Attachment 1. Weapon Tracker User Guide V05.pdf

Weapon Tracking System www.trackeriot.com

Weapon Tracker User Guide

V 0.5

Technical Contact

RANJEEV SINGH

ranjeev@trackeriot.com

+91 98600 62176 (mobile / Whatsapp)

Business Contact

Eric Collins eric@trackeriot.com

941 375 9437 (mobile)

*VIEW DOCUMENT 100% TO 130% MAGNIFICATION TO HAVE CLEAR VISIBILITY OF

SOFTWARE SCREENS.

mailto:ranjeev@trackeriot.com mailto:eric@trackeriot.com

Table of Contents

User Login

Dashboards

Templates

Data Entry – Single & Bulk Mode

Bulk Data Imports

Add Item/Weapon Type

Personnel Weapon Certifications

Weapons Assignments

Location Data Management

Management of Consumable Items

Check-out And Check-In

Search, Advanced Search & Personnel Search

Scheduled Jobs/Tasks (Cleaning, Inspection, Maintenance, Testing Firing)

User Management

Tags Commissioning

Update Status and Update Location

Update Quantity of Non-Serialized Items or Consumable Items

Alerts and Notifications

Password Reset

Forms

User Audit Trail

Magazine And Ammo Setup

Post Setup

Inventory Alerts Setup

Reports

Messages or Internal Communication

Transient Weapons

Introduction

The Weapon Tracker application is a state-of-the-art solution for tracking and managing weapons, gear, and other related items. It is built using technologies such as Java, Android, HTML5/CSS3, and other best-in-industry technologies, and can be deployed on databases such as MS SQL, MySQL, and Oracle.

Items can be tagged with RFID tags or barcode labels, and the system supports automatic check-in/check-out, inventory, and audit functions. It provides role-based access to the system, making information available to users based on their roles. Only authenticated users can access the information.

User history and item history are maintained for audit purposes. This document provides a step-by-step guide to using the system.

User Login

Open the link provided in Chrome, Edge or Firefox browser. Enter user name and password.

If it’s a person’s first login, system will ask to change the password. You need to change the password and then login with new password. The login screen looks like the below.

Dashboards

On successful login, user is displayed the dashboard screen which provides a complete snapshot of all lethal and non-lethal weapons, other serialized items and non-serialized items.

Templates

Templates represent different sets of data fields. You can create multiple templates when you need to capture different data fields for items or weapons. For example, the following screen shows one set of data fields. Please note that these fields may vary from project to project, and your set of fields may be different.

Data Entry – Single & Bulk Mode

Data Entry

Enter the data as shown on the data entry screen. Fields marked with an asterisk (*) are mandatory, while all other fields are optional. Fields marked with a hash (#) have a unique constraint, which means the value entered for that field must be unique across the database and cannot be duplicated in any other data record.

Some fields are configurable drop-down lists, such as Weapon Type and Status. These lists can be modified by the user from the user interface. Other drop-down lists, such as Disposition, are fixed lists created from the data provided during the setup and configuration stage.

Ensure that all mandatory fields are completed. Click Save to save the data. Click Clear to remove the entered data.

NOTE: The data modification web page is template-specific. If you select a different template, a different set of fields will be displayed on this page. Each template has its own separate set of fields.

Bulk Data Entry

Please download the template from the bulk data entry screen, fill in data and upload. This option is for bulk import of weapons/items. For bulk import of other data items like certification data, weapon assignment data, personnel data etc., please refer bulk data imports section in this document. Please remember that this feature is template specific. The template you downloaded will be template specific meaning it will contain data fields which are specific for that template. While uploading template, make sure that you have selected the correct template from right top section. If template is wrong, uploading will not be successful.

Bulk Data Imports

System user can import data like certification data, scheduled jobs data, personnel data and weapon assignments in bulk from CSV templates from Admin section. Download the template, fill data and import data.

Any errors during import can be viewed in Alerts and Notifications Section

Add Item/Weapon Type

Item and weapon types are template-specific and help define how different categories of weapons, equipment, or related items are organized within the system. When a weapon type is added, it can also include a picture of the weapon to make identification easier for users during data entry, search, check-out, and check-in activities. Each template can be configured with the same weapon types or with a different set of weapon types, depending on the operational requirements of that template. This flexibility allows the system to support multiple projects, departments, or item categories while keeping the data fields and item classifications relevant to each use case.

Personnel Weapon Certifications

It is important to maintain personnel certification data in the system. During weapon issuance, the armorer checks the personnel’s weapon certifications before issuing weapons. If a certification has expired, the armorer may choose not to issue the weapon. However, the system allows the armorer to override such exceptions and issue weapons when a valid reason is provided.

