Where it is, who has it, whether it works.
The radios, generators, trailers and pumps your organization owns, in one list that answers the question people actually ask about each of them. It replaces the spreadsheet that goes stale after the second deployment.
Every item says what it's doing
Each row leads with a status in plain words rather than a code or a colour you have to learn: on the shelf, with a member, out on an event, or broken and why. Service that's coming due and gear nobody has checked on in a while are flagged beside it.
- Generator — Honda EU7000is Tag 0142Station 2 · Trailer 2, bay A Available Service due in 12 days
- Portable repeater trailer Tag 0007Comms team · County yard At “Windstorm activation”
- Handheld radio #14 Tag 0143Comms team · Radio cabinet Issued to Dana Whitfield
- Trash pump, 3″ Tag 0210Station 2 · Trailer 2, bay C Out of service: seal leaking
- Shelter tent, 20×30 Tag 0301No team · Storage unit 14 Available Not verified since Mar 2024
The inventory list: a status on every row, flags only where something needs doing.
Built so nobody needs training
- Five fields to add an item. Name, tag number, team, where it's kept, owner. Make, serial, purchase and service details fold away until you have them in hand.
- Type it once, pick it after. Locations, owners and funding sources suggest what your organization has already entered. There are no lookup tables to set up first.
- Start from the spreadsheet you already keep. Upload it as it is — one tab per owner, your own column names. You check what we matched, see every item before it's saved, and can undo the import if it wasn't what you wanted.
- Team leads look after their own gear. Everyone can find every item; a team admin changes the ones assigned to their team.
Hand it over in one step
Pick who is taking it, note the shape it's in, and the item reads “Issued to” that person everywhere. The hand receipt is offered right there, while you're both standing at the cage.
- Dana Whitfield has it · since Sep 14Handed over by Marcus Reyes · left in good condition · with charger and spare battery
- Priya Anand had it · Jun 2 – Aug 30Came back fair · missing its belt clip
- Out of service: cracked antenna · May 19 – 28Reported by Rosa Delgado
An item's page after a handover, with its history underneath.
Equipment Hand Receipt
Sep 14, 2026
I have received the item above in the condition noted. I will look after it, use it for organization business, and return it when asked or when I leave the organization.
The hand receipt, printed with both names already on the lines.
- One radio, one holder. An item can't be handed to two people at once, even if two coordinators press Issue in the same second.
- Coming back broken is one step too. Return it as “poor” and the same dialog offers to take it out of service, asking what's wrong so the next person knows.
- Members see what they're holding. Their portal lists the gear issued to them, with their copy of each receipt and, with the Documents module, the item's manual.
Know it works before you need it
Give anything that needs upkeep a next-service date and the list flags it as the date comes around. For the yearly count, switch the list into check-off mode and tick what you can see.
- Generator — Honda EU7000is Tag 0142Trailer 2, bay A Service due in 12 days
- Chainsaw — Stihl MS 271 Tag 0188Trailer 2, bay B Service overdue by 3 weeks
- Light tower Tag 0215County yard
- First-aid trauma kit Tag 0302Trailer 2, cabinet
Check-off mode, done at the shelf on a phone.
- ManualOwner's manual4.2 MB
- InstructionsQuick start — parallel hookup310 KB
- Service recordOil change & plug, Mar 2026188 KB
- ReceiptPurchase — UASI FY2496 KB
With the Credentials & Documents module, each item keeps its own paperwork. Whoever holds it can open the manual, not the receipt.
The ICS 218, filled on FEMA's form
With the Scheduling & Operations module, gear put on an event reads “At” that event while it runs, and the event page prints its Support Vehicle/Equipment Inventory: FEMA's own blank, with your equipment written into it.
v3
| Order req. # | Incident ID | Classification | Make | Kind/type/size | Features | Agency or owner | Operator | License or ID | Assignment | Start | Release |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Generator | Honda EU7000is | 7 kW | City of Cascade | M. Reyes | 0142 | Shelter, gym | 09/14 0800 | 09/15 1700 | |||
| Generator | Champion 9000 | 9 kW | Cascade County ECS | D. Whitfield | 0144 | Comms van | 09/14 0800 | 09/15 1700 | |||
| Light tower | Allmand Night-Lite | Trailer | City of Cascade | 0215 | Staging | 09/14 1930 | 09/15 0700 | ||||
The same twelve columns as FEMA's blank. What the platform can't know stays blank for your pen.
- One sheet per category, as the form's own instructions ask, and a new sheet after every twelve rows.
- Everything on the incident is on it, including gear members brought themselves, with the member as operator and owner.
- Broken gear can't be sent out. The event's equipment picker shows out-of-service items with their reason and won't let them be added.
The property record a grant asks you to keep
Equipment bought with federal grant money comes with record-keeping rules (2 CFR 200.313). Each thing the rule asks for already has a place in Inventory, and the export carries all of it.
| The rule asks for | Where it lives |
|---|---|
| A description of the property | Name, type, make and model |
| Serial or other identification number | Serial / VIN number, and the tag number |
| Source of funding | “Paid for by” — suggests grants you've entered before |
| Who holds title | Owner — blank means your organization |
| Acquisition date and cost | Date acquired and price paid |
| Location, use and condition | Where it's kept, status, and the condition noted at every handover |
| A physical inventory at least every two years | Check-off mode, and a flag on anything past two years |
| What happened to it at the end | Retiring an item keeps its full history; note how it was disposed of |
Percentage of federal participation isn't a separate field — record it alongside the funding source. Everything on this page comes with the Inventory module, except the event features, which also need Scheduling & Operations, and item files, which also need Credentials & Documents.
Bring the spreadsheet your gear lives in.
Import the list you keep today, and each item will say where it is and who has it. Export it back to Excel any time.
Pick a time that suits you, or email us about the Inventory module.