The complete Wogglebox guide
Know what kit you have, where it is and what needs to happen next
Wogglebox connects inventory, bookings, public requests, QR scanning, serialised units, uniform, repairs and inspections so volunteer equipment management does not depend on one heroic memory and an increasingly suspicious spreadsheet.
Inventory
Bulk kit, serialised units, uniform and stock
Bookings
Dates, returns, Equipment Kits and exact units
Public requests
Selected catalogues with manager approval
Repairs & Checks
Timelines, images and recurring inspections
Why groups use it
Asking the person who knows the cupboard is not a succession plan
Most groups already own useful equipment. The difficult part is knowing what exists, where it is stored, what is booked, which exact units are out, what needs fixing and which checks are due.
Wogglebox turns those separate questions into one connected record. It is deliberately focused on the practical equipment layer rather than trying to become another all-in-one membership and programme system.
The equipment lifecycle
One story from stock record to inspection history
Wogglebox keeps the operational chain connected. A booking uses inventory availability. A QR scan can add the matching item. A repair affects what can be issued. An inspection can create follow-up work. The record remains useful after the original Quartermaster has handed over the keys.
Record
Create useful inventory records for bulk kit, serialised units, uniform, badges and general stock.
Plan
Check date-based availability, create bookings and reuse Equipment Kits for recurring activities.
Issue
Scan bulk items into bookings, assign exact child units and keep active loans visible.
Return and maintain
Complete returns, record damage, schedule checks and preserve the history for future leaders.
Inventory, categories and storage
One shared record for the kit your group depends on
Inventory is the source of truth for what the group owns. It supports practical details such as categories, item codes, quantities, condition notes, sites, storage locations, serialised units, images, QR labels and print checklists.
Structured inventory
Keep records useful without turning the stock list into a dusty spreadsheet labyrinth.
- Equipment, uniform, badge and general stock records
- Flat group-level categories and searchable codes
- Sites, storage locations and archive workflows
- Condition notes and private Quartermaster Notes
Serialised units
Use a parent item with individually tracked child units where each physical object has its own identity.
- Track numbered radios, buoyancy aids, tents or GPS units
- Store unit codes, serial numbers and unit status
- Link repairs, inspections and bookings to the exact unit
- Import grouped serialised equipment from structured files
Images and labels
Use Wogglebox+ tools to make physical kit easier to recognise and connect to its record.
- Inventory image galleries for item recognition
- Private storage with signed image access
- Printable parent-item and child-unit QR labels
- Plain-text identifiers alongside QR codes
Print and PDF checklists
Create practical paper outputs for the moments when camp stores still need a clipboard.
- Packing and issue lists
- Return and stock-take sheets
- Inspection and audit checklists
- Browser print or save-to-PDF workflows
Guides & Documents
Attach manuals and pitching guides to the kit they belong to, so the paperwork is never separate from the item.
- PDF manuals, parts lists, pitching guides, safety sheets, activity instructions and warranties
- Up to 10 documents per item, 5 MB each
- Attaching is Wogglebox+; every member can view and download
- Existing guides stay reachable even if a group's Plus later lapses
Bookings, returns and Equipment Kits
Plan the movement of kit before the trailer doors open
Bookings connect borrowers, dates and equipment quantities. They support multi-item reservations, active loans, overdue tracking, returns and cancellation without splitting the story across a calendar, email chain and handwritten sheet.
Core booking workflow
Reserve shared equipment for camps, meetings, activities and events.
- Date-aware availability across overlapping bookings
- Reserved, active, overdue, returned and cancelled states
- Borrower, Scout or Girlguiding section, activity and internal notes
- Booking details and equipment saved together
- Calendar view for upcoming kit movement
Monthly booking notices
Print a privacy-safe monthly notice for your shared hall or equipment store.
- Choose a month in Operations Calendar, then Print monthly bookings
- Outstanding reserved, active and overdue bookings overlapping the month, independently of other calendar filters
- Safe booking labels, recognised Scout and Girlguiding sections, original dates and useful status
- No borrower details, event names, private notes, equipment contents or inspections
- A4 portrait with browser Print / Save as PDF; refresh and reprint after changes
- Use the detailed single-booking printout separately for handovers and packing
Calendar subscription
A private, read-only bookings feed for your usual calendar app. Wogglebox remains authoritative.