Personnel certifications can be added from the Data Entry section.

Weapons Assignments

Weapons can be assigned to soldiers or officers based on their duty requirements, authorization level, operational role, or standard operating procedures. This screen displays the weapons that are currently assigned to personnel, allowing system users to review active assignments and verify which weapons are linked to each individual. Weapon assignments can be completed from the Data Entry section or from the software’s Search section, depending on the user’s workflow. Keeping assignment information accurate helps ensure proper accountability, supports check-out and check-in operations, and maintains a reliable record of weapon custody.

Location Data Management

System users can add new locations, update existing location details, and manage the location hierarchy from this section. Locations can also be moved from one parent node to another when the organization’s storage structure, armory layout, or operational requirements change. Keeping location data accurate is important because it helps users track where weapons, equipment, and other items are stored or assigned within the system.

The location code is used by the mobile app to synchronize data with the server. During inventory operations, ensure that the location code configured in the mobile app matches the location code maintained in the web application. If the location code is incorrect or does not match, the mobile app may not retrieve the correct inventory data from the server, which can result in incomplete or inaccurate inventory results.

Use caution when deleting a location. After a location is deleted, it cannot be restored. Before deleting a location, verify that it is no longer required and that any related inventory records, child locations, or item assignments have been reviewed and handled according to the organization’s standard operating procedure.

Management of Consumable Items

The system supports the issuance and return of consumable items, such as ammunition, cartridges, and other non-serialized items that are tracked by quantity rather than by individual serial number. System users can configure non-serialized items as consumable items so that stock levels can be managed accurately during daily operations. Consumable items work differently during the check-out and check-in processes because the system updates quantities instead of tracking each item as a separate serialized asset. During check-out, the issued quantity is deducted from the available stock. During check-in or return, the returned quantity can be added back to inventory, depending on the item type and the organization’s operating procedure.

Check-out And Check-In

Checkout Process

Scan the CAC barcode to retrieve the officer’s or soldier’s details from the system. If the personnel record already exists, the Personnel field will be populated automatically. If the officer or soldier is not found in the system, a message will be displayed, and the system user will be given the option to add the personnel details. Click Registration to add the officer or soldier data to the system. From this screen, you can also view existing certification information and add new certification data, if required, before continuing with the check-out process.

Another way to enter soldier or officer details is to type the employee name or employee ID in the

Personnel text field. The user must enter a minimum of three characters to begin the search. All personnel records matching the entered text are displayed in the drop-down list. As more characters are entered, the list is refined until the specific employee record can be identified. Select the correct employee from the drop-down list to populate the personnel details. It is important to select the employee from the drop-down list; otherwise, the system will display an error indicating that no employee has been selected.

The drop-down list displays employee records that match the characters entered in the Personnel text field.

After the personnel record is selected, the system displays any weapons or items currently assigned to that officer or soldier. If no items are assigned, or if the armorer needs to issue additional items, the required weapons or items can be added for issuance by scanning them with a barcode scanner or RFID scanner. This allows the armorer to verify existing assignments and add any additional authorized items before proceeding with the check-out process. Armorer can also issue non-serialized items and consumable items from this screen.

You can also view user information by clicking on View Personnel Details. The officer’s photo can be attached and will display where the icon is currently showing.

If the selected user is not marked as OK-TO-ARM, the system will display an alert on check-out screen and will not allow items to be checked out unless an authorized override is provided. The user’s current assignments and weapon certifications are also displayed here so that the armorer can review eligibility before issuing any items. If the user is not certified for a selected weapon, or if a required certification has expired, the system displays a warning message and requires an override reason before the checkout can continue.

Please provide remarks, specify return date and duty location data here.

Capture the signature by clicking on Capture Signature button. If signature pad is not attached, system will ask for permission to checkout without signatures; select ‘Yes’ to checkout items.

If signature is captured, save signature and click on Check-Out button to checkout the items.

If signature is not captured, system will prompt user about it.

Click ‘Yes’ to checkout without signature.

Checkout To Temporary Users

Temporary employees may be subject to specific business rules or standard operating procedures during the check-out process. If the selected employee has the User Type set to Temporary, the system displays an alert message at the time of check-out. This alert notifies the armorer to review and follow the applicable SOP before issuing weapons or other items to the temporary employee. The armorer should verify that all required approvals, documentation, and eligibility checks have been completed before proceeding.

