Equipment Overview
Equipment is where your studio keeps track of the things it sells, gives away or lends to students: reeds, strings, method books, instruments, a class set of ukuleles. It records what you have, who has it and what to cha
Opening Equipment
Choose Equipment from the main sidebar. If Equipment is not included with your school's plan, the menu item does not appear.
The page opens on the Items tab, which lists everything your studio keeps track of. Instruments are listed first, under their own heading, then everything else. Use Add item at the top to create a new one.
If you are an admin you also see a Waiting to be invoiced tab. That is where charges from sales, hire fees and repairs wait until you add them to an invoice. See Invoicing equipment charges.
What You Can Do With an Item
Every item is set up for one or both of these:
- Sell or give away. Reeds, strings, books you sell. Each time you hand one to a student you record it as a sale (which creates a charge) or a give-away (which does not).
- Lend out and get back. Instruments, handbooks, music stands. A student takes one, and you record when it comes back.
Two Ways to Keep Track
When you lend something, you also choose how closely to keep track of it:
| Keep track | Best for | What you get |
|---|---|---|
| Each one separately | Instruments, or anything you want photos and a condition record for | Every one has its own page with photos, condition, who has it, repairs, and optional hire fees |
| Just count them | Handbooks, music stands, a class set of ukuleles, anything where you do not need to know which one | A count, who has how many, and due dates. Lending is free |
Things you only sell are always counted. If you charge a hire fee, each one has to be tracked separately, because the charge belongs to a particular instrument.
Finding Your Items
Use the search box above the list, or narrow it with the filters for department, category, status and what is done with it (Sold or given or Lent out). Click a column heading to sort.
The Summary column shows what matters at a glance:
- for instruments, how many you have and how many are on loan, overdue or in repair
- for things you count, the usual price, how many are on hand, and how many are out on loan
Click a row to open the item. Teachers who can hand an item out also see a Sell or give button on its row.
Who Sees What
Admins see every item. A teacher sees the items they have been given access to, plus any item an admin has switched on for all teachers. See Who can use an item.
What's in This Section
- Setting up an item
- Who can use an item
- Instruments and books you track one by one
- Lending and returning an instrument
- Items, versions and stock counts
- Selling, giving and lending counted items
- Invoicing equipment charges
Next: Setting up an item · Related: Teacher permissions