Scout SuiteEquipment
Scout equipment tracking with QR codes and NFC tags
Tag tents, radios and trailers with QR labels or NFC stickers, then scan to check equipment in and out, book kits for camp, run a stocktake, log PAT tests and get email alerts when kit is overdue.
Tag it once, scan it forever
Stick a printed QR label or an NFC tag on any piece of kit (tents, stoves, radios, first aid tins, trailers) and bind it to that item in Scout Suite. Scan the same tag to look it up, check it out, check it back in, move it between stores, or jump straight into a PAT test.
Camp packs and trailers, sorted in minutes
Scan a whole trailer's worth of kit into one checkout, hand it to a leader or take it out as a group, then scan items back in one at a time as they return, so a camp pack-down doesn't end with someone guessing what's still missing.
Kits, bookings and checklists
Group items into kits, like a patrol tent set or a cooking box, and book a whole kit for a weekend. A booking calendar shows what's out and when, and checklists make sure everything comes back.
The paperwork and the alerts
Keep manuals, receipts and certificates with each item, photograph damage when you report a repair, and bring a whole inventory in or out by spreadsheet. Email alerts tell the quartermaster what's overdue, due back or going out, remind borrowers before kit is due, and flag new repairs.
Stocktakes that tell you what's actually missing
Start a stocktake for a store room or the whole group, scan everything you find, and get a clear report: what's accounted for, what's missing, what turned up somewhere unexpected, and what's in the wrong place.
Stock and badges too
Groups can track badge stock and general stock movements, with low-stock reporting and valuation support. Awarding a badge takes it out of stock, removing an award given by mistake can put it back, and the stock list prints or downloads as a PDF.
Broken kit reported, unsafe kit pulled
Anyone in the group can report a problem with a piece of kit, with a photo. Mark it unsafe and it's set to Needs repair the moment the report is sent, so nobody can borrow it, and the report goes to your equipment alert people or your Quartermaster to turn into a repair.
Scout equipment tracking QR code NFC
Where this fits in Scout Suite
Scout Suite is broader than a single feature. This page connects into the wider operating system for members, parents, leaders, treasurers and trustees.
Group operations
Run sections, leaders, members, records and reporting in one secure system built for UK Scout groups.
Explore Group operationsFinance
Collect subs, issue invoices families can pay from a link, take card and Direct Debit payments, give each section its own budget, reconcile the bank from a live feed and produce charity-ready reports.
Explore FinanceProgramme
Track badges, requirements, stock, programme activities and uniform placement across the whole group, then see which badges are due, which are still to present, and print a pouch insert for each young person.
Explore ProgrammeEvents
Plan events, collect signups, manage attendance, consent, budgets, kit lists, helpers and event documents.
Explore EventsGroup phones
Give your group a permanent UK phone number, order leader eSIMs that can call each other, and verify WhatsApp on the group line: built for day-to-day running and for big events.
Explore Group phonesCall flows
Build shareable visual call flows for your group, district or county / area / region: menus, dial-to-leaders, schedules, voicemail and routing that works for everyday contact and for large events.
Explore Call flowsParents
Give parents a secure place to manage children, consent, invoices, badges and Direct Debit details.
Explore ParentsSafety
Manage risk assessments, incidents, reported problems, the risk register, data protection records, consent and retention for Scout groups.
Explore SafetyQuestions groups ask
Does Scout Suite support QR codes for equipment?
Yes. Print your own QR labels or buy Print-72 serialised stickers (Amazon), bind each one to an item, then scan with any phone's camera to look it up, check it out, check it in, move it, or record a PAT test.
Does Scout Suite support NFC tags for equipment?
Yes, on Android devices with NFC: tap a tagged item instead of scanning a QR code. We recommend ZipNFC NTAG213 tags (tiny stickers, anti-metal, or cable-tie). Scout Suite reads the tag's factory serial number only; nothing is ever written to the tag, so equipment stays taggable with any system, not just Scout Suite. On iPhone, use the QR label on the same item instead, NFC tapping isn't supported by Safari.
Can Scout Suite track equipment loans?
Yes. Scan a whole batch of items into a single checkout, to a leader or to the group itself, then scan them back in individually as they're returned, with overdue reminders and condition tracking built in.
Can I do a stocktake in Scout Suite?
Yes. Start a stocktake for one store room or the whole group's inventory, scan everything you find, and get a report of what's accounted for, what's missing, what's in the wrong place, and anything unexpected.
Is there a role for the person in charge of equipment?
Yes: a Quartermaster role gives full access to equipment, loans and stock without also granting access to members, finances or communications.
Can Scout Suite track badge stock?
Yes. Badge stock and stock reporting are included alongside badge progress workflows.
Can we book equipment in advance?
Yes. Book single items or whole kits for dates in the future, see every booking on the equipment calendar, and use a checklist to pack and return them.
Can we import our equipment list from a spreadsheet?
Yes. Import and export the equipment inventory as a CSV file from Settings, so moving from a spreadsheet or another system doesn't mean typing everything in again.