Operations

Logistics

Logistics tracks what moves and what is handed out: inbound and outbound shipments, gear tagged with QR labels that you check out to people and back in, and a simple log of equipment assigned to crew. In the left menu, under Operations, choose Logistics (in CoralOps it is called Field gear). The page has three tabs: Shipments, Gear and Equipment.

It is in TourOps, FestivalOps, ActionOps and CoralOps (not VenueOps or PromoterOps). Owners, Company Admins, Managers, Ops and Coordinators can edit; Finance, Legal and View only seats do not see it. Some crew can log shipments from GigOps Crew.

How do I add a shipment?

1. Open Logistics and choose Add shipment.
2. Pick the Direction (Inbound or Outbound) and the Carrier (USPS, UPS, FedEx, DHL, LTL / Freight, Courier or Other).
3. Paste the Tracking number. GigOps guesses the carrier from its format if you have not picked one.
4. For freight or courier, type the Carrier name (LTL / other).
5. Fill in Description / contents, Reference / PO #, Vendor / sender, Origin, Destination, Ship date, ETA, Status and Cost as needed.
6. Optionally Link to show and add Notes.
7. Choose Add shipment.

How do I track a shipment with the carrier?

On the Shipments tab, a tracking number for USPS, UPS, FedEx or DHL is a link: choose it to open the carrier's own tracking page in a new tab. LTL, courier and other shipments have no carrier link, so update their status by hand.

Do shipments update on their own?

Where live tracking is switched on for GigOps, yes: a USPS, UPS, FedEx or DHL tracking number is followed from the moment you save it. The status, the ETA and the newest carrier scan (what happened, where and when) update by themselves, about every half hour, and sooner when the carrier sends the update straight away.

• The newest scan shows under the tracking number. Choose Scans on the row to see every scan, newest first, and Hide scans to fold them away. Refresh inside asks the carrier now.
• When the parcel is delivered, or the carrier reports a problem (a failed delivery, a return to sender), the person who logged the shipment gets a notification. A shipment logged in GigOps Crew notifies the Company Admins instead.
• A status you set by hand stays until the carrier reports something new about the parcel.
• If the carrier cannot find the number, the row says why under the tracking number. Check the number and the carrier, then choose Edit to fix it; a new number starts the tracking over.
• LTL, courier and other shipments are never followed live, so update their status by hand.

Without live tracking the tracking number is a link to the carrier's page and nothing updates by itself.

How do I update a shipment's status?

On the Shipments tab, use the status list on the shipment's row: Created, In transit, Out for delivery, Delivered, Exception or Cancelled. The change saves straight away. To change anything else, choose Edit, make your changes and choose Save. Remove deletes the shipment.

The counts at the top show Active shipments (not delivered or cancelled), Inbound, Outbound and Delivered. Filter the list by direction, carrier or status, including Open (not delivered).

How do I add gear to track?

1. Open the Gear tab and choose Add gear.
2. On One item, type the Name (required) and an Asset tag (for example RAD-04).
3. Pick the Category and Status, and add Make, Model, Serial, Home location and Notes as needed.
4. Choose Add.

To add many identical items, use the A batch tab: set the Name, How many, a Tag prefix, Start at, Category and Home location. A preview shows the names and tags it will create.

How do I print QR labels for gear?

On the Gear tab, set the filters to the items you want (or leave them all), then choose Print labels. You get one label per item with its QR code and asset tag, ready to print on adhesive stock and stick on each item. If a label is lost or copied, open the item with Edit and choose Rotate code; the old label stops scanning, so print a new one.

How do I check gear out to someone and back in?

On the Gear tab:

1. Choose Check out on the item.
2. Pick who it is going To (crew or office users).
3. Optionally pick the Show, a Due back time and Condition / notes.
4. Choose Check out.

When it comes back, choose Check in on its row. Items past their due back time show Overdue. History lists everyone who has had the item, when, and its condition.

How do I scan gear in and out?

1. On the Gear tab, choose Scan.
2. Under Checking out to, pick the person, or scan their crew badge QR to set them.
3. Pick the Direction: Auto (out if in, in if out), Check out only or Check in only, and optionally the Show.
4. Choose Start camera and point it at gear labels, or type an asset tag and choose Go.

Each scan shows the result (Checked out, Checked in, Already out and so on) and is listed under This session. Checking gear in needs nobody selected. Choose Done to close and stop the camera.

How do I set up a gear scan station on a tablet?

1. On the Gear tab, choose Scan stations.
2. Choose how long new links work for (7 days, 30 days, 90 days or 1 year; 30 days unless you change it).
3. Type a name (for example "Production office") and choose Add station.
4. Choose Copy link and open it on the tablet.

A station link opens a check-out screen with no login, so anyone holding it can check gear in and out. Treat it like a key. Disable or Enable it, Rotate link if a device goes missing (the old link stops working), or Delete it.

Why does the gear station say its link has expired?

Station links expire, like scanner links in Credentials. Each station shows the date its link works until, and Link expired once it has passed; the tablet then shows "This station link has expired" and checks nothing in or out. Choose Renew link in Scan stations: the date moves on by the time chosen at the top of the window and the link stays the same, so the tablet works again after a reload. Links made before expiry existed got 30 days from the day it shipped.

What do the gear statuses mean?

• Available: on the shelf and free to check out.
• Out: checked out to someone; Overdue when it is past its due back time.
• Maintenance, Lost or Retired: set by you with Edit. Gear with one of these statuses cannot be checked out until you change it back.

Delete item (inside Edit) removes the item and its whole checkout history.

How do I assign equipment to a crew member?

The Equipment tab is a simple log of radios, vests and badges handed to crew.

1. Choose Assign Equipment.
2. Pick the Crew member and Equipment type (Radio, Vest, Credential Badge or Other).
3. Optionally add the Equipment ID / number, a Show and Notes.
4. Choose Assign.

Choose Returned when it comes back, or Remove to delete the record. Filter by show, crew member, or active and returned. Crew see what is assigned to them in the Equipment tab of GigOps Crew. For items you want to scan, use the Gear tab instead.

Can crew log shipments from GigOps Crew?

Yes, crew in the Logistics or Transport department, or whose role title includes "manager" or "logistic", get a Logistics tab in GigOps Crew (on the iPhone, under More). There they can Log a shipment, edit or remove one, and update its status. Their shipments appear on the office Shipments tab. With live tracking on, each card shows the newest carrier scan, and Carrier scans opens every scan.