GEAR
Product
From the shelf to the person and back: every step on the record.
GearLogs is for organisations that hand out gear and consumables to dozens or hundreds of people. This page shows how it works, and every screen on it is the real app.
Organisations that hand out gear every day.
Medium and large organisations first, and the teams that live on issued gear: army and defence units, hospitals and clinics, emergency and municipal services, and logistics depots. The app comes in an Army and a Medical theme as well as its everyday look.
A clipboard was never a record.
GearLogs replaces the sheet with a receipt each person is asked to sign, and a history no account can edit.
The whole store, step by step.
Every item, and who holds it.
The Logistics board shows every item group by group: how much is in stock, in use and in repair, who holds the group’s gear by department, and the activity of the last 30, 60 or 90 days.
- In stock · in use · in repair
- Who holds it, by department
- Activity over 30, 60 or 90 days
How much is in stock, how full, what to reorder.
Storage fill against capacity, how many more fit, what is over capacity, and the low-stock list against the line you set for each item. GearLogs shows which items are under their line and how much room the store has; the quantity to order stays your call.
- Fill against capacity, and headroom
- Over capacity, flagged
- A low-stock line per item
One item or a whole kit, in one act.
Pick the person, tick the items, choose the serial units or let them be dealt. The stock is checked before anything moves. A kit is handed out and returned in one act, and each line comes back as returned, later, lost or damaged.
- Stock checked before anything moves
- Serial units chosen or dealt
- An unserviceable unit can’t be issued by mistake
Every hand‑out opens a receipt to sign.
Every hand-out, return and write-off to a person opens a receipt the person signs on My Gear within 14 days, with no account, no password and no seat. Or they dispute it, with one of five reasons and their own words. An administrator with the right can confirm a receipt on the person’s behalf, with a reason, or cancel one recorded by mistake.
- Waiting · signed · disputed
- Confirmed on behalf · cancelled · expired
- An unsigned receipt expires after 14 days
Every line, and what happened to it.
Open a receipt to read its lines and its timeline: when it was opened, reminded, signed or disputed, and by whom.
Never pay for a repair you were still covered for.
A warranty date on a lot, its own date on a single unit, and service contracts that extend the cover. The dashboard lists the warranties and contracts that have ended or are about to, and the units that need attention.
- Warranty until, per lot or per unit
- Service contracts on the gear they cover
- What has ended or is about to, first
Broken is a state, not a surprise.
A unit that needs repair is sent to repair and comes back from repair on the record. An unserviceable unit can’t be handed out until it is fixed. Lost and written off are recorded with a reason, and the whole team sees the state.
- Needs repair · sent · back from repair
- Unserviceable can’t be issued
- Lost and written off, with a reason
Everything a person received, returned or used.
Open anyone and see what they hold now and their history: every item received and returned, every consumable dispensed, kits first and then single items, dated, with who handled it.
- Received and returned
- Consumables dispensed
- Dated, with who handled it
Every unit’s whole life.
Open an item to see who holds each unit, its serial number, its condition and its warranty, and what happened to it: every hand-out, return, repair and write-off.
- Who holds each unit
- Condition and warranty
- Every move, kept
Every action on the record, with who and when.
Every hand-out, return, repair and write-off lands in the activity log with who did it and when. No account can edit the history and routine accounts cannot delete from it. The log keeps the last 12 months, up to 50,000 actions per workspace, and a full export is there whenever you want it, as CSV, Excel or print.
- Who did it, and when
- The last 12 months, up to 50,000 actions
- A full export, whenever you want it
Four steps from the first login.
- I
Set Up Your Organization
Configure departments, groups, and locations to match your organizational structure. Start from scratch or use a pre-built template.
- II
Add Your Data
Add items and personnel manually or bulk-import from CSV. Duplicates are detected automatically and queued for your review.
- III
Assign & Track
Assign equipment to personnel. Dispense consumables. Process returns. Everything is logged and tracked in real time.
- IV
Monitor & Report
Build your dashboard. Track trends. Receive alerts for low stock. Export reports for audits and compliance reviews.
Everything in the one plan.
Inventory Management
Organize items by departments and groups. Monitor stock levels against configurable thresholds, and give any item a storage capacity — a meter beside STOCK shows how full the shelf is and administrators hear when it runs low or goes over. Manage consumable and durable equipment separately with per-item controls.
Personnel Management
Maintain personnel records with department assignments, designations, and contact information — each person shown by name, with an optional ID field of your own (employee number, staff ID, or service number). Track who holds what equipment and their consumption history.
Asset Assignment
Assign equipment to personnel with quantity tracking — straight from the board with a quick Assign button and a searchable person picker, and, from the same small card, one item to many people (↗ More people) or many items to one person (↗ More items) in a two-pane window that checks the whole list before anything moves. Process returns and dispense consumables. A department head issues a batch for the team from the same window and holds it as custodian, with a printable manifest. Full history per person with automatic stock adjustment.
