Guest gear

Follow the group's gear from one request to an inspected return, including swaps during the stay.

Each group has one gear request, filled in from the guests' forms. Any guide on the group sends it, Inventory prepares and approves it, and one person collects the whole group's gear. The gear stays assigned to the guest until it is returned and inspected.

Who does what

Role	What they do
Guides and assistants on the group	Any guide on the group sends or edits the group's request; the CIS shows who sent it. A guide or an assistant collects the whole group's gear and confirms the pickup.
The guest's guide	Swaps an item during the stay and reports the return of their own guests' gear, even when someone else carries it back.
Group GC	Splits the guests between guides when a trip has more than one guide, and can rotate them during the stay.
Inventory	Sets which item each form size gets, checks stock, prepares and approves requests, and checks every returned item. Only Inventory puts items back into available stock.

The full flow

Colors show who acts: light blue for guides and assistants, grey for Inventory. Dotted arrows are the notifications the app sends. The numbers match the steps below.

Step by step

A guide opens the group's request. From the CIS, Build gear request opens one request for the whole group, already filled in from what each guest answered in their form. Every product is one size, for example “Simms Waders Men · XL 12-14”.
The guide settles unclear sizes and sends. When a form answer matches more than one product, the guide picks the right one with one tap. Each guest's form answers stay visible while choosing. The guide can send even if a guest's size is still open; the app asks first. The CIS then shows who sent the request and, under N items not requested, what the forms asked for that the request leaves out.
Inventory checks stock. Inventory checks the complete request. If anything is short, it stays pending until the stock is there. It is never rejected. While it is pending, any guide on the group can edit it to add guests or items, or cancel it, and Inventory hears about every change.
Inventory prepares and approves. From then on the items are reserved for those guests, and the guests' guides get the Ready for pickup notice.
One person collects the group's gear. Usually one assistant collects everything. The guide or assistant who collects it confirms the pickup in the app, with no Inventory staff needed, and the rest of the group's team gets a notice that the gear is out.

During the stay, the gear belongs to the guest

Items stay assigned to the guest, not to the guide. The guest's guide can swap an item that got damaged, lost or turned out to be the wrong size. See Swap an item during the stay.

The guest's guide reports the return. On Return gear, every item the guide's guests still have is listed. The guide marks each one Good, Damaged or Lost. A damaged item needs a short note and a photo; a lost one needs a note. The items stay out of stock until Inventory checks them.
Inventory checks each item. Usually the next morning. Inventory's check opens with the guide's report already filled in, including the note and the photo, and Inventory confirms or changes each outcome:
- Usable: back in available stock.
- Damaged or lost: kept apart and out of stock, recorded for follow-up. Nothing is charged automatically.
- Under review or missing: stays out of stock and returns to Inventory's list until the final outcome is recorded.

Swap an item during the stay

When a guest's item tears, goes missing or doesn't fit, the guest's guide taps the item on the CIS gear card and chooses Swap item:

Damaged: say what happened and add a photo of the damage.
Lost: say what happened. A photo is optional.
Wrong size: choose another size. A note is optional.

The new item defaults to the same product; Other size lists the other sizes of that type. In one step the old item goes back to Inventory with the guide's report, and the new item is requested for the same guest. It joins the group's pending request, or starts a new one, and Inventory approves it like any request. Inventory sees it marked as a replacement, with what it replaces, the note and the photo. On the CIS, the new item shows Replaces … until it is collected.

Which item each form size gets

Inventory decides which item each size in the guest form gets. Inventory › Sizes lists every size guests can answer, with tabs for men's waders, women's waders, boots and jackets. Each answer shows one status:

Automatic: one item matches, and the request uses it.
Guide picks: several items match, and the guide chooses one on the phone.
No item: nothing matches, and the guide picks the item from the catalog.
Pinned: Inventory chose the item, so the request uses it and the guide doesn't need to choose.

To pin an item, Inventory picks it next to the answer; Remove makes the answer automatic again. Pinning is optional: when several items match and nothing is pinned, the guide still chooses. A pin on an item that is no longer active is ignored.

What guides see in the app

Status	What it means	Who acts next
Request sent	Sent and not approved yet. Any guide on the group can edit or cancel it.	Inventory
Ready for pickup	Approved. The items are reserved for these guests.	A guide or assistant
Picked up	Someone on the team confirmed collecting the items.	The guest's guide, at the return
Returned · Inventory reviewing	Reported as returned and still out of stock.	Inventory
Return verified	Checked and usable. Back in stock.	Nobody
Inspected · repair needed, Inspected · unusable or Loss confirmed	Kept apart and out of stock, recorded for follow-up.	Inventory
Inspected · issue under review or Inspected · item missing	Out of stock until Inventory records the final outcome.	Inventory
Cancelled	Cancelled before approval. Nothing was reserved.	Nobody

Good to know

Gear blocks only the start of a Fishing Program. Creating and sending a Program never waits for gear; the review step only warns. Starting a Fishing Program waits until the gear its guests asked for is picked up. Guests who bring their own gear, or never answered the gear questions, never hold it up.
One request at a time. While the group's request is pending, guides add to it instead of sending another one. After approval, New gear request covers other guests or extra gear.
Stock is reserved at approval. A pending request holds no stock, so Inventory always sees what is really available.
Who gets notified. Inventory, when a request is sent, changed or cancelled, when an item is swapped and when a return is reported. The guests' guides, when the gear is ready. The group's team, when the gear is picked up.
No automatic charges. A damaged or lost item is recorded for follow-up. Any charge is a separate decision.
Gear actions need a signal. If the app cannot reach the server, it says so and keeps what the guide entered so they can retry.

Changing guides during the stay

During the trip, the coordinator can move guests to another guide. From the CIS detail, they open Rotate guests and choose an option:

Swap guests: two guests with different guides trade guides.
Swap guides: two guides trade their whole groups.

To rearrange three or more guides, make several swaps.

A rotation is made the evening before, before tomorrow's Programs are sent, and starts the next day. It lasts until the next rotation. Nothing changes today: each guest stays with their current guide for the Program, the Fishing Report and the gear return. The affected guides get a notification with the change.

The gear stays with the guest: nothing moves and no new request is needed. From the next day, the new guide is the one who swaps or returns it, and the record of who requested and collected it is kept. Earlier Programs keep their guests and notes.

To rotate, both guides must be guiding the trip the next day. If a guest who changes guides is already in a sent Program for tomorrow, the swap is not made.

Guest gear

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