Inventory tracks physical things on the trip and who has them: suitcases, instrument cases, banners, first-aid kits. Each item is either In or Out. Inventory is visible to trip staff only, never to travelers or families.
Who can do what
- Organizers and co-organizers add, edit and delete items, generate luggage and print tags.
- Chaperones can scan items and check them in and out.
Add items
On the website, open Inventory and choose Add item. Give it a name and a code (like BAN-001), and optionally a category, an owner from the roster, who is carrying it, notes and a photo. On the phone, use Add item from Inventory.
Generate luggage for everyone
On the website, Generate luggage creates one tracked item per traveler for each type you pick: Checked bag, Carry-on or Personal item. Each one is assigned to its traveler and gets its own scan code. Running it again does not create duplicates. If you do not want to track a bag, you can still print a tag for it without generating anything.
Print luggage tags (website)
Open Luggage tags from Inventory (Print luggage tags). Choose What to tag: one per traveler, or one per inventory item. You can add your school's name, logo and phone, extra printed fields, sizes and colors, then Download PDF. Print, cut and attach.
Every tag has a QR code and a short code printed under it. Before printing, fill in If this bag is found: the contact name and message a finder should see. When someone scans a lost bag with any phone camera, they get a simple page with that contact. It never shows the traveler's name or anything else about them.
On the free plan, tags carry a small thetripbinder.com mark. Pro removes it. See Plans and pricing.
Scan bags in and out (app)
In the app, open Inventory and tap Scan. Choose Check in or Check out, then point the camera at a tag. You can also type a code. Allow camera access the first time you are asked.
- A traveler's tag with one bag checks that bag in or out. With several bags, you pick which.
- Scanning works with no signal. Scans are saved on the phone and sent when you are back online.
- Scan into location records where an item is, such as a hotel room or the bus bay.
On the website, click an item's In / Out button to switch it.
The trip home's Action items shows how many bags are still out.