GEAR
Answers
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, information technology departments, and manufacturing operations.
How do I get started?
Request access 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 e-mail with a link straight back to it. Prefer e-mail? Write to [email protected] and a person answers from the mailbox. Nothing is ever machine-read from e-mail into your workspace.
Can GearLogs staff see inside my workspace?
Only through a read-only support view, and only while you are being helped. It opens in the support person’s own tab for a set number of minutes, under a red strip that names your workspace and the role it is seen as, and it cannot save anything — every attempt is refused on the spot. Each view is written to your System Logs with the role and the reason, and Settings › Security › Support views lists the last ninety days of them. Nobody at GearLogs signs in as you, and no password of yours is ever involved.
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.
Can I get one e-mail a day instead of many?
Yes. In Settings › Notifications, My notifications has a Daily digest switch. Turn it on and the gear and stock e-mails you have chosen — assigned, returned, written off, over capacity, running low — arrive as one message each morning at your workspace’s morning hour, listing the events in order — 06:00 UTC until an administrator sets the workspace’s time zone and hour under Settings › Notifications › Workspace default › Delivery times, and each member can move their own digest with Digest at. In-app notices still arrive the moment they happen, and password, two-factor, recovery, support and billing e-mails are never held. An administrator can make the digest the workspace default; your own switch always wins.
Can we stop e-mails at night?
Yes. An administrator switches on Quiet hours under Settings › Notifications › Workspace default › Delivery times — 22:00 to 06:00 to start, on the workspace’s time zone. During the window routine e-mails wait and go out when it ends; notices in the app still arrive at once, and security, billing and support e-mails are never held. Each member can follow the workspace, turn quiet hours off for themselves, or set their own window — Workspace, Off or My own.
Why does Resend reminder mention quiet hours?
A reminder is a routine e-mail, so GearLogs does not send one while your workspace’s quiet hours run. Resend reminder says when they end, on the workspace’s clock, and you can send it after that. The receipt is still waiting for the person on My Gear in the meantime.
What happens when the day’s e-mail allowance is used up?
Routine notices — gear assigned, a return recorded, a write-off, a stock alert, a new sign-in — reach their people in the app instead of by e-mail until the next day, even people who had chosen e-mail only; nothing is lost. Every administrator gets one notice a day saying how many went in-app only, and an administrator sees the count in Settings › Notifications. Password, two-factor, recovery, billing and support e-mails, and the morning digest, keep their place in the queue and go out when the allowance allows. While mail is held, Issue kit says so before it issues and asks whether to go ahead with in-app notices.
How many e-mails can my workspace send?
Every workspace has an e-mail allowance of up to 5,000 a month included for its notices. Administrators see the month’s count and a bar under Settings › Notifications. Need more? Add e-mail packs of 1,000 a month ($5 a month each, or $48 a year on a yearly plan) from Settings › Billing — as many as you need, removable any time; adding is charged for the rest of the period, removing applies from the next bill. When a month’s allowance is used up, individual routine notices reach their people in the app instead of by e-mail and go out when the month turns or a pack is added, as long as they are less than 14 days old — older ones stay as the in-app notice the person already has, and a daily digest at the ceiling is not resent because its items are already in the app — and password, two-factor, recovery, billing and support e-mails are never held by the month’s allowance.
How much does GearLogs cost?
One plan, and it scales with your team. The base plan is $199 a month (or $1,990 a year) and includes five accounts with every capability. Beyond the five, each person who can sign in is a flat $39 a month ($390 a year). Priority Operations is an optional add-on at $99 a month ($990 a year) for a faster first reply. Yearly is two months free, and there are no tiers or modules — every feature we add later is included too. You pay by card inside the app, from Settings › Billing. The full terms, and a calculator, are on the pricing page.
What counts as a paid seat?
A person who can sign in. Five accounts are included in the base plan; beyond them, each additional person is a flat $39 a month. 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 — and the exact amount is always shown before you confirm anything.
Why is a seat free after I disabled a login?
A seat counts a login that can sign in. A disabled login cannot, so its seat is free the moment you disable it; enabling it again takes a seat again. The Users screen, the “Seat limit reached” window and your Billing page all count the same way.
What is Priority Operations?
An optional add-on for your workspace, $99 a month or $990 a year: we aim to reply first to your support requests within 4 business hours (Sunday–Thursday 09:00–18:00, Israel time). A PRIORITY OPS badge and this reply-time target show on your Support screen while it is on. Turn it on or off from Settings › Billing at any time — the prorated amount is shown before anything is billed, and switching off credits the unused time to your next invoice. Everything else in GearLogs works the same with it or without it.
