How to Build a Gear Order
Building a gear order is a straightforward process that can be completed in a few simple steps. Whether you're setting up a concert, a sale, or any other event, this guide will walk you through the process from start to finish.
Step 1: Create Your Event
Navigate to the Events Menu: If you haven't already created an event, go to the Events menu and select New Event.
Enter Basic Information: Fill in all the necessary details for your event, such as the name, date, and location.
Save Your Event: Click the Save button to create your event overview.
Step 2: Access the Gear Tab
Go to the Gear Tab: Once your event is created, navigate to the Gear tab.
Create a New Order: Click the yellow plus sign to Create New Order and start building your gear list.
Step 3: Name and Configure Your Order
Name Your Order: Give your order a descriptive name. For a concert, you might name it "Main Stage Order."
Choose the Order Type: If this is a sale rather than a rental, select the appropriate option.
Select a Warehouse: If you operate with multiple warehouses, choose the one that will handle this order.
Set the Status: Choose a status for your order. Statuses can be configured to reserve your equipment.
Step 4: Add Folders
Add a Folder: Click on Add Folder to organize your gear.
Rename and Reorder Folders: You can rename and reorder folders to suit your needs.
Step 5: Add Equipment
Search for Items: Use the search bar to find specific items.
Use the Equipment Tray: Click the magnifying glass icon
to open the equipment tray. Use the filtering options to find items by department.
Add Multiple Items: You can add multiple items by clicking and selecting them, or adjust quantities directly from the order.
Step 6: Manage Items
Remove Duplicate Items: If you accidentally add a duplicate item, use the Actions menu to remove it.
Adjust Columns: Use the column selector to customize the information displayed on your gear page.
Step 7: Add Generic Items
Add Generic Items: If you need to include items not in your inventory, add a generic item and rename it to something specific, like "Scenic Piece."
Add Public Notes: Use the public note feature to provide additional information to your client.
Add Internal Notes: Use internal notes to give your warehouse or on-site team more context about the equipment.
Step 8: Adjust Order Details
Access Order Details: Click the informational "i" icon
to access order details.
Change Status: Update the status to reserve your equipment.
Adjust Rental Rates and Discounts: You can change rental rates, add bulk discounts, or adjust various times as needed.
Order-Level Internal Notes: Gear orders also have order-level internal notes for the warehouse team, separate from the line-item internal notes in Step 7. They appear on the order's pack sheets (Notes button) and in the order's reservations window on the Warehouse Operations dashboard.
Step 9: Duplicate and Copy Orders
Import Orders from Other Events: Copy a gear list from another event to the current event.
Duplicate Orders: Use the duplicate feature to create multiple price point quotes without starting from scratch. This button can be found by clicking the informational "i" icon.
Copy Orders to Another Event: Copy a gear list from a previously completed event to a new event to save time. This button can be found by clicking the informational "i" icon.
Step 10: Navigate to Pull Sheets and Return Sheets
Pull Sheets: Use the pull sheet button to navigate to the pull sheet, which helps the warehouse team pack the order.
Return Sheets: Use the return sheet button to manage the return process.
Step 11: Confirm and Edit Your Order
Confirm the Order: Update the status to reserve the equipment.
Edit the Order: Even after confirming, you can still edit, add, or remove items from your order.
Managing Reservations from the Gear Grid
The three-dot menu on each row of the gear order grid includes three reservation actions — Quick Turn, Take from Another Order, and Edit Reservations — so you can resolve a line's reservations right from the order instead of switching to Warehouse Operations. For the full quick-turn workflow, see Inventory Quick Turns.
Because these actions carry over from Warehouse Operations, they require the Can Access Warehouse Operations permission (Inventory Admins have this access as well). Anyone without it won't see the actions on the gear grid.
Hiding a Group from Quotes and Invoices (Internal Only)
An entire gear group can be marked Internal Only, which hides the group and all of its line items from quotes and invoices — the same idea as the Internal Only setting on a single line item. Flip the Internal Only switch on the group's row in the event gear grid. If the group has a total, LASSO asks you to confirm the change and tells you how much the order total will drop.
Marking a group Internal Only sets its charges to $0 while leaving the rates in place, so switching it back off restores everything. Either way, the gear stays reserved and your costs keep tracking. For Production Lists, a Show Internal Only Groups option in the quote configuration brings these groups back for an internal-facing copy.
Reviewing Order History
Every gear order keeps a history. To review it, click the clock icon
to open the Gear History modal.
LASSO captures a full snapshot of the order's details at creation and stamps a running total on every subsequent change, and the modal's Order Total column shows the order total at each point in time—so you can trace when, and why, an order's total changed. You can narrow the history by user, type, or action, or search by order or product name. Pack sheet status changes (the old and new status, who made the change, and when) appear in the order's history as well.
By following these steps, you can efficiently build and manage gear orders for your events. This process ensures that your equipment is reserved and ready for the event, and that all necessary information is communicated to both your clients and your team.