Equipment & Gear Management — GoClubPro

Training Module 78 | Tracking Club Equipment, Recording Purchases, and Managing Gear

---

What This Guide Covers

Every club owns equipment — balls, training cones, bibs, first aid kits, jerseys, goal posts, timing equipment, scoreboards. GoClubPro doesn't have a dedicated equipment inventory module, but it does support the financial side (recording purchases and expenses) and the communication side (managing gear distribution via Noticeboard). This guide covers the practical workflow for equipment management using existing platform tools alongside simple external tracking.

Primary audience: Club Admins, Treasurers, Equipment Officers (if you have one), Coaches Also useful for: Committee members responsible for equipment budgets

---

SECTION 1: WHAT NEEDS TO BE TRACKED

Types of Club Equipment

---

The Equipment Register

Maintain an external equipment register (Google Sheets):

Share this register with: Equipment Officer, Coach, Treasurer (for budget reference)

---

SECTION 2: RECORDING EQUIPMENT PURCHASES IN GOCLUBPRO

Every Equipment Purchase Is a Club Expense

When the club buys equipment:

1. Treasurer → Accounting → Add Manual Entry
2. Type: Expense
3. Description: "[Item name] — [Qty] — [Supplier]" (e.g., "Match Balls × 4 — Rebel Sport")
4. Amount: Total purchase amount (inc. GST if applicable)
5. Date: Purchase date
6. Save

Categories for clean reporting: Use consistent prefixes in descriptions so you can filter at AGM time:

• "Equipment — Match:" (e.g., "Equipment — Match: Footballs × 5")
• "Equipment — Training:" (e.g., "Equipment — Training: Cones × 20")
• "Equipment — First Aid:" (e.g., "Equipment — First Aid: Kit restock")
• "Equipment — Uniform:" (e.g., "Equipment — Uniform: Jerseys × 10 — Grade A")
• "Equipment — Ground:" (e.g., "Equipment — Ground: Boundary flags")

This discipline lets you filter your Accounting export at AGM to show total equipment spend per category.

---

Equipment Expense Claims

If a coach or committee member purchases equipment on behalf of the club and is reimbursed:

Expense Claims module (if enabled):

1. The purchaser submits an Expense Claim: Expense Claims → New Claim → upload receipt → amount
2. Category: Equipment (or most appropriate category)
3. Treasurer approves → reimbursement processed

Without Expense Claims module:

1. Member submits receipt to Treasurer externally (email/in person)
2. Treasurer → Accounting → Add Manual Entry → Expense → "Reimbursement — Equipment — [Member] — [Item]" → amount
3. Transfer reimbursement from club bank account

---

SECTION 3: JERSEY AND UNIFORM MANAGEMENT

Club-Owned Jerseys (Returned Each Season)

Many clubs issue numbered jerseys each season and collect them at season end:

Tracking in GoClubPro:

• Admin Panel → Members → member Notes field: "Jersey #[X] issued [Date]"
• At season end: update note to "Jersey #[X] returned [Date]" or "Jersey #[X] — NOT returned"

External jersey register (Google Sheets — more practical for large squads):

End of season jersey collection:

Noticeboard post (2 weeks before season end):

"Jersey Return — Season [Year]

Please return your numbered jersey at the final home game or presentation night. Jerseys not returned by [Date] will result in a $[X] replacement charge to your account.

Thank you for looking after club property!"

For unreturned jerseys: Treasurer → Accounting → Manual Entry → "Jersey replacement charge — #[X] — [Member] — unreturned"

---

Member-Owned Jerseys (Purchased Each Season)

Some clubs sell jerseys to members:

Process:

1. Jersey cost included in registration fee (simplest — no separate tracking needed)
2. OR: separate jersey purchase option in Payments

If sold separately: Treasurer → Accounting → record the income when jersey fees are received (separate from registration and match fees).

---

SECTION 4: FIRST AID EQUIPMENT

First Aid Is Not Optional

Every club should have:

• At least one first aid kit at every home game (and strongly recommended for away games)
• At least one person present with a current first aid certificate (per team, ideally)
• Ice packs or cold therapy available
• An emergency contact protocol

AED (Automated External Defibrillator): If your club has an AED:

• Monthly visual inspection (check light status, expiry dates on pads)
• Annual service (professional inspection)
• All coaches and committee should know where it is and have basic AED training

Tracking in GoClubPro: Record annual AED service as an expense: "Equipment — First Aid: AED Annual Service — [Provider] — $[X]"

---

First Aid Kit Restock

A first aid kit should be restocked after any use. At minimum, check contents:

• Start of each season
• After any match where the kit was opened
• Mid-season (end of July/August for winter sport)

Restock process:

1. Equipment Officer checks the kit
2. Orders replacement supplies
3. Receipt → Expense Claim or Treasurer Manual Entry: "Equipment — First Aid: Kit restock"

---

SECTION 5: COMMUNICATING ABOUT GEAR

Noticeboard for Equipment Coordination

The Noticeboard is useful for gear-related club communications:

"Gear left behind" posts (common):

"Match balls and [X] bibs were left at [Venue] after Round [X]. Collected and in the gear shed. Coaches — please collect before next training."

