Quartermaster support

Getting started

Quartermaster shares the same sign-in as Camp Planner, Hall Manager and Leader Compliance — if your group already uses any of them, signing in here gets you straight to the same group's equipment with no separate account needed. If you're new to all four, sign up and create your group, then invite the rest of your leader team.

If you've been invited to a group

Open the link in the invitation email and sign up with the same address the invitation was sent to. That address is how we know the invitation is yours, so signing up with a different one won't let you accept it.

You'll be asked to confirm your email first. If you come back and find yourself somewhere unexpected rather than in the group — which can happen if you open the confirmation email on a different device, in a private window, or inside a mail app — don't sign up again. The invitation will be waiting on your dashboard with a Join button. It shows up wherever you land, in any of the four tools.

Invitations last 14 days. If yours has expired, ask whoever invited you to send another.

Roles: who can see and do what

Everyone in a group has one of four roles, and you set it when you invite them. You can change it afterwards from the Members page, where each role explains what it gives before you save.

• Owner — everything a Leader can do, plus billing, transferring the group and deleting it. One person per group.
• Leader — runs the group: can invite people, manage everything in every app, and see young people's medical, dietary and consent details wherever the group holds them.
• Helper — can do the day-to-day work, but can't invite people, and can't see medical, dietary or consent details.
• Viewer — can look, but not change anything, and also can't see those details.

A role can differ from app to app. On the Members page the owner can set what each person does in each app separately — Leader in one, Helper in another, No access to a third. Most people hold the same role everywhere, and the list says so in a line; you only see the detail when it actually differs.

That matters most for Camp Planner, where Leaders can see young people's medical, dietary and consent details. Somebody who helps with the money or the bookings can be a Leader here and only a Helper there — able to do the work, unable to see a child's medication.

Everyone must keep at least one app. Somebody with none can still sign in and would see nothing at all — if they've left, remove them from the group instead.

Only the owner can make somebody a Leader, and only the owner can change an existing member's role or remove them. A leader can invite Helpers and Viewers freely — enough to build a team without needing the owner for every addition — but promoting anyone to Leader is the owner's decision, because that's the point at which someone gains access to a child's personal details.

Every one of those changes is recorded — who invited whom, at what role, who changed a role, and who cancelled an invitation.

If you have more than one group

Most groups only ever set one up, so if you belong to a single group you go straight into it when you sign in — no list to pick from. If you belong to two or more, you get the list and choose.

To add another group (a second section that keeps its own records, or a District you also help with), click ← All groups at the top of any of the group's pages. That takes you to the full list, where a New group button sits in the top right. The list also appears on its own once you belong to more than one, so you only need that link the first time.

Being invited to someone else's group counts too — accept the invitation and you'll start seeing the list, with both groups on it.

Free plan & pricing

Quartermaster is free for your first 15 equipment items, no time limit and no card details needed. Beyond that, a paid subscription (£20/yr) unlocks unlimited items, or £50/yr for the bundle with Camp Planner, Hall Manager and Leader Compliance together. Only your group's owner can subscribe or cancel, from a Billing section on your group's page, paid by Direct Debit via GoCardless. See full pricing for details.

You can also try everything free for 30 days. The group owner starts it from the group page — all five tools, no limits, no card, and nothing to cancel: it simply returns to the free plan at the end. One per group, and we'll email you a week before it ends and again two days before, so the date never arrives unannounced. Nothing is deleted when a trial finishes — you keep everything you set up and go back to the free plan's limits.

Equipment inventory

Add each item you own with its category, quantity, location, condition, value and serial number. Each item gets a real detail page, and you can attach a photo. Have a spreadsheet already? Import it in bulk instead of typing everything in by hand.

If your group also uses Camp Planner, a leader can link a camp's group-kit item to one of your equipment rows — its detail page here then shows "claimed by" whichever camp(s) have linked it, so you can see it's already spoken for without switching apps.

Checkout & loans

Check an item out to whoever's borrowing it, optionally against a specific camp, and see at a glance what's currently out and when it's due back. A digital signature can be captured on checkout if you want a record of who took responsibility for it.

Reporting damage or an issue

If something gets damaged or goes wrong with an item — say, a tent pole snaps at camp — use "Report an issue" on that item's detail page to record what happened, when, and who reported it, with an optional photo. This keeps a proper history separate from the item's day-to-day edits, and you can optionally update the item's condition at the same time. Past reports for an item are listed on its detail page.

Hiring equipment out

If your group also uses Hall Manager, equipment here can be marked as available to hire and it appears on your hall's public hire page alongside the hall and the minibus — no re-entering it in two places, and one place that knows where everything is.

Availability accounts for what's already committed: a loan you recorded here, or kit promised to a camp in Camp Planner, both count against what a hirer can ask for. Kit recorded as damaged, or with an expired PAT test, is held back from hire automatically rather than being offered and refused later.

Picklists

Save a reusable list of equipment for a recurring event — a "standard weekend camp" kit list, for example — and check the whole list out together in one action, skipping anything that's already out on loan.

Stock takes

Start a formal stock-take session to work through everything you think you have, marking each item Present or Missing with optional notes. Finishing a session updates each item's last-inspected date and produces a report of what was found, missing, or not checked. Past sessions stay viewable afterwards.

Barcode scanning

Every item gets its own QR code, printable as a label straight from its detail page. Scan it with the in-app scanner (or an ordinary phone camera) to jump straight to that item's checkout/return page — handy for checking equipment in and out quickly, or marking it present during a stock take.

Inspection-due reminders

Set an optional inspection-due date on any item and your group's owners/leaders/helpers get a nudge email once it's due or overdue. The due date resets automatically whenever it's marked present in a stock take, so the reminder doesn't go silent after the first nudge.

PAT testing & electrical safety

For electrical items, record a PAT certificate number and a pass/fail result alongside the usual last-inspected/next-due dates — so the certificate itself isn't just a note. A failed test shows a red "PAT failed" badge on the item, both in the list and on its own detail page.

District/multi-group visibility

If your group is part of a District or County that also uses Quartermaster, a District leader can get read-only visibility of your equipment — useful for oversight across several groups. Nothing changes for you until you choose to link up: the District generates a join code and shares it with you, and you enter it on your own Members page. The District only ever sees your equipment's inventory — name, category, quantity, location and condition — never loan or checkout detail, and no photos, and can never edit or check anything out. You can hide yourself from the District at any time without unlinking, or unlink entirely, both from the same Members page.