Seasonal Kit
Follow the guide's season-long package from Operations preparation through checkout, replacement requests, return, and reconciliation.
The Seasonal Kit is the package assigned to a person for the season. Open Profile, then Seasonal Kit. It is separate from the equipment requested for a particular CIS and remains tied to the guide across field days.
Read the package state
The top card shows the season, assignment status, checkout date when available, ready-item count, issue count, and total quantity. The item list shows product, quantity, unit value, issue notes, and any state that needs attention.
| Assignment state | Meaning | Guide action |
|---|---|---|
| Kit Ready | Operations is preparing, reviewing, or has made the package ready for checkout. | Confirm the package with Operations before assuming physical custody. |
| Blocked | An inventory or readiness issue prevents normal progression. | Read the affected items and contact Operations. |
| Checkout | The package is checked out to the guide. | Confirm every physical item and use replacement reporting when needed. |
| Returned | The guide returned the package and Operations still needs to reconcile it. | Keep return evidence until reconciliation is complete. |
| Reconciled | Operations closed the returned assignment. | No further action unless an item or account movement is disputed. |
| Cancelled | The seasonal assignment was closed without an active package. | Do not treat reserved or previously shown items as issued. |
Ready for checkout is not physical handoff
Preparation and reservation can make a kit ready in the system. The guide has custody only after Operations completes checkout and the guide confirms the actual items received.
Confirm checkout
When Operations hands over the package:
- Open Seasonal Kit and confirm the season and assignment status.
- Match every product and quantity to the physical handoff.
- Open product images where available to verify the correct item.
- Check size, condition, and included components.
- Raise a mismatch before leaving the handoff location.
- Reopen Seasonal Kit after Operations records checkout and confirm the checkout date and item list.
Do not use the Seasonal Kit page to track rods, boats, waders, or other equipment requested specifically for a client trip. That inventory belongs to the CIS gear workflow.
Request replacement of checked-out items
Request replacement appears only when at least one kit item is currently checked out.
- Open Request replacement.
- Search the checked-out item list when needed.
- Select each affected item and the correct quantity.
- Use the Selected filter or selected-items sheet to review the request.
- Continue to Replacement details.
- Add optional notes that explain condition, pickup, sizing, or replacement context.
- Submit Request replacement once.
- Return to Seasonal Kit and watch the item and issue states until Operations resolves them.
The mobile replacement request is submitted as Needs replacement. Put the factual damage, loss, fit, or pickup context in the notes; the current flow does not ask the guide to choose a separate incident category.
Submitting does not itself issue a replacement, reconcile inventory, or debit the Guide account. Operations reviews the report before changing custody, issuing replacement stock, or posting any account impact.
Follow item outcomes
An affected item can show states such as Blocked, Damaged, Lost, Replaced, Substituted, Transferred, Unavailable, Returned, or Reconciled. Treat the state and Operations handoff together:
- Do not assume Replaced means the physical replacement has already been collected.
- Do not remove an unavailable or lost item from the real-world count without Operations confirmation.
- Confirm a substituted product and quantity before accepting it.
- Keep custody until a return or transfer is recorded against the correct person.
Return and close the Seasonal Kit
- Compare the physical return with the current item list.
- Tell Operations about unresolved loss, damage, substitution, or quantity differences.
- Hand the items to the authorized Operations owner.
- Confirm that the assignment becomes Returned.
- Wait for Operations reconciliation.
- Confirm the final Reconciled state and review the Guide account if Operations communicated an account adjustment.
If no Seasonal Kit appears, Operations has not assigned a current package. If the page fails to load, retry after checking connectivity. If a package or item is wrong, do not create a trip-gear request to compensate; contact Operations so the seasonal assignment remains the source of truth.
Next: run a field day.