Frequently Asked Questions
The things people ask most often. Still stuck? Send us a message.
What types of organizations use GearLogs?
GearLogs is designed for any organization that needs to track equipment, manage personnel, and control asset assignments. This includes logistics operations, medical facilities, field units, IT departments, and manufacturing operations.
How do I get started?
Get in touch from the Contact section and we'll set up your organization. Once provisioned, you can sign in at app.gearlogs.com, configure your departments and groups, and begin adding items and personnel. When you are ready to pay, an administrator subscribes from Settings › Billing inside the app.
How do I get support?
Inside the app: open Support in the sidebar, pick what it is — a question, a problem, an idea, feedback — and write. The whole conversation lives in that thread, and every reply also reaches your email with a link straight back to it. Prefer email? Write to [email protected] and a person answers from the mailbox. Nothing is ever machine-read from email into your workspace.
What does a dash on the bell mean?
The bell could not check your unread count just now — usually a brief network hiccup. Rather than show a false zero, it shows a dash, says so to a screen reader, and tries again within a minute and whenever you return to the tab. Open it and, if the list can be read, your notices are there as usual.
How much does GearLogs cost?
One plan: $29 per user per month, or $290 per user per year (two months free), minimum 5 seats. Every capability is included — and every capability we add later is included too. No tiers, no feature paywalls, no upsell. You pay by card inside the app, from Settings › Billing. The full terms are on the pricing page.
What counts as a paid seat?
A person who can sign in. Disable a member and their seat frees immediately; re-enabling simply checks the limit again. Adding seats mid-period bills only the prorated remainder, and reducing seats settles at your next renewal — the exact amount is always shown before you confirm anything.
Can I try GearLogs before paying?
Yes — evaluation periods are arranged during onboarding, with no payment details required. Load your real inventory, run a real month, then decide. Request access from the Contact section to get started.
How do I subscribe?
A workspace administrator opens Settings › Billing, picks monthly or yearly, sets the number of seats and sees the total before anything is charged. “Subscribe — pay by card” opens Paddle’s secure payment window over the page; card details never touch GearLogs. The workspace switches over the moment the payment is confirmed.
Can I pay yearly?
Yes. Yearly is $290 per user — two months free compared with twelve monthly payments. You choose the cycle when you subscribe and can switch later from the same screen: to yearly at once, back to monthly at your next renewal.
Where do I see a refund?
A workspace administrator opens Settings › Billing and reads the log. “Refund requested” appears while Paddle reviews it, “Refund issued” once the money is on its way back, and the amount shown is what comes back. A credit is logged too, when it is issued and if it is ever reversed — see the refund policy for when we refund.
What does the Billing log show?
Every billing event in one place, in your language: subscription started, seats changed, cycle switched, payment taken or failed, cancellation scheduled or undone, and money coming back.
What happens to my data if I cancel?
Cancellation takes effect at the end of the period you paid for, and one click undoes it before then. Afterwards your workspace stays read-only — everything visible and exportable — for 12 months, and you're warned by email at least 30 days before anything is deleted. Your records were always yours.
Is GearLogs fast and responsive?
Yes. GearLogs is built to feel quick — screens open, changes save, and searches return without waiting around, and it stays consistently responsive as your inventory and activity history grow.
Does every item and person get an ID?
Yes. GearLogs gives every item, person, group, tab, and team member a short permanent reference code, shown right on its card. You can search by that code to jump straight to something, and it runs through the activity log so it's always clear exactly what each entry refers to.
What can I search for?
Anything that identifies a thing. The search bar finds items and people, departments, groups, team members, service contracts, and archived records — matching names, reference codes, serial numbers and lot codes, designations and locations, manufacturer, model, category, SKU and GTIN, and the notes you wrote. Results are grouped by type with the best matches first and the matched text highlighted; clicking one takes you straight to it (a department opens the board on its own tab), and a “Show all 12 items” line under a group with more than five matches carries the same search onto that screen so you keep narrowing. A result whose name does not contain your word says where it matched — “Matched on notes”, “Matched on location”.
Can I track equipment by individual serial number, not just by quantity?
Yes. The Registry lets you track serialized equipment unit by unit — each radio, sight, vehicle, or tool becomes its own numbered record with its own status, condition, current holder, and history. You can group units into lots, register them in bulk, or import them from a spreadsheet, while still keeping simple quantity counts for the gear that doesn't need serial-level tracking.