- Provider-neutral ICS for Outlook, Apple Calendar, Google Calendar and compatible apps; client testing remains pending for this release
- Create and copy a private link from Bookings Calendar; find setup in the dashboard Schedule header
- A link belongs to one user and group; only its SHA-256 digest is stored, and membership, permission and group status are rechecked
- Generate a replacement link or revoke access; calendar apps control refresh timing
- Bookings only: no inspection/check records, borrower names, notes or equipment details
- Add to calendar on a booking downloads one event without a subscription or automatic updates
- Native Microsoft Graph/Google integration is future work; two-way editing is outside V1
Reusable Equipment Kits
Save familiar groups of items and add them to future bookings without rebuilding the same list.
- Create camp, cooking, activity or event kits
- Group Admins and Quartermasters can use Copy kit to review and save an independent active kit, including from an archived source
- Copying preserves current quantities, notes, order and required/optional settings; the source stays unchanged
- Remove or replace unavailable copied rows before saving; deleted historical items cannot be restored
- Add a complete kit to a booking in one action
- Keep kit-owned lines distinct from ordinary booking lines
- Reuse patterns while availability still comes from live stock
Public equipment requests
Let people request equipment without handing them the keys
Wogglebox+ groups can publish one or more selected equipment lists for people outside the equipment team. Visitors choose dates, see the quantity available for that period and submit a request without creating an account.
A public request is deliberately not an automatic booking. A Group Admin or Quartermaster reviews it, adjusts arrangements where needed and converts it only after Wogglebox checks live availability again.
- Create separate public lists for camping, expedition, water or event equipment
- Choose exactly which inventory records appear publicly
- Configure descriptions, instructions, notice periods and request limits
- Notify managers and send the requester a receipt
- Approve by converting into a normal reserved booking
- Decline with an outcome email while preserving an audit trail
Request, review, approve
Public request
A visitor chooses dates, quantities and contact details from a curated list.
Manager review
The request appears inside Wogglebox where the team can check suitability and availability.
Normal booking
Approval converts the request into a standard booking, keeping returns and repairs in the usual workflow.
Why requests instead of instant reservations?
Public equipment lending often needs a human decision. The team may need to check eligibility, collection arrangements, activity suitability, deposits, inspection needs or which exact serialised units should be issued. The request workflow keeps that judgement with the responsible volunteers.
What stays private
Public visitors see only the catalogue information the group deliberately publishes. Internal notes, exact storage locations, repair histories, serial numbers, costs and other borrowers' details remain protected.
QR labels and scan-to-book
Move from the label in your hand to the right booking action
Wogglebox+ can print labels for parent inventory items and serialised child units. A normal scan acts as a secure route to the matching record, while booking mode turns the same label into an operational input.
Choose 1–100 copies per label, up to 1,000 labels per print run. With one label selected, Fill one sheet uses the current print format’s cuttable A4 grid. Copies are not saved or recalculated when you change format. Partially used Avery sheet offsets are not supported.
Scan a bulk-item label once to add quantity one. Scan it again to increase quantity where availability allows. Scan a child-unit label to assign that exact unit to the booking.
One label, two useful contexts
Outside a booking, the label helps identify the item and reach its live record. Inside a booking, the scanner resolves the same identifier and performs the safe booking action allowed for that item type.
Repairs & Checks
Keep unsafe or unreliable equipment visible until it is ready
A useful repair system does more than store a fault description. Wogglebox keeps status, priority, comments, images, timeline entries and outcomes attached to the equipment record, while inspection schedules create recurring work before faults become surprises.
Repair Centre
Keep reported damage in a visible workflow from first report to final outcome.
- Reported, assessing, in-repair, waiting, ready and resolved stages
- Comments, official updates and full timeline history
- Repair outcomes including repaired, written off or cancelled
- Private repair images on Wogglebox+
- Availability reduction while equipment remains under repair
Inspection schedules
Create recurring checks for high-use or safety-critical equipment.
- Schedules for parent items or exact serialised units
- Daily, weekly, monthly or yearly frequencies
- Due soon, due today and overdue states
- Passed, monitor, repair-required, failed and skipped outcomes
- Create a linked repair from a failed or repair-required check
Uniform management
Uniform gets its own workflow rather than pretending to be a tent
Shared equipment is usually booked and returned. Uniform is normally issued to a named person and removed from available stock. Wogglebox keeps those behaviours separate on purpose.
Wogglebox+ also includes the Uniform Shop, a public parent-facing request form for catalogue items, sizes, collection instructions and local payment information.