Check-in Process

Scan the CAC barcode to retrieve the officer’s or soldier’s details. The process is the same as described in the previous check-out section. If required, select the employee from the Personnel field using the same search and selection method explained earlier. You can view the officer’s or soldier’s details by clicking View Personnel Details. After the user is selected, the table shown below displays the list of items currently checked out to that employee. Review the list carefully and delete any items that are not being checked in during this transaction.

The items shown in the table are issued items to this employee/soldier/officer that are expected to be returned. The verified column will show tick mark if the item is scanned with RFID scanner or Barcode scanner or unique ID is entered in text box above. Clicking on Info column icon will show weapon/item information as shown below. You can click on weapon/item image to view enlarged image size.

Click on ‘Proceed to Check-in’ to check-in items. Select location to indicate where check-in is happening.

Search, Advanced Search & Personnel Search

Simple Search

Users can search for weapons or items by entering three or more characters in the Name field or the

Unique ID/Serial No. field. The system displays matching results based on the entered text, allowing users to quickly locate the required weapon or item. RFID and Barcode searches are exact searches, so the complete RFID or barcode value must be entered or scanned to retrieve the correct record. From the Simple Search screen, users can perform multiple actions on the selected weapon or item, such as updating the status, adding it to a batch, adding it to a task list, or adding it to a workflow. These actions help users manage item records efficiently without navigating to separate screens.

You can select item/s on search screen and update status of selected items or perform other actions.

User can also view details and edit/modify data.

Advanced Search

Advanced Search provides additional search parameters that allow users to refine results more precisely than the Simple Search screen. Users can apply the available filters to narrow the results based on the selected criteria and quickly locate the required weapon or item. The same actions available on the Simple Search screen can also be performed from Advanced Search, such as viewing details, editing or modifying data, updating status, adding selected items to a batch, adding items to a task list, or adding items to a workflow.

Note: Advanced Search is template-specific. Only items associated with the selected template are displayed, so make sure the correct template is selected before performing the search.

Personnel Search

The Personnel Search screen provides search criteria to locate personnel records, view personnel details, and edit personnel information when required. Users can search for personnel based on fields such as User Type and Employee Status, which helps narrow the results to the required group of users.

The screen also supports wildcard searching in the name field, allowing users to find personnel records even when only part of the name is entered. After the required personnel record is identified, users can open the record to review the profile details or make authorized updates.

View/Edit Employee Profile, Add/Modify Certifications, Add/Modify Assignments

System user can view profile, edit profile, view certifications, add/modify certification data, add/view weapon assignments from this section

View Profile

Edit Profile

From this section, system users can update personnel details, view existing certifications, add or modify certification records, and manage weapon assignments for the selected person. This ensures that personnel information, authorization details, and assigned weapons remain accurate and up to date in the system.

Please note that the User Type must be set to System User if the person needs to log in to the system and perform administrative or operational functions. Selecting the correct user type is important because it determines what areas of the application the user can access and what actions they are allowed to perform.

The system supports the following three user types:

1- Normal User

2- System User

3- Temporary User

For temporary employees, the system displays a warning message during check-out. The armorer should review the message carefully and follow the applicable standard operating procedure before issuing weapons or other items. Required approvals, eligibility checks, and supporting documentation should be verified before proceeding.

Scheduled Jobs/Tasks (Cleaning, Inspection, Maintenance, Testing Firing)

Create Job Type

The first step is to create a Job Type from the Admin section. Job types define the category of work that needs to be performed for weapons, equipment, or related items. Common examples include cleaning, inspection, test firing, maintenance, and any other activity required by the organization’s operating procedures. When creating a job type, the system user should specify whether the job is scheduled or ad-hoc. A scheduled job follows a recurring frequency, such as monthly, quarterly, half-yearly, or yearly.

Enter the required recurrence value to define how often the job should be generated by the system.

For example, a monthly cleaning job can be configured so that the next task is automatically scheduled after the current one is completed. An ad-hoc job does not follow a fixed schedule and can be created whenever a one-time or need-based activity is required. Properly configuring job types helps ensure that routine activities are tracked consistently, upcoming tasks are generated on time, and historical records are maintained for audit and compliance purposes.

WARNING: After the system has been set up and is in use, the standard job types for Cleaning, Maintenance, Inspection, and Test Firing should not be deleted or modified. Additional job types may be added, deleted, or updated as required.

