How the kit room works
The short version of everything a kit manager, a coach or an administrator asks in their first week. For anything not here, email hello@kitintelligence.co.uk — UK business hours, usually the same working day.
On the iPad
Signing in. Open the app on the kit-room iPad and enter your site's kiosk PIN. Your administrator sets and rotates it under Admin → Sites & kiosk PINs. Five wrong PINs stop PIN sign-in to that site for fifteen minutes, for the connection they came from — not for the whole site. iPads already signed in carry on.
Kit out. Tap Scan, choose Kit out, scan the label or type the code. Kit that is issued to a named person will ask you who it's for — start typing a name. Confirm, and the movement is recorded against that person.
Stock in. Choose Stock in and scan. If nobody has that item out on loan here, it goes on the shelf as new stock. If one person has it out and you're bringing back no more than they hold, their loan closes as a return. If it could be more than one person's, or it's more than the one holder has out, it asks Whose is this? — pick who handed it back, or tap Not a return — add as new stock. Nothing is booked until you answer.
Transfer. Moving stock between sites needs your own sign-in, so an iPad signed in with the kiosk PIN doesn't offer it. Signed in as yourself, choose Transfer, scan or search, and pick the destination site. You can search by name, size or category — you don't need the code.
Made a mistake? After a kit-out to a named person, an Undo appears. On a laptop's Scan In and Checkout pages it counts down from eight seconds; on the phone and the kit-room iPad it shows for about four and a half seconds. The undo is recorded as a correction, never hidden. A kit-out from shared stock, with nobody named, has no Undo — scan it back with Stock in. If you miss it, the person's page on a laptop can return the item.
No signal. Scans queue on the device and send themselves when the connection is back. The Today screen shows how many are waiting.
Returns, lost and damaged
On a laptop, Returns finds a player and lists what they have out. Mark each item Returned, Correction, Lost, Damaged or Written off; use Correction for kit that should never have been issued. Returned and Correction put the stock back on the shelf. Lost, Damaged and Written off close the loan and leave the stock as it was. A person's own page can return everything they hold in one go.
Bringing your data in
Catalogue. Items → Import takes the Excel template or a CSV. Nothing is added straight away: you see every row first, rows that need fixing are held with a reason, and you can download just those, correct them and re-upload.
Players and staff. People → Import works the same way. Duplicates are held, never overwritten.
Sites first. An import needs the site codes to exist — set them under Admin → Sites & kiosk PINs before you upload.
Alerts and the Monday email
Each item has a minimum. When a scan takes stock to or below it, the people on your low-stock list get one email and one notification; a delivery that takes it back above clears the alert. Every Monday at 8am your administrators get a one-page digest of the week.
Ask Albert
The assistant answers questions from your club's live data — who holds what, what's low, what's overdue — and can issue or return kit when a signed-in member of staff asks it to. Every action it takes is recorded against the person who asked. It can be wrong, in the way any language model can be wrong; check the screen before acting on anything that matters.
Tell us what's wrong, or what's missing
One line is enough. It goes straight into the log and gets read.