Working bee / maintenance posts:

"Working Bee — Saturday [Date] 9am. We'll be sorting and inventorying the gear shed, patching nets, and line marking. Come and help — sausage sizzle provided! RSVP in the comments."

Jersey reminder posts:

See the jersey return post above.

Missing gear appeal:

"We're missing 3 yellow training bibs. If you've taken them home accidentally, please return to [Coach] at training this week. Thanks!"

---

Gear Allocation Per Team

For clubs with multiple grades and a shared gear shed, gear allocation can become a source of conflict. A simple allocation policy:

Post to Noticeboard at season start:

"Gear Allocation — [Season]

A Grade: Match balls (#1–3) · 10 yellow bibs · Portable first aid kit A B Grade: Match balls (#4–6) · 10 blue bibs · Portable first aid kit B Under 18: Training balls (#7–9) · 10 red bibs · Shared first aid kit

Please label your grade's gear and return to the allocated section in the shed after each use.

Any gear issues: contact [Equipment Officer] at [contact]."

---

VISUAL: Equipment Management Flow

EQUIPMENT PURCHASED
 │
 ▼
Treasurer → Accounting → Expense entry
"Equipment — [Category]: [Item]"
 │
 ▼
Physical item → Equipment Register (Google Sheets)
 │
 ▼
Issued to teams/coaches → Noticeboard allocation post
 │
 ▼
IN-SEASON: Noticeboard for missing gear / working bees
 │
 ▼
END OF SEASON
Jersey collection → Update register → Charge unreturned jerseys
First aid restock → Expense entry
Equipment audit → Update register → Dispose of condemned items
 │
 ▼
AGM: Equipment expenses visible in Accounting export

---

TOOLTIPS & HINTS

• Equipment register in Google Sheets — the platform doesn't track inventory; an external register is essential
• Consistent expense description prefixes — "Equipment — Match:", "Equipment — Training:" etc. make AGM reporting clean
• Jersey register tracks numbers — vital when chasing unreturned jerseys; impossible to chase without a record of who has what
• First aid restock is non-negotiable — a depleted kit at a serious injury is a duty of care failure
• Noticeboard for gear communication — works well for lost gear appeals and working bee announcements

---

FAQ

Q: A coach claims they returned all their gear but the gear shed shows equipment missing. How do we resolve this? A: The external register (signed return entry) is the evidence. If no return was signed/recorded: the responsibility remains with the coach. This is why the register matters — a handshake handover with no record leaves disputes unresolvable.

Q: Club jerseys are getting old and we need to replace them. How do we record this? A: Treasurer → Accounting → Expense → "Equipment — Uniform: Jersey replacement — Grade A — 20 jerseys — [Supplier]". Include the full cost including embroidery/printing. Budget this annually; replacement cycles of 3–4 years are typical for community sport jerseys.

Q: A member damaged club equipment. Can we charge them for it? A: Depends on whether the damage was accidental or deliberate and your club's policy. For deliberate damage: yes, committee can levy a replacement charge (Treasurer → Accounting → Manual Entry — the same as an unreturned jersey charge). For accidental: committee decision; typically covered by club insurance if significant.

Q: Where does the first aid kit go for away games? A: The Team Manager or Coach is responsible for ensuring a first aid kit travels to all away games. A dedicated "Away Bag" (a separate kit that lives in the Team Manager's car rather than the gear shed) is the most practical solution for regular away games.

---

COMMON MISTAKES

---

SHORT ONBOARDING SCRIPT

"Equipment management has three parts: track it externally (Google Sheets register), record purchases in GoClubPro Accounting (Expense entries with consistent prefixes), and communicate via Noticeboard (allocation, working bees, missing gear). Jersey management needs a numbered register so you can chase unreturned items at season end. First aid kits must be restocked after every use — this is a duty of care, not optional. An AED needs annual servicing — record it in Accounting. At the AGM, filter your Accounting export by 'Equipment —' prefix to show total equipment spend for the year."

---

MICRO-TRAINING QUICK TIPS

• External register: item, qty, date, cost, condition, location
• Every equipment purchase: Accounting → Expense → "Equipment — [Category]: [Item]"
• Jersey register: jersey number, member name, issued date, returned date
• First aid: restock after every use; seasonal audit; AED annual service
• Noticeboard for: gear allocation per team, working bees, missing gear appeals
• Jersey unreturned: charge in Accounting → note in member profile

---

Training Module 78 | See also: 07 Treasurer & Accounting · 12 Expense Claims · 10 Noticeboard & Feed · 66 Club Financial Budgeting · 76 Incident Reporting