Catalogue managers with Wogglebox+ access can prepare products in Shop Catalogue for the future Shop. Products start hidden, with a single option and no stock tracking. Choose Edit beside a product to change its name or description, then review and confirm. Its prices, stock settings, order limits, availability dates and visibility stay the same. Select a product to manage existing options, such as sizes or colours, their prices, item codes / SKUs and maximum per order. Choose Track stock with a linked inventory item, Don't track stock, or Pre-order. Saving does not change inventory quantities. Pre-orders and Shop stock alerts are not available yet. Show in shop prepares a product for customer view when the new Shop is live, subject to its availability dates. Hide from shop hides it temporarily. Both actions are directly beside the product. More then Archive opens confirmation to retire the whole product from active use and hides it, keeping its history, options, categories and inventory links. Archived products remain in the catalogue with a visible Restore action to open confirmation; it remains hidden until you deliberately choose Show in shop, subject to its availability dates. Archived options stay archived. Restore the product before editing its details or options. If the product changes after you open an edit, archive or restore action, reload the latest version and try again. Your unsaved entries stay on screen until you choose Reload catalogue, which discards them. These changes are never automatically replayed. Show/Hide, option editing and ordering do not have this same protection. Archiving a product option retires that option from active use, removes its inventory link and keeps its history; Restore brings it back. Hide the product before archiving its last active option. Restoring tracked stock needs a fresh inventory selection. In Categories, Manage products opens the products below that category's header. Only one section opens at a time; choose Manage products again to close it. Edit and Show/Hide stay visible. Arrange categories or Arrange products reveals Move up and Move down. Confirm each move, then choose Done arranging. Options retain their existing Move up and Move down controls. Remove keeps a product in the catalogue and other categories. If all active products are already linked, the add form is replaced by a short message. Create category accepts a name, optional description and optional availability dates, using your device's local time. New categories start hidden. Edit changes details. Show in shop and Hide from shop work directly in the header. More then Archive category retires it while keeping products and history. Show archived categories lets you find and restore it. Archived categories are view-only until restored. Restoration leaves a category hidden until you choose Show in shop; existing availability dates still apply. If a category changes during editing, visibility changes, archiving or restoring, reload and try again. Entered values stay until reload; nothing is automatically replayed. Membership and ordering do not have this protection. Choose Set up new Shop to reserve your group's permanent Shop address. Visiting the catalogue does not set it up. Setup keeps the new Shop private, changes nothing in the existing Uniform Shop and makes nothing visible to parents. Group Admins, Quartermasters and active Shop Managers with all-section or selected-section access can prepare it. After setup, New Shop in preview shows the permanent /shop/ address. Copy address copies this future path; changing the group's URL does not change the Shop address. Prepare products and categories, then choose Preview Shop to see what parents would see. Only authorised Shop team members can open the preview. Back to Shop Catalogue returns you to editing. Each eligible product appears once. When visible categories contain products, Browse by category starts with All items. Choose a category to filter the products; swipe the filter row sideways on smaller screens. An entirely uncategorised Shop has no filter controls. Multiple product options are labelled Options and remain read-only. Products, categories and options must be ready to show within their current availability dates. Other items appears alongside categories for products without a visible category. There are no buying or request controls. Parents still use your existing Uniform Shop or current arrangements. The new Shop cannot yet be made live. When old Uniform Shop items exist, Import from old Uniform Shop is disabled and marked Coming next. Import is not yet available and no old items are copied or changed. If only settings exist, the card explains that no old items were found. Choose Add product option to offer another size, colour or style. For the first extra option, name the existing and new choices together. The existing option keeps its price, item code / SKU, stock settings, inventory link, order limit and dates. Set the new option's price and stock settings; Track stock needs a linked inventory item. New options have no separate availability dates. The first pair is saved together; if details have changed, reload and check before trying again. Entries stay on screen until you choose Reload catalogue. Later additions do not have the same protection against other people's changes. They are added after the current active options; use Move up and Move down to change the order. Uploading images is not available yet. This preparation does not open the new public Shop or change the existing Uniform Shop. If a save cannot be confirmed, reload and check the catalogue before trying again.
Getting started
Designed for groups that already have messy data somewhere
The guided onboarding flow helps groups create useful starting records without retyping every tent, stove and unexpectedly immortal guy rope. It supports CSV, Excel and best-effort OSM PDF import.
