Every tent back from camp, and dry.
For the volunteer quartermaster of a scout or guide group, youth club or outdoor centre, who looks after tents, stoves, cooking boxes and safety kit shared by several sections.
| Item | Location | Qty | Status |
|---|---|---|---|
| Patrol tent, Icelandic 6-person, IT-001301 | Drying | 1 | Problem: pole cracked |
| Patrol tent, Icelandic 6-person, IT-001302 | HQ store / Tents | 1 | Reserved · Scouts, 14 Jun |
| Trangia 27 cooking box B IT-001315 | HQ store / Cooking | 1 | Priya (Explorers) · due Mon |
| Butane/propane 450 g canister IT-001330 | Fuel cupboard | 5 canisters | Low · min 12 |
| First-aid kit, camp size, IT-001342 | HQ store / Safety | 1 | Replace-by passed |
Sound familiar?
Cubs, Scouts and Explorers share one store. The kit list is a laminated sheet on the door. After summer camp, one patrol tent is still in a leader's garage, two came back wet and nobody aired them, the Trangia box is short of a burner, and the first-aid kits have plasters that expired last year. The new quartermaster inherits all of it with a bunch of keys.
Book for camp, pack, return, check.
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Sections book for camp
The Scout leader reserves four patrol tents, two cooking boxes and the dining shelter for the June camp. Cubs can't book the same tents that weekend.
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Packing night
Scan each kit box and tent into the basket and hand the lot to the leader running camp. Gas canisters and fuel go out as stock, so the store count drops by what left.
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Back from camp
Scan everything back in. The return check asks what came back damaged. A wet tent goes to the Drying folder with a note, a broken pole gets a problem flag, and both sit on Today until they're dealt with.
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Season checks
Tents, stoves and lanterns have a yearly inspection; first-aid kits have a replace-by date. Today shows what's due before the season starts.
How it looks in ItemTally.
Folders are the real places scout groups, guides and youth organisations keep things. Every take, return, count and move becomes a dated line with a name on it, and lines are never edited.
Your workspace
- HQ store
- TentsPatrol tents, dining shelter
- CookingTrangia boxes, gas stoves
- Kit boxes
- SafetyFirst aid, fire buckets
- DryingHall balcony
- Fuel cupboardGas canisters, meths
What does the quartermaster's work.
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Reservations
Sections book tents and cooking boxes for camp weekends, and clashes are refused before two leaders promise the same tent.
How it works → -
Equipment checkout
Camp kit out on a leader's name in one basket, back with a check for damage. Each tent keeps its own history.
How it works → -
Maintenance dates
Yearly tent and stove inspections and first-aid replace-by dates, raised before the season starts.
How it works → -
Consumables
Gas canisters, fuel and first-aid refills with minimums, so the next camp doesn't start with an empty fuel cupboard.
How it works →
No membership records, subs or event bookings. ItemTally doesn't hold young people's details, collect subscriptions or run camp sign-ups. Keep those in your membership system (such as OSM or your national association's tools). ItemTally keeps the kit.
The questions quartermasters ask.
We're volunteers with no budget.
The Shelf plan is free forever with unlimited items for one quartermaster and ten borrowers. Kit the quartermaster hands over to leaders never counts. A group where five leaders manage kit fits Stockroom at €19/mo.
Leaders won't sign up for another app.
They don't have to. The quartermaster hands kit over, and each leader's receipt has a My things link where they see what they hold and return it. No account.
How should a scout group organise its equipment store?
Group kit by what goes to camp together (tents, cooking, kit boxes, safety), label every tent bag and box, and keep fuel separate. Put each tent on its own record so damage and inspections follow the right one.
How do we stop tents being packed away wet?
Make a Drying folder. When a wet tent comes back, return it and scan the Drying label to move it there. The register shows it as drying until someone moves it back to the store.
Can we lend kit to other groups?
Yes. Hand it to the other group's leader by name with a due date and a signature, or send a share link with requests on so they can ask for dates. ItemTally doesn't charge hire fees.
Can we track first-aid kit expiry?
Give each first-aid kit a replace-by date or a recurring check. Today shows it before the date passes. It's one date per kit, not per plaster.
Label the tents before the next camp.
Free forever for one editor and ten borrowers. No card.
Free for one editor and ten borrowers, with unlimited items. No card needed.