Can GearLogs tell me when a warranty or service contract is about to expire?
Yes. You can put warranty dates on individual units and whole lots, and record full service contracts — provider, coverage type, contract number, dates, and cost — attached to exactly the gear each one covers. Coverage that’s running out shows up as colour-coded chips across the app, an “Expiring” widget lists the most urgent first, and a signal appears on the board before dates run out. You set how far ahead the warnings begin, and contract cost is visible to managers only.
Can I record our own ID numbers for people?
Yes. Alongside the automatic reference code, you can record each person's own identifier — an employee number, staff ID, or service number — and you choose what that field is called so it matches how your organisation talks. It's shown to administrators on the user list, and is deliberately kept out of the activity log and analytics.
Who can see a staff member’s phone number or email?
Administrators and operators, by default — contact details are a right of their own, called “View contact details”. An administrator can grant it to anyone else from Users › Edit. Everyone without the right sees a small lock where the contact markers would be, and a quiet note inside the card — and the workspace itself withholds the data, so it is not merely hidden on screen. A member who cannot see a detail can never overwrite it either.
Can I give one person a right their role does not include?
Yes — any right except Manage Users, which stays with administrators alone. The checklist in Users › Edit shows which rights their role already includes and which you can add; a role’s own rights are never taken away. The right to hand out sensitive gear applies to every item marked sensitive, at every door — the person’s card, the item’s Assign button and the bulk sign-out — and the same sentence refuses each.
Who can hand out sensitive gear?
Anyone whose role includes the right, or who was granted it on top of their role. It applies to every item marked sensitive, not only serial-numbered ones, and it is checked at every door — the person’s card, the item’s Assign button and the bulk sign-out — with the database as the backstop. Without the right, the hand-out is refused by name with the same sentence everywhere, and in the bulk sign-out the row is greyed with a small (i) that says why.
Why can’t I hand gear to someone who was archived?
Because custody never returns to an archived person or an archived item: the hand-out is refused by name, wherever you try it. Restore the person or the item first, then assign.
How do I know what a button does before I use it?
Any action or setting that isn't obvious carries a small (i) beside it, and every one opens the same card: a title, then what it is, what you can do, and what will happen. When an action cannot be undone, the card says so in red before you click. Colour tells you the direction before you read the name: green buttons give or put back, brick-red buttons take away, grey ones only show or edit — and the confirmation behind an action wears the action’s colour. Where a row has several action icons, one legend at the top of the column names them all in one place and lists only the actions your role can take. The card opens on click, never on hover, so it works on a touch screen, from the keyboard and with a screen reader, and stays open until you close it. Longer jobs also show a live progress window that reports each step as it runs.
Can I import existing data?
Yes. GearLogs supports bulk CSV import for items, personnel, and users. The import engine automatically detects duplicates and queues conflicts for your review. A row that breaks a record rule stops the import before any record is written — the message names the row and the field (“Row 12: email — …”). For items, a quantity or capacity cell that is not a whole number — 3.5, 5kg, 1,000 — is set aside with the reason on it, and the clean rows still import.
Why was my staff CSV refused?
Because a row breaks a record rule — a name over the cap, an email that is not an email, a hidden character — and the refusal message names exactly which one: the row number, the field and what is wrong with it. The import stops before any record is written, so there is nothing to undo; fix that cell and import the file again. Rows the engine sets aside for review — a duplicate, a missing name — take a different path: they wait in the conflicts queue while clean rows import.
What can I put in a staff record?
Names in any script — Hebrew, Arabic, accented Latin — up to 100 characters; a rank and a department up to 60 characters each; an email that looks like an email; a phone with 6–20 digits; notes up to 500 characters. Hidden or invisible characters — the kind that ride along when text is pasted from elsewhere — are refused with a message under the field. The same rules hold in the form, in a CSV import and in the workspace itself, so every saved record is a clean one.
What is in the demo?
Everything. Load a demo and every screen has something to show: eight inventory tabs with a hundred and twenty products, serialised units in every state — in stock, handed out, in repair, in transit, lost, written off, retired — with their custody history, lots with expiry dates, warranties running out, service contracts covering units and whole lots, write-offs (some recovered), an archive, storage capacity with a few products already over their ceiling, product details down to SKU and manufacturer, forty-eight people with contact details, team heads and secondary departments, a quarter of activity, a ready-made dashboard and the bell alerts the rules would have raised. Six sectors: Office, Medical, IT, Army (Hebrew-flavoured), Logistics, Manufacturing. It lands in one step — everything or nothing.