Setup Jobs/Tasks

After the job type has been created, create the scheduled job for the applicable item or weapon. Jobs can be created based on operational requirements such as cleaning, inspection, test firing, maintenance, or other approved activities. For each item or weapon, create only one active job for each job type; for example, create one inspection job and one cleaning job as separate job types. Avoid creating multiple jobs for the same job type on the same item, as duplicate jobs may interfere with business rules, scheduling logic, alerts, or compliance tracking. If the same activity applies to multiple items or weapons, you can create a single job that includes multiple objects instead of creating separate jobs individually, depending on the organization’s workflow and reporting requirements.

When creating a task or job, the user must provide a short description, detailed information, and any other required fields shown on the screen. The description should clearly identify the purpose of the job, while the details field can include additional instructions, remarks, or operational notes. The job type may be Cleaning, Inspection, Test Firing, Maintenance, or any other configured job type. Based on the job type configuration, the job may be created as either a scheduled job or an ad-hoc job. Scheduled jobs follow the recurrence rules defined in the job type, while ad-hoc jobs are created for one-time or need-based activities.

Next, add the weapon or item for which the job is being created. Type the weapon or item name, serial number, or unique identifier using a minimum of three characters, then select the correct record from the drop-down list. After selecting the record, click Add to Table. It is important to add the weapon or item to the table; otherwise, it will not be included in the job. A single job can be created for multiple weapons or items, or separate jobs can be created for each weapon or item, depending on the operational requirement. If the Create Single Job for All Items option is selected, the system creates one job that includes all selected weapons or items. If this option is not selected, the system creates a separate job for each weapon or item by default. After the job is created, it will be scheduled according to the job type configuration and the information entered during setup. Upcoming jobs can be viewed in the Alerts & Notifications section, as shown below.

Or you can also search/view jobs as shown below

To search for jobs, use one or more of the available search criteria. If you want to search by job category, select the required Job Type. To search for upcoming jobs within a specific period, enter the appropriate dates in the Due-Date From and Due-Date To fields. If you know the specific Job ID, enter it to locate that job directly. To search for jobs associated with a particular weapon or item, type the weapon or item name, serial number, or unique identifier, select the correct record from the drop-down list, and then click Add. After adding the required weapon or item, click Search to display all jobs that match the selected criteria. Using the appropriate filters helps users find scheduled, pending, or historical job records more quickly and accurately.

Use the buttons or links in the Action column to perform the available actions for a selected job. These actions may include viewing job details, opening the job action screen, updating job information, or reviewing related records, depending on the user’s permissions and the job status. The Job History option provides access to previous job records, allowing users to review completed work, past due dates, completion details, and other historical information associated with the job.

The Job Action option is used to enter data related to the job being performed. After the job is completed, the user should record the required information in the system, such as completion remarks, observations, results, or any other details required by the organization’s operating procedures. Saving this information ensures that a complete historical record is maintained for tracking, audit, compliance, and future reference.

After entering all relevant job data, review the information for accuracy and click Save Job Data to save the job completion details in the system. The saved data may include completion remarks, observations, results, corrective actions, or any other information required by the organization’s operating procedures. Once the job data is submitted, the system updates the job record and stores the completion details as part of the job history. If the job is configured as a recurring scheduled job, the system automatically calculates and schedules the next due date based on the recurrence type defined for the job type. For example, if the recurring type is monthly, the next due date is scheduled one month after the current job is completed. If the recurring type is quarterly, the next due date is scheduled after one quarter. This process helps ensure that routine activities continue to be scheduled consistently, overdue tasks are reduced, and accurate job history is maintained for tracking, audit, compliance, and future reference.

User Management

Add Personnel

User Management is part of the system’s Admin section. When adding personnel data, the first step is to capture the person’s details from the CAC card. Scan the CAC barcode, and the system will automatically populate the available personnel information. Review the captured details carefully and enter any additional information required by the organization, such as contact details, role information, user type, duty-related information, or other mandatory fields displayed on the screen. If required by organizational policy, attach the employee’s photograph to help users identify the person during check-out, check-in, and personnel review activities. Specify the OK-TO-ARM status and enter any related OK-

TO-ARM remarks as shown in the screen below. These fields help determine whether the person is authorized to receive weapons or other controlled items during the check-out process. After all required information has been entered and verified, save the personnel record in the system.

Provide all details and save data. Select user type to “System User” if you want user to login into system and use system features. Normal user can access only one area I.e. My Workspace where he can view issued weapons and certifications.

Modifications, Certifications & Assignments

Do personnel search as shown below

View Profile

Edit Profile

Add/View/Modify Certifications

Personnel certifications can be added, viewed, and edited from this page. This allows authorized users to review a person’s current certification status, update existing certification records, and add new certifications when required. Keeping certification information accurate and up to date helps ensure that personnel eligibility can be verified during weapon issue, check-out, and related operational activities.