Do my people need accounts to see their gear?
No. A person on your personnel list signs in to My Gear at my.gearlogs.com with your workspace code, their identity number or personal number and the e-mail on their record; a short code reaches that e-mail and they are in. There is no account to create, no password to keep, and they never count as a seat.
What can a person see on My Gear?
Only their own: the gear on their name with its serials and the day it was recorded, the notices addressed to them, and their history — received, used up, returned, written off. Never another person’s gear, your stock, your prices or your billing. And, in Approvals, the hand-over receipts waiting for their signature and the ones already decided. Your administrators see the same receipts, with their state, on the Approvals screen.
Why does the My Gear sign-in ask for an identity number?
It is how the page knows which person on your list is asking. You enter it once on the person’s record, beside the e-mail, and only people with View Contact Details can read it. The code still goes to the e-mail on the record; the number alone opens nothing.
Does My Gear e-mail my people?
At most one morning e-mail from your workspace, and only when something new waits on their page since they last looked or were last mailed — a receipt to sign, gear assigned to them, a return recorded, a write-off. It says what the page says, in up to six lines, and its link opens the sign-in, never the page. A receipt waiting for a signature is mentioned again about every third morning until it is decided. It is on unless administrators switch it off for the whole workspace in Settings › Notifications (the switch Morning mail to your people); every such e-mail carries a standard unsubscribe header and counts against your e-mail allowance.
What if a person has no e-mail on their record?
My Gear needs the e-mail on their record — without one the page cannot send a code, and the storeman’s record remains the record. Add the e-mail on the person’s card and they can sign in from then on.
What ends a remembered sign-in on My Gear?
Tick “Remember this device for 30 days” and the device stays signed in for 30 days from the sign-in, whether or not it is used. Four things end it earlier: Sign out, signing in on another device (a person is signed in on one device at a time), an administrator changing the e-mail on your record or archiving you, and the 30th day itself. Without the tick, a sign-in lasts 12 hours.
What is a hand-over receipt?
The record of one hand-over — an issue, a return or a write-off — for one person, with its lines frozen as they were at that moment. GearLogs writes it by itself whenever gear moves to or from a person on your list. The gear moves at once; the receipt is what the person signs, or disputes, on My Gear. Your administrators see every receipt on Approvals, by state — waiting, signed, disputed, confirmed on behalf, cancelled, expired — with its frozen lines and a timeline of what happened; the same state shows as a small mark on the person’s card, the item’s card and a kit’s row.
Who can read the reason behind a dispute?
The person picks a reason from a short list and may add words. On Approvals the reason and the lines they named are on the receipt; the words open behind Show notes for your administrators and for members holding the right to confirm a hand-over on behalf — never shown back on My Gear, never sent by e-mail, never in a file, and read by GearLogs support only while you have opened a support view.
What happens if nobody signs?
A receipt waits 14 days. Until it is decided the morning mail reminds the person every three days, and from Approvals an administrator can send the reminder again once a day, or confirm the receipt on the person’s behalf with a written reason that stays with the receipt. One nobody signed expires on its own, keeping its lines and its date, and your administrators hear about it in the bell once a day. Nothing moves back: the gear stayed where the storeman recorded it.
Who has not signed yet?
Open Approvals › Waiting, or put the Waiting for a signature card on your dashboard: it lists every person with a receipt waiting, the longest wait first, and a click on a name opens their waiting receipts. A member who holds only View Own Analytics cannot use this card, because it lists everyone’s receipts; the other three Approvals cards show them the receipts they recorded, and say so.
Can I see how long people take to confirm?
Yes. The Time to confirm card shows the average hours from a receipt’s opening to its confirmation over the card’s period, with how many receipts it averages; Opened versus confirmed draws both over time, and Receipts by state is a ring of the period’s receipts by what became of them — click a slice to open that state.
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 to get started.
How do I subscribe?
A workspace administrator opens Settings › Billing, picks monthly or yearly, and subscribes to the base plan; the total is shown 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, and expansion seats and Priority Operations are added on the same screen right after.
Can I pay yearly?
Yes. Yearly is two months free: $1,990 for the base plan, $390 for each expansion seat, and $990 for Priority Operations, against twelve monthly payments. You choose the cycle when you subscribe and can switch later from the same screen: to yearly at once, and back to monthly at once too — the unused part of the year is kept as credit on your Paddle account and used on your next payment there.