Can I load a demo into a workspace that already has data?
No. The demo lands only in an empty workspace, so sample and real records never mix. If a demo is already loaded, end it first — that clears the workspace back to empty — and then load another, import your own data, or start with a new tab.
What happens when I end the demo?
End the demo clears the whole workspace back to empty in one step — the sample data and everything anyone added while exploring — so nothing has to be sorted by hand. Before it runs, the dialog shows exactly what goes, with counts, and lets you decide what else goes: the other users, the workspace settings (the name always stays), your support conversations and the error reports — all kept unless you tick them. Billing, your licence and the workspace’s identity are never touched. You can take an encrypted backup first, you type a word to confirm, and everyone is signed out so the next sign-in lands on a clean workspace.
Can I export my data, and in what formats?
Yes — your records are yours to take out. A full report catalogue covers logistics, personnel, the registry, the archive, and activity, and each report exports to CSV, Excel, or Print (Print is the reliable way to a clean PDF in Hebrew). Every report reads your complete records, so a large workspace exports in full rather than stopping at a hidden limit.
Is my data secure?
Yes. All data is encrypted, isolated per organization, and protected by role-based access controls — including per-person rights on top of a role, and a dedicated right for staff contact details that the workspace itself enforces. Sign-in is guarded by an automated human-verification check that blocks bot-driven login attempts, and every action is logged in a complete audit trail. Every password change is confirmed to you by email and signs out every other device.
Why do I see a “verify you’re human” step when I sign in?
It’s a quick automated-abuse check that protects accounts from bot-driven and scripted sign-in attempts. For real people it almost always clears on its own in a moment — there’s nothing extra to do.
How do I report a security issue?
Write to [email protected], or point a scanner at /.well-known/security.txt, which names the same address in the machine-readable form automated tools check first. A person reads every report; our disclosure terms are in the privacy policy.
Does GearLogs support two-factor authentication?
Yes. A workspace can require two-factor authentication (2FA) — a one-time code from an authenticator app in addition to a password. It can be required both to sign in and to make changes, so a stolen password on its own can't alter your records. Members keep one-time recovery codes in case they lose their phone, and admins can reset a member's two-factor if they are ever locked out. Turning two-factor on or off is noted in the bell whichever way it happened, and if several wrong recovery codes are tried on an account in a short time, the account and its administrators are told — nothing is locked.
What happens if someone types wrong recovery codes on my account?
After several wrong codes in a short time, you get a notice in the bell and by email, and so does every administrator of your workspace — it names you by your member code, never your name. Nothing is locked and nothing changes: a wrong code is still simply a wrong code. If it was not you, change your password and tell your administrator.
I forgot my password. What do I do?
On the sign-in screen choose Forgot password?, enter your login email, and type the 8-digit code from the email into the same screen, then choose a new password. The code works for one hour and only once. If your login uses two-factor, you confirm it before the new password takes effect, and every device is signed out — sign in again with the new password. Nothing arrived? Check your spam folder, then ask your administrator — they can see which email your account signs in with.
How do I change my password?
Every member can, from Settings › Security › Change password. You confirm your current password first, then set the new one. The moment it is saved, every device and browser is signed out — the one you are on included — and each lands on a screen that says your password was changed. Sign in again with the new password. A confirmation reaches you by email and in the bell.
Why did a field turn red only after I pressed Save?
Because a form judges nothing while you type. When you press Save, the fields that cannot be accepted turn red, a plain line under each says what is wrong, and a banner at the top counts them and takes you to the first. A red asterisk marks the fields that are required. Nothing you typed is changed or cut — fix the named fields and Save again.
Why does a button stay greyed with a message instead of just failing?
Because a refusal is something you need to read, not catch. Archive a person who still holds gear, delete the last administrator or a storage location still in use, and the dialog opens anyway, says why in red and greys the button. The message stays until you close it, and the moment the reason no longer applies — the gear is returned, another administrator exists — the same button works.
Why was I signed out when I signed in somewhere else?