User certifications can also be added or viewed from another area of the system. To use this option, go to Data Entry > Add/View Certifications. This alternate path provides a direct way to manage certification records without opening the user’s profile first, depending on the user’s workflow and permissions.

Add/View/Modify Weapon Assignments

Click Add/View Weapon Assignments on the Edit Profile page to view and manage weapon assignments for the selected personnel record. From this screen, authorized users can search for weapons or items, select the correct record, and assign it to the individual as required. Existing weapon assignments can also be reviewed from this page. If an assignment is no longer valid or needs to be removed, click Delete Assignment for the appropriate record. Keeping assignment information accurate helps maintain proper accountability and ensures that issued or assigned weapons are linked to the correct personnel.

Weapon assignments can also be added, viewed, or modified directly from another area of the system, depending on the user’s workflow and permissions. This option is useful when authorized users need to manage assignments quickly without first opening the full personnel profile. It provides a direct way to review existing assignments, add new weapon or item assignments, and update assignment information as required.

To use this direct option, go to Data Entry > Add/View Assignments. This path allows authorized users to manage weapon assignments without opening the personnel profile first. From this screen, users can search for the required personnel and weapon or item records, verify the correct selection, and then add, review, or remove assignments according to the organization’s operating procedure.

Tags Commissioning

Tags commissioning is the process of mapping an RFID tag or barcode label to a weapon, item, or asset record in the system. This step ensures that the physical tag scanned by a reader is correctly linked to the corresponding item record, allowing users to perform tracking, search, inventory, check-out, and check-in activities accurately. To commission or manage tags, go to Tracking > Add/Delete Label.

When commissioning a tag for the first time, search for the weapon or item by entering its Unique ID.

If no RFID tag or barcode has been assigned yet, the RFID and Barcode fields will appear blank. Place the cursor in the RFID field and scan the RFID tag using the USB-attached RFID or barcode scanner. The scanned RFID value will automatically populate the RFID field. If you only need to save the RFID tag, click the appropriate save button to store the RFID data. If a barcode also needs to be added, place the cursor in the Barcode field and scan the weapon or item barcode using the USB-attached RFID or barcode scanner. The scanned barcode value will populate the Barcode field. Save the RFID data, the barcode data, or both values by clicking the relevant save button. Users can also search for multiple weapons or items and complete tag mapping or commissioning for multiple records in a single session, which helps improve efficiency when assigning tags in bulk.

Update Status and Update Location

System users can update a weapon’s or item’s status and location from either the Edit Item/Object screen or the Tracking screen. The Edit Item/Object screen is useful when updating a single record, while the Tracking screen allows users to update multiple weapons or items in one operation. From the

Tracking screen, search for the required items, add them to the table, verify that the correct records have been selected, and then update the status or location as needed. Keeping status and location information accurate is important for inventory control, accountability, check-out and check-in processes, and audit reporting.

Update Quantity of Non-Serialized Items or Consumable Items

System users can increase or decrease the current quantity of non-serialized items or consumable items, such as cartridges, holsters, ammunition, and other stock-based items, from this screen. This function should be used whenever additional items are purchased, received, issued back into stock, consumed, expired, damaged, or removed from inventory. For example, after the initial lot has been entered during system setup, any new stock received later should be added through this screen so that the current quantity is updated correctly. Similarly, if some items expire, are consumed, or need to be removed from available inventory, the quantity should be reduced from this screen. The system maintains a complete history of all quantity changes, including additions and reductions, which helps support inventory control, audit tracking, and accountability. After the initial quantity has been configured, all future quantity top-ups or reductions must be performed from this screen to ensure that inventory calculations remain accurate.

NOTE: The system maintains two quantity values for non-serialized and consumable items: Initial

Quantity and Current Quantity. The Initial Quantity represents the quantity entered during the initial system setup and should be treated as the starting stock value. The Current Quantity represents the actual number of items currently available in the store or inventory. After the initial setup is complete, the Initial Quantity should not be changed. Any additional stock received, consumed, expired, damaged, issued back into stock, or removed from inventory should be updated from this screen so that both the quantity history and current inventory calculations remain accurate. It is not recommended to change the quantity from the Search and Edit screen, because doing so directly changes the Initial Quantity and sets the Current Quantity equal to the Initial Quantity. This can overwrite operational quantity changes and disrupt inventory calculations, reports, alerts, and audit history. The option to edit Initial Quantity is provided only for initial data setup. All subsequent quantity additions, reductions, and stock adjustments must be performed from this screen.

