Know what you have.
Know who has it.
Track every piece of equipment. Know who has what. Manage personnel records, asset assignments, and operational analytics across your entire organization.
The system, working
Every action — dispensed, returned, assigned, written off — lands on the record the moment it happens, colour-coded and searchable. Below is a live sample of how it looks.
Capabilities
Inventory Management
Organize items by departments and groups. Monitor stock levels against configurable thresholds, and give any item a storage capacity — a meter beside STOCK shows how full the shelf is and administrators hear when it runs low or goes over. Manage consumable and durable equipment separately with per-item controls.
Personnel Management
Maintain personnel records with department assignments, designations, and contact information — each person shown by name, with an optional ID field of your own (employee number, staff ID, or service number). Track who holds what equipment and their consumption history.
Asset Assignment
Assign equipment to personnel with quantity tracking — straight from the board with a quick Assign button and a searchable person picker. Process returns and dispense consumables. A department head can sign out a whole batch and hold it for the team. Full history per person with automatic stock adjustment.
Reference Codes
Every item, person, group, tab, and team member carries a short permanent code, shown on its card and searchable everywhere — woven through the activity log so it's always clear what each entry refers to.
Colour-Coded Activity Log
Every action is recorded and colour-coded by type: who performed it, what they touched, and how much. Search and filter by multiple criteria, and export logs for compliance and review.
Real-Time Collaboration
Your whole team can work at once. Changes appear for everyone instantly with no refresh, and you can see who's active in the workspace at a glance.
Analytics & Dashboard
Configurable dashboard with multiple widget types. Activity trends, low-stock alerts, live feeds, and export-ready reports. Add, edit, resize, and preview widgets to see what matters most. Ready-made widgets in two clicks — activity by type or by user, capacity, registry, write-offs — or build your own from plain questions, on your period, not just the dashboard’s.
Data Operations
A proper control room for your data, not a vanity score. Import from a spreadsheet or a pasted list — GearLogs shows you how it read your file before anything is written, so a mis-formatted column can never import wrong data behind a success message, and one bad row is reported by name instead of failing the whole file. Archive items and people instead of losing them, and restore them later. The powerful tools sit behind a preview and a confirmation, and long jobs show a live progress window that reports every real step.
Guided & Clear
Every screen and every action that isn't self-explanatory carries a small (i) — one click opens the same clear card everywhere: what it is, what you can do, and what will happen, with a red line when something cannot be undone. One legend at the top of each actions column names every icon in one place and lists only what your role can do; controls you cannot use are dimmed and say why. Colour tells you the direction: green buttons give or put back, brick-red ones take away, grey ones only show or edit — the same on every screen and in the confirmation behind each action. Dashboards show honest figures rather than estimates, so nothing consequential is ever a guess. Every dialog is the same dialog — one title bar, one shelf of buttons — announced by name to a screen reader, with the keyboard kept inside and focus returned when it closes; a refused action stays on the screen with its reason in red, never a message that vanishes.
Write-Offs & Archive
Record gear that's lost, stolen, damaged, or never returned — the count drops and the loss is kept as a permanent record. Retire someone who left with their equipment in a single step. A dedicated Archive gathers retired people, archived equipment, and every write-off in one place, with search, filters, and export — restore anything, or recover a written-off item back into stock. Losses stay visible where you work: flagged right on the person and item cards with a full history, charted on loss dashboards by reason, team and item, and the register shows whether each loss is against active or retired personnel.
The Registry
Track equipment one unit at a time, not just by count. Each serialized item — a radio, a sight, a vehicle, a tool — becomes its own numbered record with its own status, condition, current holder, and full history. Group units into lots, register them in bulk or by import, and always know exactly which one is where. Condition has teeth: a unit marked unserviceable can't be issued by mistake, and every move a unit makes is recorded for you.
Warranty & Service Contracts
Never pay for a repair or replacement you were still covered for. Put warranty dates on individual units and whole lots, and record full service contracts — provider, coverage type, contract number, dates, and cost — attached to exactly the gear they cover. Coverage shows up everywhere as colour-coded chips, an "Expiring" widget lists what needs attention first, and a signal appears right on the board before dates run out. You set how far ahead the warnings start; contract cost stays visible to managers only, and every date change is kept as a tamper-proof record.
Reports, Exports & Backups
Your records are yours, and you can get them out. A real report catalogue covers logistics, personnel, the registry, the archive, and activity — each exportable to CSV, Excel, or Print, and each reads your complete records, so a large workspace exports in full rather than stopping at a hidden cap. A data Overview runs honest checks on your actual data and lets you jump straight to fix anything it flags. Take an encrypted, whole-workspace backup you unlock with your own passphrase — and if data is ever lost, recovery is done together with support, never by a single risky click.
