Firearms

The Firearms tab is a register of your company's firearms. For each firearm it keeps the identity (make, model, calibre, serial number), the SAPS licence and its expiry, who currently carries it, every time it changed hands (the handover register, with a checklist and photos at each end), a cleaning schedule, and a private document store — so licence renewals, custody and maintenance discipline live in the same place as the rest of your response operation and feed the same weekly reminder email.

The tab has three views: Register (what you own), Handovers (who has what, and the history of every issue and return), and Applications (licence applications at SAPS).

Everything on this tab requires the Fleet & vehicles capability (VCR settings also qualifies); responders cannot see or edit the register.

Viewing the Register

1. Navigate to Equipment in the sidebar and click the Firearms tab.
2. Each row displays:
   • Firearm -- the label / asset number (or make and model), with the type and calibre underneath
   • Serial -- the serial number
   • Carried by -- who has it. If the firearm is out on a handover, the person holding it and the time it went out; otherwise the default carrier set on the record, or "Unassigned"
   • Licence -- a colour-coded pill counting down to the licence expiry (amber inside 45 days, red inside 14 days or overdue)
   • Cleaning -- the same pill for the next cleaning due date, or "no schedule"
   • Status -- Active, In safe, In for repair, or Retired
   • Actions -- Hand over (or Take back when it is out). Delete is not on the row: open the firearm, and it is in the Danger zone under the Details tab (deleting removes the firearm's documents too — set the status to Retired to keep the record instead)

Hand over above the register opens the same handover flow with a firearm picker, listing only firearms that are available — Active or In safe, and not already out.

Retired firearms stop appearing in reminders but keep their history and documents.

Firearm Tags

Firearms carry the same coloured tag system as vehicles — a small managed catalog for filtering and grouping, e.g. Vault, Patrol, or Training. Click Manage tags above the register to build the catalog (Fleet & vehicles or VCR settings capability), pin tags on each row with the + Tag picker, and use the Tag filter above the list to narrow the register. A tag is a filter label only — the licence, carrier, and status stay the record of truth.

Adding a Firearm

1. Click Add firearm at the top of the register.
2. Enter the type (handgun, shotgun, rifle, self-loading rifle, or other), make, model, and serial number.
3. Click Add firearm — the detail view opens so you can complete the licence, carrier, and cleaning details.

Firearm Detail

Click any row to open the firearm's detail view. At the top, Who has it answers two separate questions — who has it out right now (an open handover, with when and from whom) and who carries it by default (the carrier on the record) — with Hand over / Take back buttons. Below that a compliance strip shows the cleaning due date, then three tabs:

• Details -- everything about the firearm, editable in place:

  • Label / asset number, type, and status
  • Make, model, and calibre
  • Serial number
  • Carried by -- assign the firearm to one of your responders
  • Last cleaned and the cleaning interval (days) -- together these drive the cleaning-due date
  • Free-form notes

  A Mark cleaned today button stamps the last-cleaned date in one click, rolling the next cleaning due forward by the interval.

• Handovers -- this firearm's register entries: every time it was handed to somebody and taken back, with the checklist answers, counts and photos from each end. Expand a row to read it. See Handovers below.

• Compliance -- the firearm's papers, each as one record: firearm licence, permit, competency, training, or other. An entry holds the licence number, the expiry date and the document together, and either the date or the file may be left empty — so the licence expiry can be captured before the licence copy is scanned. Dated entries feed the weekly reminder email, and each renewal is chased once. Files are private and open via a short-lived secure link.

Cleaning stays on the Details tab, not here: it is a maintenance interval, not a document with an authority behind it.

Handovers

Firearms change hands the way vehicles do: the day guard hands the shotgun to the night guard, the armoury issues a pistol for a shift and takes it back at the end. Every one of those is a register entry — who received which firearm, from whom, when it went out and when it came back — which is what the Firearms Control Act asks a security business to keep. CleverOps records it the way the vehicle Drivers view records who had a vehicle.

There are two ideas, kept apart because they mean different things:

• Out with -- the person who has the firearm in their hands right now. A firearm has at most one of these at a time; if somebody already has it out, you are told who.
• Carried by -- whose firearm it is by default (the carrier on the record, set on the Details tab). Nothing to hand back; it just says who it normally lives with.

Either, both or neither can be true.

Handing a firearm over

From the Handovers view click Hand over a firearm, or use Hand over on a firearm's row or at the top of its detail view. Pick the person (anyone on the team — they do not need a login or the Responder role), say what it is for, count the rounds and magazines going out, and work through the handover checklist. Add photos if you want them on the record — the serial, the condition, anything already damaged — and a note. Click Hand over.

A firearm that is In safe becomes Active when handed over. A Retired firearm or one In for repair cannot be handed over until its status is changed.

Taking it back

Click Take back on the open handover (on the Handovers view, the register row, or the firearm's detail). Count the rounds and magazines coming back — they start at what went out, and a shortfall is pointed out so you can say why in the note — pick the condition, work through the return checklist, add photos, and click Take back.

The condition does something: Damaged, Fault or Parts missing moves the firearm to In for repair so it cannot be handed over again until somebody sets it back to Active. Good or Needs cleaning leave it Active; tick Going into the safe to set it to In safe instead.