By design: one account means one active place. When you sign in on a new device or browser, GearLogs politely ends the previous session, so a workstation left unlocked in the equipment room or a laptop forgotten at home can never stay signed in under your name. Tabs in the same browser share one session and never sign each other out. The newest sign-in always wins, so you can never be locked out of your own account.
How do I know when my account was signed in somewhere new?
Every fresh sign-in leaves a notice in the bell that says when it happened, from what kind of device and from which address; you can also have it by email from Settings › Notifications. If a sign-in was not yours, change your password — that signs out every device at once — and tell your administrator.
Can our records be altered or deleted without a trace?
No. The history of who held what, and when, is protected against tampering. Everyday access can add to that history but cannot rewrite or erase it, and only the highest level of access can permanently remove records at all. Every meaningful action is written to an activity history you can review.
Can I use GearLogs before accepting the terms?
No. Until a person has accepted the current Terms of Service and Privacy Policy, the workspace itself refuses any change made under their name — stock, people, settings, membership and the activity log alike — not only the sign-in screen. If a save is ever refused for this reason, the consent screen appears at once and says the change was not saved. Reading and support requests remain available, so you can always reach us.
What happens when you update the Terms or Privacy Policy?
Every signed-in person is signed out to a screen that says the terms were updated. At the next sign-in the new version is shown in full and must be accepted before continuing. Nothing is lost, and an acceptance, once given, is final.
Does it support multiple languages?
GearLogs currently supports English and Hebrew (with full RTL support). Each person picks their own language in Settings › Display; the workspace’s default applies until they do. Additional languages can be added on request.
Are my settings saved for just me, or the whole team?
It depends on the setting. How your board is arranged — the order of tabs and groups, group sizes, and your analytics dashboards — is shared across the whole workspace, so everyone sees the same layout. Your colour theme and your language are saved to your own account, so they follow you to any computer without changing anyone else’s screen. Your other display comfort choices — text size, how many groups fit across a row, and whether action buttons are always shown or appear on hover — are saved for you in the browser you are using. Every personal choice starts from a default your administrator sets, and one reset takes you back to it.
Can I choose my own colour theme, or does my administrator set it?
Both. Your administrator sets the workspace default in Settings › Display, and you can override it for your own account at any time. Your choice is stored with your account, not your browser, so it follows you between devices — and it never repaints a colleague’s screen.
Can everyone on the team open Settings?
Yes. Settings opens for every member, and shows each person only what applies to them: everyone can adjust their own display and notifications, change their own password, manage their own two-factor and recovery codes, and see whether the system is connected, while workspace controls — branding, license, billing and the workspace-wide two-factor requirement — stay with administrators. A card at the foot of the page (the same card across the app) spells out what your role can and cannot do there, and any control you cannot use is dimmed and explains why when clicked.
Can I customize the dashboard?
Yes. Start from a ready-made widget in two clicks — activity by type, by user, or by type split by user; additions or write-offs by user; items by location; people by department; capacity; registry; write-offs — or build your own by answering plain questions: what to count, filtered how, grouped by what, split by what. Widgets take any size on a grid up to four columns wide and two rows tall, can follow the dashboard’s period or own one, and show every row or the top 3, 5, 12 or 25.
How do I see who did what on the dashboard?
Pick the ready-made “Activity by user” widget, or “Activity by type, split by user” to see each person’s share of every kind of action. Both read the activity log, so they match what your history screen shows.
Who can see a widget I make?
Every widget says who may see it: everyone in the workspace, administrators only, or only you. The workspace enforces it — a widget for administrators never reaches another member’s screen — and a widget that is only yours leaves with you if you leave the workspace. The Administrators option is offered to administrators only.
Why does my dashboard number differ from the log table’s row count?
The count and chart widgets are exact: they count every event in the period, on the server. The log table is a list, and a list shows the newest 200 rows of the period — so on a busy period the table stops at 200 while the number keeps counting.
Do the dashboard’s weeks start on Monday and in my timezone?
Yes, both. Day, week and month buckets are cut in your own timezone, and a week runs Monday to Sunday.
How do I read the activity chart?
Each step along the chart is one day, week or month of the period. The coloured bands are the five kinds of activity — assigned, returned, consumed, inventory and system — stacked so the height is the total. The legend names every band; nothing is folded into a “+N more”.
Why can’t I save my ring chart?