Reference Codes
Every item, person, group, tab, and team member carries a short permanent code, shown on its card and searchable everywhere — woven through the activity log so it's always clear what each entry refers to.
Colour-Coded Activity Log
Every action is recorded and colour-coded by type: who performed it, what they touched, and how much. Search and filter by multiple criteria, and export logs for compliance and review.
Real-Time Collaboration
Your whole team can work at once. Changes appear for everyone instantly with no refresh, and you can see who's active in the workspace at a glance.
Analytics & Dashboard
Configurable dashboard with multiple widget types. Activity trends, low-stock alerts, live feeds, and export-ready reports. Add, edit, resize, and preview widgets to see what matters most. Ready-made widgets in two clicks — activity by type or by user, capacity, registry, write-offs, approvals — or build your own from plain questions, on your period, not just the dashboard’s.
Data Operations
A proper control room for your data, not a vanity score. Import from a spreadsheet or a pasted list — GearLogs shows you how it read your file before anything is written, so a mis-formatted column can never import wrong data behind a success message, and one bad row is reported by name instead of failing the whole file. Archive items and people instead of losing them, and restore them later. The powerful tools sit behind a preview and a confirmation, and long jobs show a live progress window that reports every real step.
Guided & Clear
Every screen and every action that isn't self-explanatory carries a small (i) — one click opens the same clear card everywhere: what it is, what you can do, and what will happen, with a red line when something cannot be undone. One legend at the top of each actions column names every icon in one place and lists only what your role can do; controls you cannot use are dimmed and say why. Colour tells you the direction: green buttons give or put back, brick-red ones take away, grey ones only show or edit — the same on every screen and in the confirmation behind each action. Dashboards show honest figures rather than estimates, so nothing consequential is ever a guess. Every dialog is the same dialog — one title bar, one shelf of buttons — announced by name to a screen reader, with the keyboard kept inside and focus returned when it closes; a refused action stays on the screen with its reason in red, never a message that vanishes.
Write-Offs & Archive
Record gear that's lost, stolen, damaged, or never returned — the count drops and the loss is kept as a permanent record. Retire someone who left with their equipment in a single step. A dedicated Archive gathers retired people, archived equipment, and every write-off in one place, with search, filters, and export — restore anything, or recover a written-off item back into stock. Losses stay visible where you work: flagged right on the person and item cards with a full history, charted on loss dashboards by reason, team and item, and the register shows whether each loss is against active or retired personnel.
The Registry
Track equipment one unit at a time, not just by count. Each serialized item — a radio, a sight, a vehicle, a tool — becomes its own numbered record with its own status, condition, current holder, and full history. Group units into lots, register them in bulk or by import, and always know exactly which one is where. Condition has teeth: a unit marked unserviceable can't be issued by mistake, and every move a unit makes is recorded for you.
Warranty & Service Contracts
Never pay for a repair or replacement you were still covered for. 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 they cover. Coverage shows up everywhere as colour-coded chips, an "Expiring" widget lists what needs attention first, and a signal appears right on the board before dates run out. You set how far ahead the warnings start; contract cost stays visible to managers only, and date changes are written to the activity log, which no account can edit.
Reports, Exports & Backups
Your records are yours, and you can get them out. A real report catalogue covers logistics, personnel, the registry, the archive, and activity — each exportable to CSV, Excel, or Print, and each reads your complete records, so a large workspace exports in full rather than stopping at a hidden cap. A data Overview runs honest checks on your actual data and lets you jump straight to fix anything it flags. Take an encrypted, whole-workspace backup you unlock with your own passphrase — and if data is ever lost, recovery is done together with support, never by a single risky click.
Find Anything
One search bar for the whole workspace. Type what you remember — a name, a reference code, a serial number or lot code, a designation or location, a manufacturer, model, SKU or GTIN, even a note — and it finds items, people, departments, groups, team members, service contracts, and archived records alike. Results come grouped by type with the best matches first and the matched text highlighted; one click lands exactly on the thing you meant, and the search carries with you onto that screen so you keep narrowing instead of starting over.
Kits
Build a kit once — a named recipe of equipment, each item and how many of it per kit, with its own code — and hand the whole thing out in one act: to one person, a whole Personnel tab, groups, or a group minus a few names. The maths comes first, needed against in stock for every line, and nothing goes out while one line is short. Every line lands on the person’s card under the kit’s own row and each person is told once. Taking it back is one dialog: every line returned in a click, or, line by line, kept out until a promised date or written off as lost or damaged with the reason — and the card always shows who holds it and what is still out. The dashboard counts the kit lines still out and draws issued against returned; two exports list every kit and every kit line ever issued.
