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.

GearLocker Overview: Organization, Teams, and Core Actions

1. Start at the organization level 0:00

• After logging in, check the top-left corner to see which organization you’re viewing.
• Example shown: GearLocker High School.
• Users with school-level access (like an Athletic Director, Assistant Athletic Director, or Administrative Assistant) can view activity across all programs under that school.
• District-level users can view multiple schools and click into each one to see the same dashboard.

2. Drill down into a specific program or team 0:52

• From the school dashboard, click into a program such as Football.
• The dashboard updates to show football-specific metrics only.
• You can continue drilling down into subgroups like Varsity Football.
• Each level shows its own overview while still fitting into the larger organization structure.

3. Understand how gear is shared across levels 1:43

• Gear can be assigned at different levels of the hierarchy.
• At the Football level, you’ll see gear shared across all football teams.
• At the Varsity Football level, you’ll see gear specific to varsity first, then shared football gear below.
• This lets you control which items are shared across teams and which are unique to a specific group.

4. Use the main navigation buttons at any level 2:20

• The same navigation buttons stay available as you move between organizations.

• They always show data for the current organization you’re in.

  Key areas include:

  • Inventory: all gear for that organization
  • Personnel: budget overview and forecasting
  • Users: users associated with that organization
  • Community Sponsors: add members/sponsors
  • Messaging: emails sent when gear is checked out, checked in, or marked missing
  • Purchase Requests: requests submitted by coaches

5. View team-specific data when inside a program 3:41

• When you switch to a program like Football, the same buttons now show football-only data.

  You can view:

  • football inventory
  • enrolled students/players
  • locks associated with that team
  • other team-specific records
• This reinforces the tiered structure: you can zoom in to a team or zoom out to the school.

6. Start a checkout for the current organization 4:11

• Use the Checkout button to begin a gear checkout for whichever organization you’re currently viewing.
• Checkout behavior is tied to the current level, so it applies to that school, team, or subgroup.
• Checkout can be turned on or off in the level’s settings.

7. Add new items, teams, students, or requests 4:35

• Use the Add button to create new records within the current organization.

  You can add:

  • a new team or organization underneath the current one
  • inventory items
  • inventory categories
  • purchase requests
  • students
• You can also pull students from the school level into a specific team.
• This is also where you can invite new students.

8. Wrap-up and next steps 4:59

• GearLocker is organized as a tiered system with school, program, and team levels.
• Most actions work the same way at every level, but the data changes based on where you are.
• For more detailed instructions, refer to the other GearLocker training videos.

Link to Loom

https://loom.com/share/9a27085bfcde461a9a31ac9b77b4c20e

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