Alerts and Notifications

The Alerts and Notifications section displays system-generated alerts that help users monitor scheduled activities, certification status, import issues, mobile synchronization errors, and inventory levels. Review this section regularly to identify items that require follow-up, correction, or operational action.

⚫ Scheduled Job Alerts - Scheduled job alerts are generated for recurring activities such as cleaning, test firing, inspection, and maintenance. These alerts appear when a scheduled job is due or approaching its due date, helping users track required work before it becomes overdue. Users can create tasks from these alerts for further tracking and follow-up. Please note that alerts are generated only for scheduled jobs. Ad-hoc jobs are created as needed and do not generate scheduled alerts.

⚫ User Certification Alerts - User certification alerts notify users when a personnel certification has expired or is approaching its expiration date. These alerts help armorers and administrators review certification status before issuing weapons or other controlled items. Timely review of certification alerts helps ensure that personnel eligibility is verified and that expired or expiring certifications are updated according to the organization’s operating procedure.

⚫ Data Import Alerts - Data import alerts display errors or issues encountered during the bulk data import process. These alerts may relate to missing mandatory fields, invalid values, duplicate records, incorrect templates, or formatting problems in the imported file. Users should review the alert details, correct the source data or template as required, and re-import the file after the errors have been resolved.

⚫ Mobile Sync Errors - Mobile sync error alerts show issues related to data synchronization between the mobile app and the server. These errors may occur when location codes do not match, required data is missing, network connectivity is interrupted, or the mobile app is unable to send or receive inventory data successfully. Users should review these alerts to identify synchronization problems and take corrective action before relying on mobile inventory results.

⚫ Inventory Level Alerts - Inventory level alerts are generated when the current quantity of a non-serialized or consumable item falls below the threshold value configured in the Admin section.

These alerts help users identify low-stock items, such as ammunition, cartridges, holsters, or other quantity-based inventory, before stock levels become insufficient for operations. After threshold values are configured, the system automatically creates alerts whenever the current quantity drops below the defined limit. Users should review these alerts regularly and take appropriate action, such as replenishing stock, adjusting quantities, or investigating unexpected inventory reductions.

Password Reset

If a system user forgets their password or their account becomes blocked, an authorized administrator can reset the password from this screen. This function should be used only after confirming the user’s identity and verifying that the account should be restored. Resetting the password generates a temporary password that allows the user to access the system again.

The generated temporary password should be shared only with the concerned system user through an approved communication method, such as official email or text message, according to the organization’s security policy. Remind the user that this is a temporary password. When the user logs in with the temporary password for the first time, the system will prompt them to create a new password before they can continue using the application. The user should choose a secure password and keep it confidential.

Forms

The Forms section may not be applicable to all organizations or all system configurations. This section is used to download forms required for organizational compliance, operational documentation, inventory control, or recordkeeping. The available forms may vary based on the organization’s setup, policies, and enabled system modules. Examples of forms that may be available include the Equipment

Log, Inventory Log, and other forms required to support daily armory operations or audit requirements.

Users should download and use the applicable forms according to their organization’s standard operating procedures. The Rack Seal Setup option is used to configure rack and seal data, which may be required when tracking sealed racks, storage locations, or controlled storage areas. If this section or any related option is not visible in the navigation menu, it may not be enabled or required for the current implementation.

User Audit Trail

All actions performed by system users are recorded in the system audit log. These logs can be viewed from the Admin section by authorized users. The audit trail captures important activity details such as user actions, updates to records, changes to weapon or item data, check-out and check-in activity, quantity changes, certification updates, assignment changes, and other system events. Maintaining an audit trail helps the organization track who performed an action, what action was performed, and when the action occurred. This information supports accountability, troubleshooting, compliance review, investigation of discrepancies, and historical reporting. Administrators should review audit logs as needed to verify system activity and ensure that operational procedures are being followed.

Magazine And Ammo Setup

During the check-out process, the system can be configured to automatically include the required magazines, ammunition, or ammunition quantity for lethal weapons. This setup helps reduce checkout time by predefining the standard supporting items that should be issued with a specific weapon type.

For example, if a weapon normally requires a fixed number of magazines or a standard ammunition quantity, those values can be configured in advance from the Admin section. When the weapon is selected during check-out, the configured magazine or ammunition requirements are displayed to the armorer, allowing the checkout process to be completed more quickly and consistently.