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 e-mail 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.
Which date is a unit’s warranty?
A unit’s own warranty date, when one was typed, is the one that counts. Otherwise the unit takes the later of two dates: its lot’s warranty date and the end of the latest service contract attached to it. A contract can only extend a warranty — it never shortens one. The lot’s (i) in the Registry says the same.
Can I record our own identity 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 e-mail?
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 card and the hand-out window, Issue Batch included — with the database as the backstop. Without the right, the hand-out is refused by name with the same sentence everywhere, and in the hand-out window a sensitive item you may not hand out stays visible, 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.
Can I bundle items into a kit and hand it out at once?
Yes. Logistics switches between Equipment and Kits; a kit is a recipe — each item and how many of it per kit — with its own KT- code, built line by line by anyone with the Manage kits right. ISSUE hands it out to one person, a whole Personnel tab, groups, or a group minus a few names, in one act. Issuing writes the same hand-out records a single item gets, so every line appears on the person’s card as usual; the stock check covers the whole list first, and if one line is short nothing is issued and the short lines are named. Serial units are picked oldest in stock and can be changed per person. The same window now serves single items too — from an item’s Assign card (↗ More people) or a person’s (↗ More items).
Can I hand one item out to a whole group at once?
Yes. Both Assign cards on an item carry the link ↗ More people; it opens the two-pane window pre-filled with the person and quantity you typed. Tick a group in one click and every ticked person gets a row with their own quantity, what they will hold afterwards and what is left in stock. The stock is checked as one whole, and one click writes one receipt and one grouped notice per person.
What happens if I ask for more than is in stock?
The rows that do not fit turn red and say how many are short, the banner names the problem, and nothing is handed out until the list fits — never half a list. Lower a quantity or take a row off, and the button comes back. When you type a quantity between − and +, a number bigger than what can go out shows the most there is at once.
Can I hand several items to one person at once?
Yes. The Assign card on a person carries the link ↗ More items; it opens the same window with your Logistics tabs, their groups and every item in stock on one side and one row per item on the other. Tick items, groups or whole tabs; each item gets its own quantity; a sensitive item you may not hand out stays visible, greyed, with an explanation. One Save writes one receipt for the person.
What is the department head’s Issue Batch?
The way a department head signs out gear for the whole team and holds it as custodian. It is the same hand-out window with its own tool inside: type a quantity per item or take All in stock for one row or every row, watch the running line, and confirm once. After the act a manifest opens for printing, listing every serial-numbered unit given; the head signs the batch on My Gear as one receipt.
How do I take a kit back?
From the kit card: the small people button beside the history button — it appears once the kit has been issued to anyone — opens Who holds this kit: the people tree on the left, with a count per tab and group and a search, and on the right a table of every hand-out: who, when, the state, what is still out and the promised date, what came back, what was lost, damaged or consumed. Return on a row that still has something out opens Return kit: the lines on the left, one decision at a time on the right. Every line starts as Returned, so the usual case is one click; per line you can instead choose Later (the line stays out until a promised date, which is required, with an optional note), Lost or Damaged (the reason, the date and a note go to the write-off ledger under your name). If a save is refused, the lines that still need a word are marked in the list and Go to the first lands on the field. A write-off always asks before it happens. Afterwards the person’s card, the ledger and the Activity Log read exactly what happened, and the card’s OPEN plate counts what is still out. The same Return kit opens from the person’s card — Return on the kit’s row — for that person’s lines.
Where do I see which kits a person holds?
On the person’s card: the gear they received as a kit is one row per kit — the kit’s colour, name and code, when it was issued, how many lines are still out and the next promised date — and the items handed out singly are listed below. Open the row for every line of that hand-out and its state; lines already returned, lost or damaged stay in place, greyed, so a partly returned kit reads at a glance. The kit card’s Who holds this kit shows the same from the kit’s side, and the dashboard’s Kit lines out, by person card counts it for everyone at once.
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 spreadsheet row and the field. 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 e-mail that is not an e-mail, 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 e-mail that looks like an e-mail; 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, three kits with a quarter of hand-outs and returns (some still out, one with a loss), a quarter of activity, a ready-made dashboard and the bell alerts the rules would have raised. Six sectors: Office, Medical, Information technology, 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 — twelve reports — covers logistics (the inventory, the hand-outs, every kit and every kit line ever issued), 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 e-mail 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. If it was not you, change your password and tell your administrator.
