Uniform management for bands

Before the first performance in spring, the same search starts every year: who still has jacket number 47, why does the new clarinettist have two pairs of trousers, and which hat stayed with the former member? The uniform manager’s uniform list is often an Excel file only they understand. Notenarchiv turns it into an inventory the whole band helps to keep up to date.

Every uniform manager knows this

• The list is out of date because two members swapped jackets between themselves.
• A former member has had trousers and hat at home for three years.
• The stand-in for the festival needs size 52 – which jacket is free, and who lent theirs?
• Just before the parade a member is missing the tie, and nobody knows whether they were ever given one.
• Jackets at the cleaners or in repair appear in no overview.

Every item with a number

The uniform manager creates categories – “uniform jacket”, “trousers”, “hat”, “tie” – with their own sizes and optionally a prefix for the numbers (“J-047”). They hold any number of individual items with number, size, condition, storage location, purchase date and price, created one by one or in bulk. Every item has a status: available, issued, at the cleaners, in repair, retired or lost.

Issue and return in seconds

Issuing and returning is booked at the computer or by QR scan in the app: scan the label, pick the person, done. You print the QR labels on standard A4 sheets. On return the condition is recorded – and you see straight away which items need cleaning.

Swaps without hunting down the uniform manager

If the jacket doesn’t fit, members swap between themselves or pass an item on – in the app under “My uniform”. The other member confirms, the uniform manager is notified but doesn’t have to be there. The list is still right afterwards.

Lending to stand-ins

Members lend their own items to a stand-in for a performance – they remain responsible to the band, and the return is recorded. The member directory remembers what fits a stand-in, so the right size is ready faster at the next festival.

Keep the overview

The overview shows who is missing a mandatory item, which loans are overdue and which former members still have items at home. The whole inventory is available as an Excel export – for the insurance, the annual general meeting or new purchases.

A permission of its own for the uniform manager

Inventory, issue and return belong to the “Uniforms” permission – the uniform manager needs neither admin nor music permissions. Every member sees in the app which items they have.

Included in the Premium plan

Uniform management is part of the Premium plan (Premium, L and XL) from €24.90 a month for the whole band. It builds on the member directory; your admin switches both on in the organisation settings. All details are on the pricing page and in the features.

Any questions? Have a look at the FAQ or write to us at [email protected].