For example, a weapon type such as M17 can be configured to issue two M17 magazines during check-out. The same setup can also be used to define ammunition requirements by selecting the appropriate ammunition type and entering the quantity to be issued. This ensures that armorers follow a consistent issue standard for each weapon type and reduces the need to manually add routine supporting items each time a weapon is checked out.

If the configured magazine type is serialized, the system requires the armorer to provide the serial number, unique ID, RFID tag, or barcode for each magazine at the time of check-out. This requirement allows the system to track each serialized magazine individually and maintain accurate custody history.

Serialized magazines must be selected or scanned before the check-out can be completed, ensuring that the exact magazines issued with the weapon are recorded in the system.

In another example, an M18 weapon type can be configured with two serialized magazines. During check-out, the system prompts the armorer to identify both magazines before completing the transaction. The armorer must enter or scan the serial numbers or unique IDs for the required magazines so that each serialized item is linked to the check-out record. This setup improves accountability, reduces manual data entry, and ensures that weapons, magazines, and ammunition are issued according to the organization’s standard operating procedure.

Post Setup

Posts can be set up and modified from the Admin section. A post represents a predefined duty location, assignment point, guard post, or operational position where specific weapons, equipment, or related items may need to be issued during the check-out process. To configure the weapons or items for a post, open the post record and click the item listed in the Post Configuration column. From this configuration screen, authorized users can add both serialized and non-serialized items to the selected post. Serialized items are tracked individually by serial number, Unique ID, RFID tag, or barcode, while non-serialized items are tracked by quantity. For each non-serialized item, specify the required quantity so the system knows how many units should be displayed for that post during check-out. After the post configuration is saved, the configured weapons and items become linked to that post. When the armorer selects the post during the check-out process, the system displays the items assigned to that post on the check-out screen. This helps standardize issuance, reduces manual item selection, and ensures that the correct weapons or equipment are prepared based on the selected duty location or operational requirement.

Inventory Alerts Setup

To set up inventory level alerts, go to the Admin section and open the inventory alert configuration option. From this screen, authorized users can define the lower threshold value for each non-serialized or consumable item that should be monitored. The lower threshold represents the minimum acceptable stock level for the item. When the current quantity falls below this configured threshold, the system automatically generates an inventory level alert. These alerts help users identify low-stock items before they become unavailable for operations. For example, threshold values can be configured for ammunition, cartridges, holsters, or other quantity-based inventory items that must be replenished regularly. Inventory alerts are especially useful for maintaining minimum stock levels, planning procurement, avoiding operational shortages, and ensuring that critical items remain available when needed. After an alert is generated, users can review it in the Alerts & Notifications section and take appropriate action, such as replenishing stock, adjusting quantities, verifying recent issue or return activity, or investigating unexpected reductions. Threshold values should be reviewed periodically and updated when operational requirements, usage patterns, or inventory policies change.

Reports

The system provides multiple reports to help users review inventory, assignments, check-in/check-out activity, personnel history, certification status, consumption, and audit-related information. Reports can be used for daily operational review, inventory reconciliation, accountability checks, compliance verification, and management reporting. Depending on the user’s permissions and the report type, report data can be viewed on screen and exported as PDF, CSV, or Excel files for sharing, analysis, recordkeeping, or further review.

⚫ All Weapons/Items Report - This report displays all weapons, items, or assets for the selected template. Because the report is template-specific, the fields shown in the report are based on the data fields configured for that template. Users can use this report to review the complete set of records for a selected item category, verify item details, and export the data for audit, reconciliation, or administrative review.

⚫ Assigned Weapons Report - This report shows the list of weapons or items currently assigned to personnel. It helps users verify assignment records, confirm which weapons are linked to specific individuals, and review active custody information. This report is useful for accountability checks, assignment validation, and operational readiness review.

⚫ Unreturned Items Report - This report displays items that have been checked out and are still pending return. Users can review this report to identify overdue or outstanding items, follow up with the responsible personnel, and ensure that weapons, equipment, or consumables are returned according to the organization’s operating procedure.

⚫ Items Report By Location - This report groups weapons and items by location, allowing users to see which assets are stored, assigned, or recorded at each location. It supports location-based inventory review, armory organization, storage verification, and reconciliation of physical items against system records.

⚫ Check-in/Check-out Report - This report provides details of check-in and check-out transactions recorded in the system. It can be used to review when items were issued, when they were returned, who received or returned them, and which items were involved in each transaction. This report supports custody tracking, issue/return review, and investigation of discrepancies.