A ring needs something to divide by. Choose a “grouped by” — type, user, location, department — and the chart becomes honest; the builder will not save a shape that would show a wrong number.
Why does an activity widget say “Last 1,000 events”?
Only the list widgets — the full log, recent activity and the live feed — read the most recent thousand entries, and their caption says so. The count and chart widgets no longer have that window: they are counted across the whole period on the server. Nothing ever drops out of your record: the history screen keeps the newest thousand entries ready to search and filter, and to go further back you open any person’s or item’s own activity log, or run the Activity report in Data Ops for the complete history.
Can a widget show a different period than the dashboard?
Yes. Every time-based widget can follow the dashboard’s period or own one — a scale from 7 days to all time — and the card prints the window it shows, so two people reading the same dashboard never disagree about what they are looking at.
What does the ring on a group card show?
Stock for that group: in stock, in use and in repair, with the counts beside the ring. Next to it, activity as stacked columns coloured by type over 30, 60 or 90 days — your choice, remembered for you — and who has the gear out, by department.
What is storage capacity, and what counts toward it?
The most your store can hold of an item. What counts is everything you are responsible for: in stock, in use and in repair together. Written-off gear frees the room; a recovery takes it back. Leave the field blank and there is no ceiling, no meter and no checks.
Can I add stock past the capacity?
Yes — it asks first, never refuses. The meter beside STOCK turns red past the line so the overflow is visible on the board, in the Registry, in both inventory reports and in the health check.
Who is told when an item runs low or goes over capacity?
Administrators — in the bell inside the app the moment it happens, and by email if they switch that on in Settings › Notifications. One notice per crossing; it resets once the item is back inside the line.
Can I recover something I removed?
Yes. Retired people and archived equipment live in a dedicated Archive area — search it, and restore anything back to the board — GearLogs asks you to confirm first. A written-off item that later turns up can be recovered straight back into available stock. Tabs and groups are protected too: you can't remove one that still has things inside it, and removing an empty one asks you to confirm first. Ending a demo is different: it clears the whole workspace on purpose — take a backup first if you want to keep anything from it.
Are my backups complete, and can I trust a restore?
Yes. A backup carries your full history, not just a snapshot, and GearLogs refuses to restore a file that has been truncated or altered — so a restore either brings everything back intact or tells you the file can't be trusted.
How are backups and data recovery handled?
You can take an encrypted, whole-workspace backup at any time, unlocked only by a passphrase you choose — and the file carries only your data, nothing hidden behind it. Restoring is deliberately not a one-click button inside the app: if you ever need to recover, it’s done carefully together with support, so a good record can’t be overwritten by a single wrong click. Keep your passphrase safe — it’s the only key to the file. If data is ever lost, open Data Ops › Maintenance › Data Recovery and press Open a support request — the workspace name and the checklist are filled in for you; the e-mail address remains only for someone who cannot sign in.
Who can permanently delete records?
Only a Super Administrator. Everyday administrators run the workspace — assigning gear, editing, archiving, writing off, and managing users — but permanently erasing anything for good, whether a person, an item, a tab or group, or the loss history, is reserved for a Super Administrator, so nothing important is wiped by accident. Every existing administrator starts with this ability; only a Super Administrator can grant or remove it, and no one can give it to themselves.
What happens to gear that's lost, damaged, or never returned?
You can write it off — record it as lost, stolen, damaged, or unreturned, without pretending it came back. The item's total count drops and the loss is kept as a permanent record, so your numbers stay honest. When someone leaves with equipment they never returned, you can write off everything they're holding and retire them in one step. Every write-off, and everyone who's been retired, is gathered in a single Archive area with search, filters, and export. Losses are easy to see: a flag appears right on the person and item cards — open one for its full loss history — loss dashboards chart the trends by reason, team and item, and the register shows whether each loss is against someone still active or already retired.
Is there an activity history?
Yes. A Logs button on any person, group, or tab opens a running record of what's been assigned, returned, and dispensed — kept for twelve months and searchable. Every entry names who performed the action, and reference codes and quantities are colour-coded by type so the history reads at a glance.
Can my team work in GearLogs at the same time?
Yes. GearLogs syncs in real time — changes made by one person appear for everyone right away, and you can see who else is active in the workspace.
What do I need to run it?
Nothing to install. GearLogs runs in any modern web browser — just sign in and go.