's-eye view of everything happening across your entire school or organization, including:

• Total students and personnel in the system
• Total inventory items across all sports and activities
• Total inventory value
• Items currently checked out to students (and their value)
• Missing items
• Items that need to be replaced

Getting Your Data Into GearLocker

You have a few options for loading students and personnel into the platform:

• Manual CSV upload — great for smaller rosters or one-time imports
• SIS integrations — we sync directly with Clever and ClassLink
• Registration platform integrations — we also connect with TeamSnap and other registration platforms to pull rosters and student populations automatically

Navigating the Top-Level Tabs

At the administrative level, your main navigation tabs are:

Drilling Into an Activity

One of the most powerful parts of GearLocker is the ability to zoom from the school-wide view down into any individual team or activity. Your activities can include anything from football and marching band to track and field, technology club, and more.

When you click into an activity - for example, the football team - you'll see a dashboard that mirrors the administrative view, but scoped just to that team:

• Number of people associated with the team (e.g., 110 for football)
• Total inventory items (e.g., 1,500 items)
• Total value of that inventory (e.g., ~$95,000)
• Items currently checked out
• Items missing
• Items needing replacement

The same top tabs appear here — Dashboard, Inventory, Personnel, Budget, and User Management — but everything is filtered to that specific activity. This is also where you'd grant access to coaches who should only see what's happening at the team level, rather than across the whole school.

💡 Tip: As you move from the district view down to the school view down to the activity view, the top tabs stay consistent. This keeps navigation familiar no matter how deep you are in the system.

Quick Actions From the Dashboard

From your main dashboard, you can jump directly into common tasks without digging through menus:

• Run missing reports to see what's unaccounted for
• See what needs to be replaced
• Check gear in and out to start moving through the check-in/check-out process
• Add more organizations to load additional teams
• Add inventory items
• Add students
• Access organization settings

What's Next

This was a high-level tour to help you get oriented. In upcoming support articles and videos, we'll take a closer look at each piece of the platform, including:

• Running reports
• Setting up email notifications
• Checking gear in and out to members of your organization
• Adding and managing inventory items
• And more

We're excited to have you as part of the GearLocker community. Stay tuned for the next video in the series!

Need Help?

If you have questions or run into something you can't figure out, reach out to our support team — we're happy to help.