Running Reports inside GearLocker

Reports are one of the most useful tools in GearLocker. They help you quickly see what's missing, what needs to be replaced, and what's currently checked out — both at the team level and across your entire organization. This article walks you through how to pull and export reports so you can stay on top of your inventory without chasing down coaches.

What You'll Learn

How to view inventory status from the main dashboard
How reports work at both the team level and the organization level
How to filter down to specific items (missing, needs replacement, etc.)
How to check recovered gear back in
How to export reports for use in other systems

Starting From the Dashboard

When you log in, your main dashboard gives you a high-level snapshot of what's happening across your organization. In the video, we use a demo school with:

A little over 1,800 students
Close to 6,000 inventory items
138 items checked out
19 items missing
10 items needing replacement

Those numbers on your dashboard aren't just stats — they're clickable shortcuts into the underlying reports.

Team-Level Reports vs. Organization-Level Reports

One of the most important things to understand about reports in GearLocker is that the same reporting tools are available at every level of your organization.

At the team level: A football coach, for example, logs in and sees reports scoped just to their team. If football has four missing items, they'll see exactly those four.
At the organization level: All of that team-level data rolls up automatically, so administrators can pull reports across the entire school or district without asking coaches to send anything over.

💡 Why this matters: You don't need to harass your coaches to find out what's been recovered, what's still missing, or which students need follow-up. The data is already in one place.

Pulling a Missing Items Report

Whether you're at the team level or the organization level, the process is the same:

From your dashboard, click the Missing card.
Your inventory list will filter down to show only items marked as missing.
For each item, you'll see who it was checked out to and its current status.
Click any row to open the full details of that piece of inventory.

Example: Football Team View

In the video, the football team's Missing report shows three Speedflex helmets and a pair of shoulder pads, along with the student each item is checked out to.

Example: Organization-Wide View

At the top of the organization, clicking the Missing card pulls a report across every team. In the demo, this surfaces camera equipment (likely from the Technology Club), girls wrestling singlets, volleyball jerseys, shoulder pads, the three Speedflex helmets, and other apparel spread across the school.

Checking Recovered Gear Back In

If a missing item turns up, there's no need to re-enter anything:

Open the item from the Missing report.
Click Check Back In.

That's it — the item is removed from the missing list and returned to active inventory.

Automatic Parent Notifications

One of the behind-the-scenes benefits of running missing reports is that parents are automatically notified throughout the gear lifecycle:

When gear is checked out
When gear is checked back in
When gear is marked as missing

This keeps families in the loop without adding communication work for your coaches or athletic directors, and it significantly improves recovery rates.

Pulling a "Needs Replacement" Report

Gear that's been ripped, damaged, or worn out ahead of its normal replacement cycle can be tracked separately:

From your dashboard, click the Needs Replacement card.
The list filters down to every item currently flagged for replacement.
You'll see whether each item is checked out or checked in, along with its details.

This report spans everything from camera equipment to band gear to athletic apparel — wherever replacement is needed across your organization.

Exporting Reports

Any report you pull can be exported for use outside of GearLocker:

Pull the report you want (Missing, Needs Replacement, etc.).
Click Export Inventory at the top of the screen.
The export will include whatever report you currently have filtered.

Common Use Cases for Exports

Loading missing item data into your SIS system or a payment system to recover costs from parents and students
Sharing reports with district administration
Feeding data into other inventory or finance platforms you use

💡 Tip: Exports are available at both the team level and the organization level, so you can pull exactly the slice of data you need.

What's Next

In upcoming articles and videos, we'll dive deeper into specific workflows, including:

Setting up and customizing email notifications
Checking gear in and out
Adding and managing inventory items
Managing users and permissions

Need Help?

If you have questions about reports or need help pulling a specific view, reach out to our support team — we're happy to help.