Group setup
Create or confirm the group workspace.
Templates
Start with sensible category templates.
Import
Preview and create records from existing data.
Invite team
Add trusted users with the right roles.
Wogglebox+
Advanced workflows and unlimited scale for the whole group
The free plan remains genuinely useful for smaller groups. Wogglebox+ removes the plan limits and adds the features that create extra storage, processing or operational complexity.
The current display price is £49/year Early Supporter Price.
The Early Supporter Price applies to new upgrades while Wogglebox is still growing. Existing Founder groups keep their original rate. Standard pricing is expected to start from £59/year later, but any future change will be made clear before it affects new groups.
Payment automation is not live yet, so upgrades are handled through enquiry, invoicing and manual activation.
Live Wogglebox+ features
Who Wogglebox suits
Scout-first equipment management with room for adjacent groups
Wogglebox keeps its strongest identity: software built from Scout equipment problems by a working leader. The same practical workflows can also support other organisations that issue, share, inspect or repair group-owned equipment.
Scout groups, districts and centres
Shared stores, section bookings, district loans, camp kits, uniform and activity equipment.
Girlguiding units
Unit, district or county camp equipment with volunteer roles, bookings and reusable checklists.
DofE providers
Expedition tents, rucksacks, stoves and compasses issued around planned programme dates.
Air and Sea Cadet units
Serialised radios, field equipment, water-activity kit, inspections and repair follow-up.
Schools and activity centres
Outdoor education stores, event equipment and public or semi-public request workflows.
Volunteer community groups
Gazebos, tables, event kit and other shared equipment that needs controlled borrowing.
Community and support
Built by a leader, shaped with the groups using it
Wogglebox includes feedback and transparency tools so leaders can report issues, suggest improvements, discuss requests and see how the platform is developing.
Community reviews
Leaders can publish practical equipment reviews after moderation.
- Authenticated contributor workflow
- Public opt-in and platform approval
- Review images and declared product links
Public roadmap
The roadmap separates released, in-progress and planned work without dressing future ideas as live features.
- Visible product priorities
- Recently released work
- Clear route back to community requests
Roles and permissions
Give each volunteer the access they actually need
One person can manage the group setup, another can run stores, leaders can handle day-to-day bookings and viewers can see the information they need without editing it.
Group Admin
Manages settings, members, roles, plan features and the overall group workspace.
Quartermaster
Manages inventory, bookings, public requests, repairs, inspections, storage and uniform operations.
Leader
Uses day-to-day inventory and booking workflows, logs inspections where allowed and contributes to support tools.
Viewer
Read-only access for people who need visibility without changing operational records.
FAQ
Common questions from equipment teams
Does Wogglebox replace Online Scout Manager?
No. Wogglebox is designed to work alongside Online Scout Manager. OSM handles programme, badges, membership and wider group administration. Wogglebox focuses on equipment, uniform, bookings, public requests, repairs, inspections and practical quartermaster workflows.
Can we import an existing kit list?
Yes. Guided onboarding supports CSV and Excel files, plus a best-effort OSM PDF import. Groups with individually numbered equipment can also use grouped serialised-unit import so several spreadsheet rows become one parent item with tracked child units.
Can Wogglebox track exact numbered items on a booking?
Yes. Serialised child units can be selected manually or assigned by scanning their QR label. Booking quantities remain the main record, while exact-unit assignments show which physical radios, buoyancy aids, tents or other units are fulfilling that quantity.
Can somebody outside our group request equipment?
Yes, with Wogglebox+. A group can publish selected equipment lists and allow visitors to submit date-based requests without creating accounts. Requests do not reserve equipment automatically. A Group Admin or Quartermaster reviews the submission and converts it into a normal booking only after availability is checked again.
What happens when a QR label is scanned?
A normal scan provides a secure route to the matching inventory record. Inside a booking workflow, a bulk-item scan adds or increments quantity, while a serialised child-unit scan assigns that exact unit. Wogglebox checks the group, dates, availability, booking status and open repairs before accepting the scan.
Does Wogglebox+ include online payments?
Not yet. Public equipment requests and Uniform Shop requests are live, but online checkout, deposits, Stripe billing and automatic payment reconciliation are not currently part of the workflow.
Ready to give your kit cupboard a memory?
Register your group, import the records you already have and begin with the free plan. Wogglebox+ is there when public requests, QR workflows, inspections or unlimited scale become useful.