Load-outs and QR labels
What this is for
The list of what’s in your cases is only useful if the person standing at
the truck can see it. That’s what the codes are for. You print one per
case, tape it on, and from then on anybody on your team can point a phone
at it and see exactly what’s supposed to be in there — and tick it off as
they load.
If Inventory isn’t in your left-hand menu, it’s not in your plan yet —
ask us.
Printing the labels
Go to Inventory and click Print labels
That prints one for every case. To do just one, open that case and click
Print label instead.Check the sheet
The page is titled Inventory case labels. Under the title it tells
you how many there are and what to do: Cut along the frames and tape
one to each case. Each label is branded, and prints the case number and
the case name underneath the code so a human can read it too.Click Print / Save as PDF
Cut and tape
One label per case, somewhere a phone can reach without unstacking the
truck.
These labels get rained on, dragged across loading docks, and shoved into
trailers. Sticker paper or a laminated pouch beats plain paper. Reprinting
is free, but not at 6am in another state.
What the code opens
Point any phone camera at the label and it opens that case’s packing list
in a web browser. No app to install.
Whoever scans it does need to be signed in to your company — if they
aren’t, they’ll be asked to sign in and then dropped straight onto the
case. Any member of your company can view the list, staff included.
The case page on the case detail screen says it plainly: Scanning opens
the read-only manifest — any signed-in company member (staff included) can
view it.
There’s also a copy-the-link chip on the case page, if you’d rather text
somebody the link than have them scan.
The code points at a permanent address for that case. You can reprint it,
retape it, or find one on a case from three seasons ago and it’ll still
open the right thing.
What a phone actually shows
At the top: Herding Cats · Inventory, then Case #7, then the case
name. Under that, the warehouse and who packs it, if you’ve filled those
in. If the case itself is flagged you’ll see a line like Case marked
damaged, and any notes about the case show in an amber block — that’s
where Heavy — two-person lift would appear.
Then the packing list. Grouped by container, or under Loose in case for
anything not in one. Each item shows:
- the item name and any notes
- a red Damaged or Missing flag if it’s been marked
- an amber Reorder flag if you’re low
- a big count: how many are on hand, and how many belong in a full pack.
The number turns red when it’s short.
At the bottom: Read-only manifest — start a session above to run a
checklist. Admins and coordinators also get a Manage this case link
back to the full page.
Running a load-out
A load-out is the check you do while packing the truck.
Scan the case’s code
Pick the event if you want to
There’s a box marked Event (optional). Setting it means the check
gets filed against that weekend.Tap Start load-out
The list turns into a checklist. It tells you what to do: Tap each item
as you confirm it’s packed. Flag anything missing or damaged.Work down the list
Tap the round button next to each item as you put it in the case. If the
count is wrong, use the − and + buttons — touching those checks
the item off automatically.Flag anything wrong
Each item has a condition picker: Good, Damaged, Missing.
Choosing Missing ticks the item and sets its count to zero, because
that’s what you actually mean. Tap Add note to explain — the box
asks What should the office know?Watch the bar at the bottom
It counts as you go: 14 of 18 checked.Tap Complete
Sign it
Type your name in Signed by — it’s filled in for you if the app
knows who you are — and tap Mark case loaded.
Running a load-in
A load-in is the check you do unpacking at the venue, or back at the
warehouse. It works the same way, with two differences.
First, the instruction changes: Tap each item as you unpack it, set counts
and condition — counts write back to the manifest when you finish. That’s
the important part. A load-in updates your real stock counts. A load-out
does not. Load-out is a “did we pack it?” check; load-in is a “what
actually came back?” count.
Second, before you can finish, it asks a question:
Was this case in good condition and clean on arrival?
Tap Yes or No. Answer No and a box appears asking What was
wrong? It also shows you who packed the case on its way out, so a
recurring problem has a name attached to it.
Then sign and tap Finish load-in.
What happens when someone flags a problem
If anything on a check comes back damaged, missing, short, or the case
itself was flagged, every admin and coordinator gets told automatically.
The message names the case and summarises the problem — something like
2 missing, 1 damaged on load-in for that event — plus the condition note
and who signed it.
Those flagged items then show up on the Replenishment page, ready to
restock, repair, or replace.
Seeing the history
Two places.
On any case’s own page there’s a card called Check history. It lists
every load-out and load-in on that case — which kind, which event, who did
it, how long ago — with a badge reading Open if one is still running or
Flagged if something came back wrong.
On the Cases list, a Status column shows where each case stands
right now:
| What it says | What it means |
|---|---|
| Load-out in progress / Load-in in progress | Somebody has a checklist open on it |
| Loaded | Packed and checked out |
| Returned | Checked back in |
| Loaded · issue flagged / Returned · issue flagged | Checked, but something was wrong |
| — | Nothing recorded yet |
Cancelling a check that was started by mistake
Admins and coordinators get a Cancel this session link at the bottom of
an open checklist. It warns you first: All checks recorded in it are
thrown away and the manifest goes back to read-only. Then you can start a
fresh one.
Two things to know
There’s no printable packing list. The only thing that prints is the
label sheet. The packing list is meant to live on the phone, where it can
be ticked off and where it’s always current — a printed one is out of date
the moment somebody moves an item between cases.
Deleting a case kills its label. If you delete a case, the box tells
you: The case and its whole manifest are removed. Printed QR labels for it
will stop resolving. Peel the old label off the physical case, or somebody
will scan it in a year and get nothing.