Uniform inventory template
Stock by item and size, with minimums, and an issue log of which player or member of staff has which kit. For school sport, clubs, workwear and PPE.
Free, no sign-up, no email. The uniform stock imports into ItemTally as it is.
Preview and print
Uniform issue log
| Date issued | Issued to | Team / group | Item | Shirt no. | Qty | Return by | Returned | Condition |
|---|---|---|---|---|---|---|---|---|
| 2026-09-03 | Ella Martin | U14 girls | Home shirt (S) | 7 | 1 | 2027-04-30 | ||
| 2026-09-03 | Noah Khan | U14 boys | Home shirt (M) | 11 | 1 | 2027-04-30 | ||
| 2026-09-10 | Grace Liu | Year 9 | Training top (M) | 1 | 2027-07-18 | |||
Your browser's print dialog can also save the sheet as a PDF. Example rows are shown in green and only print if you tick the box.
What it's for
Uniform and kit go out in September and come back, mostly, in April. The gap between what you issued and what came back is where the budget goes. This template keeps stock by item and size with minimums, so you reorder the sizes that run out, and a separate issue log of who has what, so end-of-season returns can be checked name by name.
Put the size in the item name (Home shirt (M)) as well as its own column. That keeps each size a separate row with its own minimum, and it imports into ItemTally as separate items without anything clashing.
The columns, and what to write
Uniform stock Imports into ItemTally
| Column | What to write | In ItemTally |
|---|---|---|
| Name | Item and size together: Home shirt (M). One row per size. | Name |
| Size | The size on its own, for sorting. | Custom field (pick it when matching columns) |
| Quantity | How many you have now. Whole numbers only. | Quantity |
| Unit | pcs, box, roll, pair, litre. Count the way you reorder. | Unit |
| Location | Kit room / Rail 1, or Club house / Cage. | Location (folder path) |
| Min quantity | Order more when you get down to this. | Low-stock alert at |
| Category | Home kit, away kit, training, workwear. | Tags |
| Value | Cost of one. | Value |
| Notes | Anything else worth knowing. | Notes |
Issue log Log, for your records
| Column | What to write | In ItemTally |
|---|---|---|
| Date issued | Logbook (not imported) | |
| Issued to | Player, student or staff member. | Logbook (not imported) |
| Team / group | U14 girls, Year 9, night shift. | Logbook (not imported) |
| Item | As in the stock list: Home shirt (M). | Logbook (not imported) |
| Shirt no. | If numbered. Helps when two players swap. | Logbook (not imported) |
| Qty | Usually 1. | Logbook (not imported) |
| Return by | End of season, end of term or leaving date. | Logbook (not imported) |
| Returned | Date returned. Blank means they still have it. | Logbook (not imported) |
| Condition | Good, worn, lost. | Logbook (not imported) |
Keep numbers plain (249.00, not €249) and write dates as 2026-10-16. Saving a CSV from Excel? Choose CSV UTF-8; it saves the tab you're on.
How to use it
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Count stock by size
One row per item per size. Set a minimum for the sizes that always run out first.
-
Log every issue
Write each issue on the Issue log tab, with the shirt number if there is one. Take the quantity off the stock tab at the same time.
-
Set a return date
End of season, end of term or a leaving date. It's the date you'll filter on when you chase returns.
-
Check returns name by name
At the end of the season, filter the issue log to blanks in Returned and work down the list.
When you outgrow paper
When the kit room gets busy
Issue day is when a spreadsheet falls behind: a queue of players and one person typing. ItemTally keeps up.
| On the sheet | In ItemTally |
|---|---|
| Taking stock off the sheet by hand | Hand kit to a person and the stock count drops in the same step. |
| Chasing end-of-season returns | Each person gets a My things link that shows what they hold, no account needed. |
| Spotting sizes that run low | A minimum per size, and anything running low shows on Today. |
Moving over is one upload: the Uniform stock tab imports with its columns matched, and you can import it again later to update what's there. Free for one editor and ten borrowers, with unlimited items. Scanning works in your phone's browser. How switching works.
Questions people ask
Should shirts be tracked individually?
Only if they're numbered or expensive. Most teams count plain kit by size and track numbered match shirts as individual items with the number in the name.
Does this work for workwear and PPE?
Yes. Use groups like night shift or site team, and set the return date to the leaving date. For PPE that isn't returned, log it as issued and leave the return columns blank.
Can I import the stock list?
Yes. The Uniform stock tab imports with Name, Quantity, Unit, Location, Min quantity, Category, Value and Notes matched. Pick Custom field for Size.
Keep the columns. Lose the clipboard.
ItemTally reads this file as it is, and your labels keep scanning.
Free for one editor and ten borrowers, with unlimited items. No card needed.