Every club has a certain amount of equipment. Whether it's a soccer club, a marching band, a fire department, or a traditional costume or carnival club — simple and straightforward inventory management saves you a lot of stress, time, and money.
An inventory, or inventory list, is a record of items and equipment that lets you know exactly where everything is at all times. Beyond that, a good inventory management system can provide you with information about the condition of an item and other important details.
Organizing your inventory should always be tailored to your club's specific needs. It won't help you or your club to use a highly complex inventory management system designed for corporations if your requirements are completely different. Conversely, a simple handwritten list will quickly reach its limits for most clubs.
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A digital inventory management system that is accessible to multiple people at any time—and specifically tailored to the needs of clubs—will save you and your club a great deal of time and money. With Vereinsplaner, lost, unreturned, or broken equipment will be a thing of the past.
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Use this free template to systematically record your club's inventory, check quantities and condition, and keep track of necessary repairs and maintenance. It is part of the general meeting package from the Vereinsplaner legal packages.
With the Vereinsplaner inventory management system, you can easily catalog all your equipment. You can assign statuses to these items (e.g., broken, used, like new, etc.) and add details such as the person responsible and the purchase date. All equipment can be loaned out to club members through a well-designed lending system, complete with automatic reminders for when items are due back.
The easiest way to get an overview of the inventory management system is by looking at the screenshots in the feature description or the full tool overview. As previously mentioned, our inventory management system was developed with and for clubs. Our goal is to continue working together with you to make these features even smarter.
Inventories are areas where your items are stored. Multiple items can be grouped together within a single inventory.
Items are the objects created in the inventory management system. Examples of items include sports equipment or musical instruments. Items can also be loaned to members using the lending feature.
To create an inventory, click on “Manage clubs” in the navigation bar of the web application and then select “Manage inventories.” From there, click either “Create first inventory” or, if you would like to add another, “Create inventory” (the button is in the top right corner). You must have a club registered with Vereinsplaner to do this. You can find more information here.
In the web application, click on “Manage clubs” in the top navigation bar. Then, select “Manage inventories.” You are now in your inventory overview. Click on the desired inventory tile you created earlier. Inside this inventory, you will find a blue “Create item” button in the top right corner. Click it and fill in the required fields. Click “Save” to create the item.
You can find help with using the inventory management system 24/7 in our Help Center. If you encounter any issues or have suggestions for further development, please email us at support@vereinsplaner.at.
Managing your inventory in a clean and structured way can save you a lot of money over time. However, theory and actual practice often differ significantly. We have summarized everything you need to keep in mind for a successful year-end inventory in a compact checklist.
It is difficult to give a general answer to this. Fundamentally, the biggest effort is the one-time task of digitizing and cataloging your analog inventory and items. You can estimate about one (to two) minutes per item. It will certainly take a bit longer at the beginning, but you will likely get faster toward the end. However, it is important to remember that once your inventory is set up, you will have almost no ongoing time investment compared to not having a well-organized inventory management system. After all, we all know how much time it can take to track down a borrowed item without proper documentation.
There are no additional costs for you or your club. Inventory management is currently available to all clubs, even in the free subscription plan. In the future, as with other modules (e.g., Online Storage), there will be a distinction in functionality between the various Vereinsplaner subscription plans.
The inventory management system is being developed with an open approach to feedback from our users and clubs, which we will incorporate into future updates. Our primary goal is to further refine the lending system to provide even greater relief to the board.
Log in to the Vereinsplaner web app to get started. If you are already part of a club, click on “Manage clubs” at the top and then select “Manage inventory.” If you haven't joined a club yet or would like more detailed instructions on inventory management, please visit our Help Center.
No, of course not. It is entirely up to each club whether or not to manage its gear and equipment using an inventory system. However, an inventory system should not be confused with a statement of assets. Documenting club assets and all relevant capital items may well be necessary for a financial audit. In general, it is recommended that purchased items, such as club equipment, be stored properly.
We know that many board members like to keep a manual, storing important information in a folder at the clubhouse so that their successors have everything in one place. We have therefore made this article available for you to download as a print-ready version below:
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