I lost my phone — how do I get back in?
On the code screen, “Lost your device? Use a recovery code” takes one of the recovery codes you saved when you set two-factor up. It signs you in and opens the setup again at once — a new authenticator must be set up before you go on; this step cannot be skipped. No codes left? An administrator can reset your two-factor from the Users screen (they need their own code to do it, and every other administrator is told). A super administrator’s two-factor is reset by GearLogs support.
Why am I asked for a code in a workspace that does not require two-factor?
Because you set two-factor up on your own account. Once you have, GearLogs asks for the code at every sign-in, in every workspace you belong to — a workspace’s own requirement is a separate switch its administrators set in Settings › Security. Your own protection follows you.
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 e-mail, and so does every administrator of your workspace — it names you by your member code, never your name. If it was you, try another code from your set. 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 e-mail, and type the 8-digit code from the e-mail 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 e-mail 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 e-mail and in the bell.
What are the password rules?
The same rule everywhere a login is made or changed, including the spreadsheet import: 12 characters or more, with letters and numbers, up to 72 characters (a Hebrew letter counts twice), and no spaces at the start or end. An administrator who sets a password types it twice and sees the rules while typing; a password the rule refuses is named under the field, never saved silently.
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. The same rule protects your own administrator role: while you are the only administrator, the role field is greyed with the reason; once another administrator exists, giving the role up asks first.
What does “A new version is ready” mean — will I lose my work?
GearLogs is updated while you work, with no downtime. When a newer version is live, a calm line appears above the header: “A new version is ready — reload when convenient.” Nothing reloads by itself while the page is in front of you: finish what you are doing, then press Reload; or put the line aside with the × and it returns only when the next version lands. One honest exception remains: a tab left open so long that it reaches a screen the old version can no longer load reloads itself once to recover — the line exists so that you reload first, on your own terms.
Does closing an edited form lose my changes?
Not silently. Escape, the close button or Cancel on an edited item or person form asks “Discard your changes?” first, with Cancel and Discard. A form you have not touched closes at once, and a completed Save closes without asking.
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 e-mail 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. No account can edit the history of who held what, and when. Everyday access can add to that history but cannot delete from it, and only the workspace’s 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. My Gear, the page for the people on your list, reads in their own choice of English or Hebrew, independent of yours. 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. There are five themes; in Spec-Sheet and Light Mode the accent is now a slate blue, so a button that goes forward never looks like one that removes.
Why are some buttons green and some red?
Because colour means one thing everywhere: green adds or hands out, red removes or takes back, amber warns, grey is inert. The accent colour is kept for the brand, the thing you have chosen, links and the one button that goes forward in a dialog — and a chosen tab or option shows a clear edge, not just a tint, so it reads without colour.
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 to the time zone, and the week starts on Sunday or Monday, as you choose. Day, week and month buckets are cut in the workspace’s own time zone, set in Settings › Organization Setup on the Date and time card, and the week starts on the day chosen there — the calendar and the weekly charts follow.
Can I choose how dates are written?
Yes, once for the whole workspace. On the Date and time card an administrator picks the time zone, the date format — ten forms, numeric and named, each shown with today’s date, the numeric ones with the countries that usually write them — the clock, 24-hour or 12-hour on English screens, and the day the week starts on. When the zone’s country usually writes differently, one sentence offers the three settings with a single Apply. Every screen, export, e-mail and My Gear page then writes dates the same way.
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.
Does GearLogs handle stock in the millions?
Yes. Every count is written in full — 1,234,567 — in both languages, and nothing is cut: badges, columns and charts make room. Stock, the Low (Red) and Healthy (Green) thresholds and a Storage capacity go up to 999,999,999, and you can type an amount straight into the quantity box instead of clicking. One hand-out can deal up to 1,000 serial-numbered units; split a bigger one into several hand-outs.
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.
How do I change stock by one?
With + and − on the item card. A step asks once: the first click arms it, the second applies it, so a slip can no longer change stock. The number changes the moment you confirm, and Undo stays for a moment. To set a bigger amount, type it into Available Stock in the item’s form — up to 999,999,999.
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 e-mail 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. A kit line returned as lost or damaged goes the same way — the write-off ledger keeps its reason, and the person’s card and the kit’s own list show it.
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 (up to the newest 50,000 actions per workspace) 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.