Instruments
Your club's instrument inventory – personal and club instruments, loans with a loan fee, and damage reports.
In the instrument inventory you record which instruments your club has – the ones owned by the club as well as your members' private instruments. That way you always know what's around, who has borrowed which club instrument, and whether a damage report has been filed anywhere.
What belongs to an instrument
For each instrument you can record the following details:
- Brand and model – e.g. "Yamaha", "YCL-450".
- Year built – when the instrument was made.
- Year acquired – when it came to the club.
- Condition – very good, good, fair or poor.
- Insured – whether the instrument is covered by insurance.
- Notes – room for anything else.
- Attachments – e.g. a photo or the purchase invoice.
Still limited on phones
Files like photos or invoices are most reliably attached on a computer. In the phone app, attaching files to instruments isn't available everywhere yet, depending on your device.
Adding an instrument
Create a new instrument
Tap "New" and enter the brand, model, year built and acquired, condition and the other details.
Set ownership and save
Decide whether it's a member's personal instrument or a club instrument (see the next section). Then Save.
Personal instrument or club instrument
For every instrument you state who owns it:
A personal instrument belongs to a member personally. You record it for the club's benefit – for insurance or an overview, say – but it stays private property. Just assign it to the relevant member.
A club instrument belongs to the club. It can sit in stock or be loaned to a member. If it's loaned out, you pick the person under "loaned to".
For loaned club instruments you can also set a loan fee per year in euros. This fee is automatically carried over into the cash book, where you can collect it, invoice it and take payment.
Loan fees land in the cash book
To learn how to turn loan fees into an invoice and mark them as paid, read Loan fees & invoices.
Reporting damage
If something on an instrument is broken, you record it as a damage report right on the instrument. That keeps the instrument's history traceable – especially for insurance.
A damage report includes:
- Date of the damage.
- Description of what happened.
- Damage amount in euros.
- Insurance reimbursement – what the insurer paid back.
- Receipts – e.g. photos or the repair invoice.
Open the instrument
Open the affected instrument in the instrument list.
Record the damage
Choose "Report damage", enter the date, description, damage amount and – if already known – the insurance reimbursement, and attach the receipts.
Save
After saving, the damage appears in the instrument's history.
Who sees which instruments
Members only see their own
A regular member only sees their own instruments in the instrument list, plus the club instruments loaned to them. Only someone with the right to manage instruments – such as the board or an administrator – sees the club's complete inventory.
Join requests
View requests from new members and accept or reject them – either with a new member record, linked to an existing one, or as an account only.
Uniform
A reporting system for uniforms – members report when something doesn't fit or is missing, and the uniform officer collects and handles the reports.