Equipment, hand-outs, stock-take

Club equipment: always know what you have, where it is and who has it

Balls in the store, cones in the van, shirts with the team, a tracksuit with a player — all on one list. You hand out equipment with a hand-out form signed on screen or on paper, Clubsman keeps track of inspections and deadlines, and at the end of the year the stock-take committee counts the equipment right in Clubsman.

Gold package or add-on · the club switches it on itself

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The equipment catalogue of the sample club Linden FC: match shirts, tracksuits, footballs, resistance bands, medicine balls, stopwatches, small and portable goals — for each item the quantity, where it is (in stores, with teams, with people), the next inspection date and the value. — Catalogue: what the club has, how much and where — with the next inspection date.

What, how much and where

Stock by storage place (store, van, locker), team and person. Keep balls and cones by quantity, and shirts, goals and the defibrillator piece by piece — with an inventory number, size, shirt number, condition and source of funding.

Hand-out form with a signature

Hand equipment to a person with a return date. They sign on screen (for a minor, the legal guardian) or on paper, and Clubsman prepares the hand-out form as a PDF. On return you mark what came back, in what condition and what was lost; a wrong size is swapped on the same hand-out form.

A whole team at once

“Hand out to team” prepares a hand-out form for every player and suggests the shirt by the number in the member record. The team kit shows what the team should have and what is missing; the equipment stays with the team after the move to a new season too.

Yearly stock-take for the committee

The committee counts the equipment by place, team and person — also by scanning QR labels on a phone. Clubsman compares each line with the stock at the moment it was counted, so a move during the stock-take is not a difference. The committee picks a decision for each difference, and closing produces the stock-take committee’s report as a PDF.

In detail

Club equipment: everything it does

Inspections, deadlines and reports

Inspections at intervals: Clubsman works out the next due date and warns when it is near or overdue; you can also record a use-by date (e.g. defibrillator pads).
A coach or member reports damaged, lost, missing or worn-out equipment with a photo; the manager closes the report (repaired, found, written off or no action).
An overview in one place: late returns, inspections, reports, write-off proposals, stock below the minimum and teams’ missing equipment.
An e-mail summary to the equipment managers — weekly or daily, only when something is waiting.

For coaches, members and parents

A coach hands out equipment, takes returns, records an inspection and reports damage; the “Equipment manager” role also manages the catalogue, receipts, write-offs and the stock-take.
“My equipment”: the member — for a child, the parent — sees what they have from the club and until when, opens the hand-out form as a PDF and reports damage or loss.
An “Equipment” tab in the member record, and a “Team equipment” card on the group page with the kit and what is missing.
A coach or manager sends a return reminder with one click — Clubsman never writes to members by itself.

Getting started and documents

A starter catalogue for the club’s sport, or an import from Excel — from a template with drop-down lists or from the club’s own table with the same columns. The preview says for each row what will be added, what is already in the catalogue and where there is an error.
Receiving new equipment with the supplier, invoice number, source of funding (e.g. a public grant, a sponsor or a donation) and attachments.
QR labels for items and storage places: after signing in they open the item’s or place’s page.
PDF: hand-out form, stock-take sheets, the stock-take committee’s report, the decision appointing the committee and the write-off decision (the decisions also in Word), and a reorder proposal.
Excel: a register of fixed assets and small inventory, equipment by source of funding, who has what, movements and a reorder proposal.

Safeguards

Every receipt, move, hand-out, return, write-off and stock-take difference is written into a movement log that cannot be changed; stock never falls below zero.
Writing off a fixed asset or an item above the threshold (€500 by default) needs a decision of the club’s governing body — without it you can only propose it. Theft needs a police case number, and an item with a funder’s commitment is written off only after confirmation.
A coach who cannot see every group sees and hands out only the equipment of their own teams and their members; values are visible only to the equipment manager and people who see payments.
Five years after the return, Clubsman removes the person and the signature from the hand-out form; the quantities stay.

Equipment stock-take 2026 in the differences review: 55 of 55 counted, two differences in the pitch-side store — 20 footballs instead of 22 and 74 marker cones instead of 80 — with the decisions Adjust stock, Write off, It is elsewhere or Count again. — Yearly stock-take: the committee picks a decision for each difference.

My equipment on a member’s phone: tracksuit OPR-0031 in size M due back on 31 July 2027, the “Report damage or loss” button and hand-out form ZAD-2026-0016 as a PDF. — Members see what they have from the club and until when, and report damage from their phone.

Hand-out form ZAD-2026-0005 for match shirt number 5, size 152: the recipient from the U13 team and their legal guardian, the date received, due back on 31 July 2027, terms of use and space for the signature and for the return of the equipment. — Hand-out form: equipment, terms, signature and return on one sheet.

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Questions

Frequently asked questions

Can we manage club equipment and the yearly stock-take in Clubsman?

Yes. The Club equipment module tells you what the club has, how much and where — in the store, in the van, with a team or with a person. You hand equipment out with a hand-out form signed on screen or on paper, Clubsman tracks inspections and due dates, members report damage on “My equipment”, and at the end of the year the stock-take committee counts the equipment in Clubsman and gets a PDF report. You can import the catalogue from Excel. It is included in Gold and Platinum, and costs €60 per year + VAT on top of Bronze or Silver; the club administrator switches it on.

See how it works on a sample club

Try every feature in the trial environment with made-up data — as an administrator, coach, member or parent.

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