Your People, Their Page
A person on your personnel list sees their own gear, notices and history on My Gear at my.gearlogs.com — signed in with your workspace code, their identity number or personal number and a code sent to the e-mail on their record. No account, no password, no seat. They see only what is theirs: never another person’s gear, never your stock or billing. English or Hebrew, their own choice. Give it to them once — the two numbers and the e-mail sit on the person’s card behind the same right as the phone — and from then on they can check what is on their name before a hand-over, a return or an audit, without asking the store, and sign for what they received.
Signed Receipts, Kept for You
Every hand-out, return and write-off to a person opens a receipt the person signs on My Gear. Its lines never change after it opens; a decision — a signature, a dispute, a confirmation on behalf, a cancellation — is written once, by name, and a receipt nobody signs expires after 14 days on its own. Approvals shows every receipt by state with what happened to it, the dashboard counts them and two exports list them — while the words behind a dispute stay with the receipt, for your administrators and the people you trust with the right, never in a file or a mail.
One Clock, One Way to Write the Day
The workspace owns its clock and its date form. On the Date and time card an administrator sets the time zone (every zone with its offset and city, searched by city, country or offset), 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 reads the same four settings, and a hand-out is stored under the workspace’s day, not the server’s.
Where your data lives, and who can touch it.
GearLogs runs on Supabase in the EU (Frankfurt) for the database and sign-in, Cloudflare for delivery and protection, Paddle for payments and Resend for e-mail — the same names you will find in our privacy policy.
Data Isolation
Each organization's data is completely isolated. Users can only access data within their own organization. Multi-tenant architecture with strict enforcement at every layer.
Role-Based Access
Fine-grained permission system ensures users see only what they need. Administrators control who can view, edit, and manage each area of the system — and can grant any single right to a person on top of their role. Staff contact details are a right of their own, enforced by the database, not the screen. Permanently erasing records is reserved for a Super Administrator, so nothing irreversible happens by accident. The right to hand out sensitive gear applies to every sensitive item, at every door, with the database as the backstop. My Gear, the page for the people on your list, shows a person only their own rows — nothing of the workspace crosses to them. The words behind a disputed or on-behalf receipt open for administrators and holders of the confirm-on-behalf right, on a click — never in a file, never in a mail.
Encrypted & Secure
All data encrypted in transit and at rest. Industry-standard authentication with secure session management. Backups encrypted for additional protection.
Audit Everything
Complete audit trail of every action. Know who did what, when. Export-ready logs for compliance requirements and internal reviews.
Sign-In Protection
An automated human-verification check at sign-in blocks bot-driven and scripted login attempts before they reach an account. For real people it clears in a moment, with nothing extra to do. A lost password is recovered by the member, with a one-time code sent to their e-mail — and every password change signs out every other device and confirms itself to you.
Two-Factor Sign-In
A workspace can require two-factor authentication — a one-time code from an authenticator app on top of a password — to sign in and to make changes, so a stolen password alone can't alter your records. Anyone who sets up their own two-factor is asked for the code at every sign-in, whatever the workspace requires. Members keep recovery codes for a lost phone, and admins can reset a member's two-factor when needed. Turning it on or off is noted in the bell, and a run of wrong recovery codes tells the account and its administrators, with what to do if it was not them.
History No Account Can Edit
The record of who held what, and when, stays as it was written. No account can edit an entry, routine accounts cannot delete from it, and only the workspace’s highest level of access can remove anything — so your accountability trail holds up.
Your Data Stays Yours
You are never locked in. Export any part of your records to CSV, Excel, or Print at any time, in full — and take an encrypted, whole-workspace backup that only your own passphrase can open. A backup carries only your data, nothing hidden. And if something ever goes wrong, recovery is handled carefully together with support, so a good record can't be overwritten by a single wrong click.
One Account, One Active Place
Equipment rooms have shared terminals, and laptops get forgotten. In GearLogs an account is signed in at one place at a time: signing in on a new device politely ends the previous session, so a screen left open somewhere else can never keep acting under your name. Tabs in the same browser share one session, and the newest sign-in always wins — you can never be locked out of your own account. Every sign-in notice says when, from what device and from which address, and a password change signs out every device, this one included.
Report a Security Issue
A security.txt file at /.well-known/security.txt names the contact for a vulnerability report — [email protected] — in the machine-readable format automated scanners check first, and a person reads what lands there.
A Receipt Only the Right Person Signs
Every hand-out, return and write-off to a person opens a receipt that names the person and every line. The person signs it on My Gear within 14 days. If an administrator confirms it in the person’s place or cancels it as recorded in error, that needs a right of its own and a written reason of at least 8 characters, and the reason stays with the receipt, so it is always clear who decided what. A receipt nobody signs in 14 days expires and says so; it is never confirmed quietly.
Every price is on the page.
Access by request
GearLogs is invite-only. Tell us about your store and a person replies, usually within one business day.
Request accessPrefer e-mail? Write to [email protected]