⚫ Item History - This report displays the complete history of a weapon or item. It may include activity such as assignments, check-out and check-in transactions, status changes, location updates, quantity changes, maintenance or scheduled job activity, and other related events. Users can use this report to understand the full lifecycle and custody history of an item.

⚫ Personnel History - This report shows the complete check-in and check-out history for selected personnel. It helps users review which weapons or items were issued to a person, when they were issued, when they were returned, and whether any items remain outstanding. This report is useful for personnel accountability, custody verification, and historical review.

⚫ Items Report By Status - This report displays weapons or items grouped by their current status.

Users can use it to review items that are available, issued, under maintenance, damaged, retired, missing, or in any other configured status. The report helps users monitor operational availability and identify items requiring follow-up action.

⚫ Expiration Date Report - This report identifies items with expiration dates, such as tasers, vests, cartridges, or other time-sensitive equipment. It helps users review items that are expired or approaching expiration so that they can be replaced, inspected, removed from service, or handled according to the organization’s operating procedure.

⚫ Certification Expiration Report - This report shows personnel certifications that are expired or approaching expiration. It allows armorers, supervisors, and administrators to monitor certification validity before issuing weapons or controlled items. Reviewing this report regularly helps ensure that personnel remain eligible and that required certification renewals are completed on time.

⚫ Inventory Summary - This report provides a summary of inventory quantities, including items currently on hand and items currently issued. It helps users quickly understand overall stock position, compare available and issued quantities, and identify areas where additional review or replenishment may be needed.

⚫ Inventory Audit Report - This report displays the history and results of inventory activities performed through the mobile app. Users can review inventoried items by location, identify missing items, identify extra items, and compare mobile inventory results against system records.

This report supports inventory reconciliation, discrepancy investigation, and audit documentation.

⚫ Consumption Report - This report shows the history of consumable items, such as ammunition, issued to personnel. It helps users track consumption patterns, review quantities issued over time, support replenishment planning, and maintain accountability for quantity-based items.

⚫ Consumables Report - This report displays the current stock status of consumable items. It helps users review available quantities, issued quantities, low-stock items, and items that may require replenishment or adjustment. This report is useful for monitoring quantity-based inventory and supporting procurement or stock-control decisions.

Messages or Internal Communication

The Messages module provides an internal communication option within the Weapon Tracking System.

This allows users to communicate about operational matters directly in the application instead of relying only on external email. Because messages are stored in the system, communication related to maintenance, inspection, inventory, check-out/check-in activity, issue resolution, or other weapon and item management activities can be retained for historical review, follow-up, and audit purposes. Users can create a message and send it to a predefined message list, such as Maintenance, Inspection, Inventory, or any other list configured for the organization. Each message list is mapped to the users or departments responsible for that area, so messages are routed to the appropriate personnel for review and action. Recipients can reply to the message, add updates, provide clarification, or record the action taken. After the matter has been reviewed and resolved, the message thread can be closed.

Keeping these discussions within the system helps maintain a clear communication history, supports accountability, and ensures that operational follow-ups remain connected to the system workflow.

Create Message and Send to Message List

Transient Weapons

Note: This section may no be applicable for all use cases. If you don’ t see this option on left side navigation menu - that means it is not applicable for your use case.

Data Entry

This section is for data entry of transient weapons. There are two types of transient weapons - frequent flyers and any-term. Frequent flyers can check-out/check-in the weapons multiple times before checking-out permanently. Once checked-out permanently, system will not display those weapons in the system again.

Enter DOD ID or scan the CAC barcode. If the soldier/officer exists in the system, system will populate soldier Name and DOD ID. If soldier/officer does not exist in the system, system will provide option to add soldier details into the system. Click on Registration and add solider/officer details into the system.

Fill-in other details like drop-off date, estimated pickup date and duty location. If drop-off date is today, leave it blank or fill today’s date. You can add serialized items and non-serialized items. When you are adding serialized items, click Save button below serialized items and when you are adding non-serialized items, click Save button below non-serialized items. * marked field are mandatory data fields. When you add these data items, these will be displayed in below table. All items/weapons for this user will get displayed in table below as shown below.

View Soldier’s Items/Weapons

In case you want to view which items/weapons have been dropped by soldier/officer, just scan CAC card on data entry screen. This will display the items which are present in armory. Permanently checked out items will not be displayed here.

Check-out

Select the type of weapons. Scan CAC barcode. You can view or add certifications here. For frequent flyers, the checkout is just permanent weapons checkout. If there are any certifications which are expired, system will flash message to provide over-ride.

If you select checkout permanently, weapons will be checked out permanently from this location and they will not appear here again.