One group, or a whole branch
GearQ starts with a single Scout group and its Q-store. When a district, region or branch joins, it slots in above the groups without taking anything away from them. Each group still runs its own gear and decides what it shares.
The structure at a glance
Every level works the same way. An Admin holds the title and signs off the money. A QM runs any gear that level owns. You only add the levels and people you need.
A level with no gear of its own needs no QM: its Admin simply sees the totals and, if it wants to, pays for its groups. One person can hold both jobs at a level by ticking "Same person as the Admin".
Who does what
| Role | Signs in with | What they do |
|---|---|---|
| In a group | ||
| Member | Booking password | Families and leaders see what's free, book gear, report a return and change their own booking. |
| Group QM | QM password | Runs the Main Q-store: gear, kits, approvals, returns, spreadsheet import. Looks after the group's plan, billing, branding and loan agreement. |
| Group QM Helper | Own email and password, by invite | A second pair of hands for tag-team QMs. Runs gear and bookings with their name on every action (or a view-only helper). Never sees billing, can't change passwords or invite others. |
| In an Extra Q-store (optional) | ||
| Store QM | Store password | Runs one Extra Q-store only, such as a Rover crew's gear. Approves only that store's part of a booking. |
| Store QM Helper | Own email and password, by invite | Helps the Store QM run that store: same rights on that store only. Invited by the Store QM or the Group QM. Never sees billing, can't change passwords or invite others. |
| Crew member | Crew password | A member who can also book a "Crew only" store's gear. |
| At a district, region or branch | ||
| Admin | Own email and password | Holds the title (often the Commissioner). Signs off the money, invites viewers, appoints the QM, and at district level offers to pay for the district's groups (each group's QM accepts first). |
| QM | QM password | Runs that level's own gear and bookings, if it has any. Never handles money. |
| Viewer | Viewer password | Sees totals from groups that share: how many canoes, tents or trailers, never who booked them or where they're kept. At a branch, also the Activity Teams' own gear. A region's view needs an active region plan. |
| Activity Team QM | Activity Team password | Runs one branch Activity Team's gear and handles support requests from groups planning an event. Can invite Activity Team QM Helpers (the Branch Admin can too). |
It grows with you
One group
A QM, a booking password for families, and the group's gear. That's all most groups ever need.
Group QM · MembersA group with a Rover crew
The crew keeps its own gear in an Extra Q-store with its own QM. One booking can include gear from both stores, and each QM approves only their own.
+ Store QM · Crew membersA district
The district sees totals from groups that choose to share, groups can borrow from each other, and the district can pay for its groups in one bundle.
+ District Admin · District QM if it has gearA branch with Activity Teams
Archery, climbing or water Activity Teams each run their own gear. Groups send a support request for an event and track the reply with a private link.
+ Branch Admin · Activity Team QMsWho pays
| Plan | Who signs off | Price |
|---|---|---|
| Group | Group QM | A$149 a year |
| District bundle | District Admin | A$349 a year, plus A$99 per covered group. Card or invoice. |
| Region | Region Admin | A$599 a year. Card or invoice. |
| Branch and state Q-stores | Branch Admin | Contact us |
When a district covers a group, the group's QM accepts the offer first, and GearQ never bills that group for the coverage — the district pays. (A group that already pays for its own plan can cancel it under Manage billing.) While covered, the group shares at least totals with its district. How the district shares the cost with its groups is up to the district. Every group starts with a free trial, no card needed.
- Each group's gear list is private to that group, and never public.
- Districts, regions and branches only ever see counts of groups' gear, and only from groups that choose to share. Never storage locations, serial numbers, photos or who booked.
- One person's access opens one door. A Store QM can't approve the Main Q-store's gear, and a district can't change a group's bookings.
- Money sits with the Group QM or the level's Admin. Helpers never see billing.