Count the truck before it leaves.
For in-house event teams and production crews moving kit between a warehouse, trucks and venues, where a missing case is a show problem and half the crew are freelancers.
| Item | Location | Qty | Status |
|---|---|---|---|
| Stage box 32/8, flight case IT-000101 | Truck 2 | 1 | Loaded |
| Cable trunk A, XLR IT-000102 | Truck 2 | 1 | Loaded |
| FOH rack IT-000103 | Warehouse / Audio | 1 | Not seen in Truck 2 |
| Gaffer tape 50 mm black IT-000104 | Truck 2 | 4 rolls | Low · min 6 |
| Shure P3TR in-ear pack IT-000115 | Venue, Concert hall | 1 | Joel (freelance) · due 23:30 |
Sound familiar?
The kit is split across a warehouse, two trucks and a venue. The pick list is a printout with ticks, so the FOH rack that never left the warehouse is found missing at 4pm in a car park two hours away. After the show, the gaffer and cable ties are gone, nobody knows how many, and the freelancer who borrowed the spare radio has flown home.
Load, count, run, reconcile.
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Load into the truck
Scan the Truck 2 label, tap Move things here, then scan each case as it goes up the ramp. The register now says those cases are in Truck 2, with who moved them and when.
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Count before the door closes
Start a count on Truck 2 and scan every case. Anything that should be there and wasn't scanned shows as not seen, while you're still at the dock.
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Top up the consumables
Each truck has its own minimum for gaffer, cable ties and batteries. Its load list says how many of each to bring from the store, and one tap records the whole load.
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Hand out on site
Radios and in-ears go to named crew, freelancers included, with a due date of the get-out. Their receipt is their return link.
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Reconcile after the show
Count the truck again when it lands. The review shows only the differences, and each one posts with a reason, so the next show starts from a true list.
Count the truck before the door closes.
Every truck, case and shelf has its own label. Scan it, tap Count this place, then scan what's loaded. Anything you didn't scan shows as not seen while there's still time to fetch it.
11 things live here. Last counted 41 days ago.
Nobody is counting it right now
How it looks in ItemTally.
Folders are the real places events and production crews keep things. Every take, return, count and move becomes a dated line with a name on it, and lines are never edited.
Your workspace
- Warehouse
- Audio
- Lighting
- Cable store
- Consumables
- Truck 1Vehicle
- Truck 2VehicleTonight's load · min 6 rolls gaffer
- Venue, Concert hall
What does the work for a crew.
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Stock counts
Count a truck by scanning its cases. Anything not scanned shows as not seen before the roller door comes down.
How it works → -
Vans and load lists
Trucks as locations with their own minimums for consumables, and a load list that says what to bring back up to level.
See vans and kits → -
Equipment checkout
Radios, in-ears and tools on named crew with a due date, freelancers included, no logins.
How it works → -
Reservations
Hold 30 radios and the second PA for the same weekend across two shows, with clashes refused before anyone promises them.
How it works →
No quotes, client billing or crew scheduling. ItemTally makes sure the truck is complete and the case is accounted for. Quote and invoice the show, and schedule the crew, wherever you already do. What we will and won't build.
The questions this crew asks.
The venue has no signal.
Today, scanning in the browser needs a connection, so load and count where there's Wi-Fi or mobile data, usually the dock. The iPhone and Android apps with offline scanning and counting are built and in testing, not released.
Half our crew are freelancers without logins.
Hand gear to any name with a due date and a thumb signature. Each person's receipt has their own My things link, and a possession check at the get-out asks them to confirm what they hold.
How do we know a truck is complete?
Start a count on the truck's folder and scan every case. Cases that belong there and weren't scanned are marked not seen, so you know what's missing before you leave.
Do cases inside a truck keep their own history?
Yes. Each case and each item is its own record. Moving it into the truck, out to the stage and back to the warehouse are all lines in its history.
Can we reserve gear for two shows on the same weekend?
Yes. Reservations check every item and amount against what's on hand and already booked. A clash is refused and names who holds it.
How do we reconcile after the event?
Count the truck or the warehouse shelf when the kit lands. The review shows expected against counted, you record a reason for each difference, and posting makes the register true again.
Count your next truck before it leaves.
Free forever for one editor and ten borrowers. No card.
Free for one editor and ten borrowers, with unlimited items. No card needed.