The checklist

Each workspace has its own handover checklist. Click Checklist on the Handovers view to see and edit it. Each item has:

• wording
• an answer type -- a tick, Yes / No, a number, or free text
• when it is asked -- on hand over, on take back, or both
• whether it is required (a required tick must be ticked, a required question answered)

A workspace with no checklist gets a standard list the first time a firearm is handed over — serial checked against the register, cleared, competency current, holster and kit present, any damage, cleaned before return — or click Use the standard checklist to add it now. Rounds and magazines are not checklist items; they are counted on the handover itself so the register can total them.

Answers are stored with the handover, so changing the checklist later never rewrites what was confirmed at the time. A No to a statement, or a Yes to an "Any damage?" question, is a flag — the row shows how many.

The register

The Handovers view lists every handover in the chosen range (7 days to a year). Firearms that are out now always appear, however long ago they went out, and come first. Above the table:

• Out right now -- how many firearms are in somebody's hands
• Out longer than 24 h -- open handovers worth a look
• Returned with fewer rounds -- returns in the range where fewer rounds came back than went out

Filter by firearm or person. Each row shows the firearm and serial, the person and purpose, when it was handed over and by whom, when it was taken back and by whom (or out now), how long it was held, rounds out → in, the condition on return, flags, and a photo count. Click a row to expand it: the full checklist from each end, the counts, both notes and the photos. Photos open through a short-lived secure link.

Handovers the roster records when it issues a firearm against a posting appear here too, marked roster, and can be taken back from here.

Export CSV takes every row in the view — firearm, serial, person, times, who handed over and took back, rounds and magazines both ways, condition, flags, photos, source and notes — for the inspector or a dispute file.

Everything here needs the Fleet & vehicles capability (VCR settings also qualifies).

Reminders

Firearm compliance feeds the weekly fleet & compliance reminder email under a Firearms section:

• Licence renewals and any other dated entry on the Compliance tab, coming up within the look-ahead window or overdue. Each appears once, whether or not a document is attached.
• Cleaning due -- once a firearm has a last-cleaned date and a cleaning interval.

Retired firearms are excluded. Only people who ticked the Firearms topic on Settings → Reminders receive this section, so your armoury officer can be on it without also getting vehicle tyre reports. The Coming up list on that page shows the same items any time, without waiting for Monday.

Renewing a Licence

Once you have applied to SAPS to renew a firearm licence, record the application so the reminder stops chasing you for work you have already done.

On the firearm's Compliance tab, under the licence entry, click + Applied to renew? Log the reference. Enter the authority (SAPS by default), the reference number from the receipt, and the date you submitted it.

From then on the firearm appears in the weekly email under Applied — awaiting outcome instead of the chase list, showing the reference number and how long it has been open. Change the status as it progresses — marking it Approved or Collected closes it, and the licence expiry goes back to being reported normally, so remember to capture the new expiry date at the same time.

The same applications can be worked through in bulk on Settings → Reminders → Renewal applications.

Applications: what SAPS says back

Equipment → Firearms → Applications is the register of licence applications CleverOps is following at the Central Firearms Register, and it reads the status from SAPS for you rather than waiting for you to type it in.

Add one with Track a licence application: the firearm, the SAPS reference number from the SMS, and the date you paid. From then on a sweep collects the status on its own.

• Each row shows where the application sits, the status it is on, how long it has sat there, and when the next automatic check falls due. Expand it for the full timeline — every status, the date it changed, and the days it dwelled — plus what SAPS holds for the firearm: application type, make, calibre and serial.
• The 90-day clock runs from the payment date, not the submission date, because payment is the date SAPS works from. A row reads day 41 of 90, turns amber inside the last three weeks, and then counts 12d over 90. Ninety days is SAPS's own service standard, not a statutory deadline — treat it as the expectation to measure against. An application with no payment date captured shows — and never renders as overdue.
• Check now does not query SAPS on the spot. It flags the row for the next tick of the sweep, because the enquiry service cannot be reached from Supabase directly — a worker on its own box does the fetching. The row keeps showing the last answer until the sweep returns.
• The serial is checked against SAPS. Where the captured serial and the SAPS spelling differ, the row says how badly — Serial matches, Serial reads differently (only easily-confused characters like 1/I/L, 0/O, 5/S — safe to adopt), 1 character differs (almost certainly a capture error) or 2 characters differ (confirm against the firearm first). Adopting replaces your captured serial with the SAPS spelling.
• "No records" is not "wrong reference." SAPS publishes roughly a one-year window, so an application that has aged out and a mistyped reference look identical. The row says not in SAPS extract and tells you to check the reference against the SAPS SMS before assuming it is invalid. A reference SAPS actively rejects reads rejected instead, and an unreachable service reads SAPS unavailable and simply retries on the next sweep.
• Stop tracking — in the Danger zone at the bottom of an expanded application — removes the application and its status history from the sweep.

Competency applications are tracked the same way, on the person. A competency belongs to a responder rather than to a firearm, so it is surfaced as a column on the responder list and opens into the same timeline when you drill in — see carrier competency below.

Status changes reach you when they happen rather than in the next weekly digest.

Carrier Competency

A firearm's carrier is one of your responders — and each responder's firearm competency expiry is tracked on their staff profile. Keep both current: the licence belongs to the firearm, the competency to the person, and both surface in the same weekly reminder email.