GearScout
App

Settings and people

Manage your group’s name, people, inventory setup and billing from Settings.

People and access

Manage group members

  1. Open Settings and switch to the People tab.
  2. Invite a new person or edit an existing user card.
  3. Choose the right role, then adjust the permission toggles if this person needs a more specific access pattern.

Manage your group’s people example

Use People to invite members and manage their access. Group, Inventory and Billing have their own tabs.

Back to tasks

Invite a volunteer

An invited person who has not created a password receives a 24-hour Create Password link. After they set a password, the link cannot be reused. If the person already has a GearScout password, the invitation sends them back to GearScout and their existing password continues to work across groups.

If the invitation expires, use the password reset form with the email address that received the invitation. Group membership is already saved. Reset links expire after four hours, so use the most recent email.

One-time-code sign-in remains available as an alternative. Password setup and reset links validate the token before accepting a new password and expire after use or after their time limit.

Back to tasks

Choose roles and access

Handoff member was previously called “User (Read Only).” By default, members can check gear in and out, report and comment on repairs, and view reports. They can view inventory and reservations, with editing disabled.

Compare default role permissions

Handoff member · 6 of 16 permissions allowed by default.

Inventory
View inventorySee inventory lists, item details, photos, and status tabs.
Allowed
Edit inventoryCreate gear and update item details, photos, notes, and labels.
Not allowed
Check gear in and outRun manual check-in and check-out flows for inventory items.
Allowed
Manage inactive gearMove items into inactive statuses like Lost, Decommissioned, or Archived.
Not allowed
Manage inventory setupMaintain shared categories, locations, and import-related setup.
Not allowed
Reservations
View reservationsSee reservation calendars, lists, and conflict details.
Allowed
Manage reservationsCreate, edit, and cancel reservations.
Not allowed
Repairs
Create repair ticketsOpen repair tickets from the app and public gear pages.
Allowed
Comment on repairsAdd updates and notes to existing repair tickets.
Allowed
View repair queueSee the repair workspace and the inventory items currently out for repair.
Not allowed
Manage all repairsUpdate ticket details, assign work, and close repair tickets.
Not allowed
Reports
View reportsOpen reporting screens and export operational summaries.
Allowed
Settings
Edit group settingsChange group profile details and organization settings.
Not allowed
Manage people and accessInvite users, update roles, and change permission settings.
Not allowed
Billing
View billingSee subscription status and billing information.
Not allowed
Manage billingOpen the billing portal and make subscription changes.
Not allowed
Note: Role defaults are only the starting point. The People tab lets you override individual permissions for a specific member without changing everyone else on the same preset role.

Permission editing example

Roles provide default permissions, but choose individual permissions when a member needs different access.

Back to tasks

Update your profile

Open the account menu and choose Profile to update your display name or add, replace, and remove a profile photo. The new name and avatar appear in the account menu and People list. Your sign-in email and billing details cannot be changed from the profile dialog.

Personal profile example

Each member can maintain their own display name and profile photo without changing their sign-in email.

Back to tasks

Group setup

Set the label format

In the Group tab, choose the printer and label stock your organization normally uses. The preference applies to labels printed from individual gear records and to bulk label PDFs for everyone in the active group.

  1. Open Settings and choose the Group tab.
  2. Under Preferred printer and label format, select Avery 43801, Avery 35523, Avery 99x68-R (A4), or Dymo LabelWriter 1933084.
  3. Choose Save Group to apply the format to the active group.
  4. Open an item label or the bulk labels page and confirm the displayed stock before generating the PDF.

Only members with permission to edit Group settings can change the selection. If your printer or stock is not supported, use the request link beside the format selector. See the label format guide for dimensions, page layouts, and printing instructions.

Back to tasks

Set up inventory

Use the Inventory tab in Settings to manage categories and locations, run CSV imports, and control the advanced inventory features for this group. Delete actions ask for confirmation so shared metadata is not removed accidentally.

Under Inventory features, you can turn Contained gear tracking and Verification checklists on or off for the whole group. When verification checklists are enabled, each item can define its own checklist; see Verification checklists in the inventory docs. Per-item public check-in/out and repair toggles are set on each gear record, not in Settings.

Inventory setup in Settings example

Categories and locations are shared setup data, so they now live under Settings instead of inside the old inventory flow.

Back to tasks

Subscription

Manage billing

Note: Only the account owner can open the billing portal. Admins can see the Billing tab, but portal access stays restricted to the owner of the subscription.

Billing example

Organization-level subscription management now lives under Settings, separate from the personal account menu.

Back to tasks