Find Anything
One search bar for the whole workspace. Type what you remember — a name, a reference code, a serial number or lot code, a designation or location, a manufacturer, model, SKU or GTIN, even a note — and it finds items, people, departments, groups, team members, service contracts, and archived records alike. Results come grouped by type with the best matches first and the matched text highlighted; one click lands exactly on the thing you meant, and the search carries with you onto that screen so you keep narrowing instead of starting over.
How It Works
Set Up Your Organization
Configure departments, groups, and locations to match your organizational structure. Start from scratch or use a pre-built template.
Add Your Data
Add items and personnel manually or bulk-import from CSV. Duplicates are detected automatically and queued for your review.
Assign & Track
Assign equipment to personnel. Dispense consumables. Process returns. Everything is logged and tracked in real time.
Monitor & Report
Build your dashboard. Track trends. Receive alerts for low stock. Export reports for audits and compliance reviews.
Security & Trust
GearLogs runs on Supabase in the EU (Frankfurt) for the database and sign-in, Cloudflare for delivery and protection, Paddle for payments and Resend for email — the same names you will find in our privacy policy.
Data Isolation
Each organization's data is completely isolated. Users can only access data within their own organization. Multi-tenant architecture with strict enforcement at every layer.
Role-Based Access
Fine-grained permission system ensures users see only what they need. Administrators control who can view, edit, and manage each area of the system — and can grant any single right to a person on top of their role. Staff contact details are a right of their own, enforced by the database, not the screen. Permanently erasing records is reserved for a Super Administrator, so nothing irreversible happens by accident. The right to hand out sensitive gear applies to every sensitive item, at every door, with the database as the backstop.
Encrypted & Secure
All data encrypted in transit and at rest. Industry-standard authentication with secure session management. Backups encrypted for additional protection.
Audit Everything
Complete audit trail of every action. Know who did what, when. Export-ready logs for compliance requirements and internal reviews.
Sign-In Protection
An automated human-verification check at sign-in blocks bot-driven and scripted login attempts before they reach an account. For real people it clears in a moment, with nothing extra to do. A lost password is recovered by the member, with a one-time code sent to their email — and every password change signs out every other device and confirms itself to you.
Two-Factor Sign-In
A workspace can require two-factor authentication — a one-time code from an authenticator app on top of a password — to sign in and to make changes, so a stolen password alone can't reach or alter your records. Members keep recovery codes for a lost phone, and admins can reset a member's two-factor when needed. Turning it on or off is noted in the bell, and a run of wrong recovery codes tells the account and its administrators — nothing is locked.
Tamper-Evident History
The record of who held what, and when, is protected against alteration. Routine access can add to the history but cannot rewrite or erase it, and only the highest level of access can permanently remove anything — so your accountability trail holds up.
Your Data Stays Yours
You are never locked in. Export any part of your records to CSV, Excel, or Print at any time, in full — and take an encrypted, whole-workspace backup that only your own passphrase can open. A backup carries only your data, nothing hidden. And if something ever goes wrong, recovery is handled carefully together with support, so a good record can't be overwritten by a single wrong click.
One Account, One Active Place
Equipment rooms have shared terminals, and laptops get forgotten. In GearLogs an account is signed in at one place at a time: signing in on a new device politely ends the previous session, so a screen left open somewhere else can never keep acting under your name. Tabs in the same browser share one session, and the newest sign-in always wins — you can never be locked out of your own account. Every sign-in notice says when, from what device and from which address, and a password change signs out every device, this one included.
Report a Security Issue
A security.txt file at /.well-known/security.txt names the contact for a vulnerability report — [email protected] — in the machine-readable format automated scanners check first, and a person reads what lands there.
The Terms
- Every capability on this page — and every one we add. No tiers, no upsell, no surprises.
- A seat is a person who can sign in. Park someone, stop paying for them. Minimum 5 seats.
- Cancel anytime; your data stays exportable, and read-only for 12 months after, then deleted with at least 30 days’ notice by email.
“A record that holds up when someone asks who had what.”
That's what you're paying for: tamper-evident custody, a complete audit trail, encrypted backups you can open without us, and two-factor protection on every account. The price funds the record's integrity — not a feature ladder.
Billing is handled by Paddle, our merchant of record — taxes and invoices included.
Access by request.
We onboard organizations we can serve well. Tell us what you run, and we'll set you up.
Thanks — a person reads every request and replies from [email protected], usually within one business day.
Prefer email? Write to [email protected]
Made by RAQIOM — software for the people who run things.