Topics in This Article

Company Overview

Every edition of the International German Turnfest, held every four years, reaches extraordinary figures:

  • 80,000 participants
  • 5,000 pieces of equipment (e.g., beams, mats, bars…) to manage – all borrowed from local schools
  • 40 schools visited for equipment pickup and return
  • 47 rental locations
  • 23 sports represented

This organization allows for high-quality competition standards but also demands a high level of coordination and responsibility.

The Challenge

Before Timly, equipment management during the Turnfest relied mostly on Excel, under high pressure, with limited visibility.

The previous system had several major issues:

  • Logistical complexity: all equipment was borrowed from 40 different schools, creating a high risk of confusion at return time.
  • No reliable overview: it was difficult to know where each item was, especially if it was used in multiple competitions on different days.
  • Complex planning: the same item was sometimes needed for two closely scheduled events, with no centralized tool to check availability and assignments.
  • Stress during returns: teams had to ensure each item returned to the correct school, with limited insight into initial and final conditions.

Key objectives:

  • Accurately identify the school each piece of equipment came from and return it without errors.
  • Distribute equipment across multiple locations (gyms, warehouses, competition venues) without losing track.
  • Handle damage cases with proof of both the initial and final condition of equipment.

The main goal was clear: find a solution to inventory, track, plan, and return borrowed equipment efficiently, without mistakes or wasted time.

The Solution

Turnfest teams chose Timly to structure the entire equipment management process. Every item is tracked from initial borrowing to return to its original school.

Key Features:

  • Complete inventory: all school-borrowed equipment was inventoried in Timly with location, condition, photos, and more—all centralized in each item’s profile.
  • Traceability: items were scanned in Timly when checked out, with location recorded at the moment of scanning, enabling precise tracking of which school borrowed each item and where it needed to go.
  • Equipment identification: Timly QR codes were applied, and RFID cards were embedded in gymnastics mats.
  • Assignment: each item was digitally assigned to a location or responsible person, clarifying accountability and simplifying searches.
  • Equipment planning: Timly’s planning feature set exact locations for each item at every critical point of the competition, accounting for the needs of different events.
  • Incident management: in case of damage, teams documented it immediately in Timly with before/after photos and location details.

The Results

Using Timly and its features brought unprecedented transparency to Turnfest logistics.

  • Reduced stress for logistics teams: they now have a clear, real-time overview of every item’s location and schedule.
  • Simplified inventory and returns: it’s easy to see which items need to go back to which school and verify that everything returned.
  • Better competition coordination: planning ensures equipment is available when needed, avoiding double-booking or last-minute improvisation.
  • Effective incident management: damages are documented centrally, with visual proof and geolocation.
  • Fully mobile management: all done via the Timly app, with no manual re-entry or duplication.

Key Takeaways

  • Inventory management solutions like Timly don’t just track equipment—they structure the entire organization around it.
  • Centralizing data (e.g., origin school, condition, location, usage history) allows precise tracking, even across dozens of sites.
  • Assignment, planning, and GPS features turn a logistical headache into a controlled, transparent process.
  • Timly adapts identification technology (QR codes, RFID) to the type of equipment, even when safety or material constraints make standard solutions impractical.
  • A mobile app like Timly enables real-time, on-the-ground management without burdening teams.
By orchestrating equipment management through Timly, the Turnfest could focus on what matters most: delivering a smooth, memorable sporting experience that lives up to its exceptional, world-class reputation.