TrailheadInventory & GearGuest Gear
DG-02Guest Gear Approval and Pickup

Guest Gear Approval and Pickup

Inventory prepares and approves equipment; the guide confirms actual pickup while each item remains allocated to its guest.

Track

Guest Gear

Phase

Guest Gear Approval and Pickup

Starts with

Review the guest-attributed request

Ends with

Keep the guest allocation through the stay

Inventory prepares and approves equipment; the guide confirms actual pickup while each item remains allocated to its guest.

Before you start

Trip and people
One CIS with assigned guests, a signed-in guide and an authorized Inventory reviewer.
Starting state
A submitted pending guest request and sufficient physical stock.

Run the scenario

  1. 1InventorySettleWise · Inventory · Gear requests

    Review the guest-attributed request

    Expected evidence

    Open the request in SettleWise Inventory and compare all products, sizes and quantities with real stock.

  2. 2InventorySettleWise · Inventory · Gear requests

    Prepare the complete request

    Expected evidence

    Approval is all-or-nothing. If stock cannot cover the request, leave it pending; do not record a rejection or a partial approval.

  3. 3InventorySettleWise · Inventory · Gear requests

    Approve and reserve the prepared items

    Expected evidence

    Approval reserves stock and marks it ready for pickup. Notify the current assigned guides; this does not record physical collection.

  4. 4GuideTrailhead Mobile · CIS · Guest gear

    Collect items and confirm pickup

    Expected evidence

    a guide or assistant on the group confirms what they physically collected, usually the whole group's gear, and the rest of the team is notified. Staff need not be present. Remaining prepared items stay ready; stock is not deducted again.

  5. 5GuideTrailhead Mobile · CIS · Guest gear

    Keep the guest allocation through the stay

    Expected evidence

    Equipment stays allocated to the guest. Coordinator corrections and guide rotations change access without moving equipment or rewriting the requester, approver or collector.

Scenario completed

Keep the guest allocation through the stay

Equipment
Requested→Ready; stock reserved
Collection
Ready for pickup→Pickup confirmed

If it does not match

  • If your guest is missing, ask the coordinator to review the assignment. A Program or transfer duty does not grant access.
  • On a connection error, retry the same action and verify saved status. Do not assume success or create a second request.
  • Approval reserves stock; guide confirmation records pickup. The equipment belongs operationally to the guest, not the guide.