Welcome to GearLocker: Setting up your Organization
Welcome to GearLocker! In this article, we’ll walk through how to set up your organization structure inside the platform. This includes adding your schools and building out the teams or activities within each one. Pair this with the video above for a step-by-step walkthrough.
What You’ll Learn
- How to create schools under your district or parent organization
- How to add teams or activities within each school
- How to configure equipment checkout timelines
- How to navigate between district, school, and team levels
- How to customize organizations with images
Starting at the District or Parent Organization Level
When you first log in, you’ll land at your top-level organization — typically your school district or parent organization. You’ll see this in the top left corner of your screen.
From here, you can begin building out your structure by adding individual schools underneath your district.
To get started, click the plus (+) icon in the top right corner and select Add Organization.
Adding a School / Child Org.
When creating a new organization at this level, you’ll typically be adding a school.
You’ll fill out a few key fields:
- Organization Name (ex: Eden Hall Academy)
- Type (ex: High School)
- Equipment Settings
If your school issues equipment, you can toggle this on. For most schools, selecting Year Round works well, especially if multiple programs are sharing inventory throughout the year.
Once everything is filled out, click Create.
You can repeat this process to add as many schools as needed under your district.
Editing and Customizing a School
After creating a school, you can click into it to access its dashboard.
From here, you can:
- View high-level organization data
- Edit the organization settings
- Upload a custom image or logo
To add a logo, click the edit icon in the top right, upload your image, and click Save. This helps visually distinguish schools as you navigate the platform.
Adding Teams or Activities
Once inside a school, you can begin adding teams, sports, or other activities.
Click the plus (+) icon again and select Add Organization.
This time, you’ll set the Type to Team (or activity), and fill out:
- Team Name (ex: Eden Hall Hockey)
- Equipment Settings
- Checkout Date
- Check-in Date
- Season Type (Fall, Winter, Spring, etc.)
Setting checkout and check-in dates is especially helpful for managing gear distribution and automated reminders.
Click Create when finished.
Building Out Your Full Structure
You can repeat this process to add as many teams or activities as needed within each school.
For example:
- Football
- Soccer
- Track & Field
- Marching Band
- Technology Club
Each team will have its own dashboard, where you’ll eventually manage:
- Inventory
- Personnel
- Equipment check-in/check-out
Navigating Between Levels
GearLocker is designed to let you easily move between levels:
- District / Parent Organization → Schools → Teams
You can click in and out of each level at any time, and the structure will always remain consistent. This makes it easy to manage everything from a high-level view or drill down into a specific team.
💡 Tip: Take a few extra minutes to set up your organization structure correctly at the beginning. A clean structure makes inventory tracking, reporting, and budgeting much easier down the road.
What’s Next
Now that your organization structure is set up, the next step is to start adding inventory and assigning gear to teams and students.
In upcoming articles and videos, we’ll cover:
- Adding and managing inventory
- Assigning gear to students
- Running reports and tracking missing items
- Setting up notifications
Need Help?
If you have questions or run into anything along the way, reach out to our support team — we’re happy to help.