Firearms Records
ClubTrack can record member firearms and club-owned firearms so they can be referenced in participation, compliance and range-management workflows.
Accurate handgun class information is particularly important because ClubTrack uses it when calculating participation compliance.
For members: My Firearms
Go to Member Workspace → My Firearms.
You can register, edit and delete firearms associated with your member account.
Register a firearm
Select Register New Firearm and enter:
- Name/model
- Optional additional model information
- Serial number
- Type: Longarm or Handgun
- LRD handgun class for a handgun, where applicable
- Optional notes
For handguns, the available LRD class values are Class 1, Class 2, Class 3 and Class 4.
Select Register to save the firearm.
Edit a firearm
Use Edit when information such as the model, serial number, type or handgun class needs to be corrected.
Where possible, correct an existing record instead of deleting it and creating a replacement. Historical participation may already reference that firearm.
Delete a firearm
Deleting a firearm is permanent from the My Firearms screen. Use this carefully.
A deleted firearm can leave older participation records without their original firearm reference. This can create compliance data-quality warnings. If a firearm has already been used on participation records, contact a club administrator before deleting it when practical.
Why handgun class information matters
ClubTrack can use the recorded firearm class to determine which class a handgun participation belongs to. If the class is missing and cannot be resolved from the participation or approved match, the compliance report can show an Unknown or incomplete result.
If your annual class totals look wrong, first check that every relevant handgun has the correct class.
For administrators: Firearm Registry
Go to Admin Workspace → Activity → Firearm Registry.
The registry lets administrators manage both member and club-owned firearm records.
You can:
- Search firearms
- Filter by member
- Filter by reported status
- Filter between club-owned and member-owned firearms
- Add a firearm
- Edit or delete a firearm
- Export the firearm list to CSV
Add a member firearm
When adding a member-owned firearm, select the member from the member lookup and enter the firearm details.
Confirm you have selected the correct member before saving, particularly where members have similar names.
Add a club-owned firearm
Enable Club-owned firearm when the firearm belongs to the club rather than an individual member.
Club-owned firearm records are intended for club/range equipment workflows and can be visible to members where ClubTrack uses those records operationally.
Reported status
The registry includes an action to mark a firearm as reported to Victoria Police.
Important: in the current ClubTrack frontend, this action marks the firearm record as reported in ClubTrack. Do not treat the button itself as proof that ClubTrack electronically submitted a report to Victoria Police. Your club should retain and follow its actual regulatory reporting process and evidence.
Export CSV
Use Export CSV to download registry information. Active member and reported-status filters can affect the export.
Treat exported firearm information as sensitive club data and store or share it according to your club's privacy and security procedures.
Data cleanup after a deleted firearm
If participation records reference a firearm that no longer exists, ClubTrack can surface an orphan-firearm warning in compliance checks.
Administrators should:
- Identify the affected member and participation.
- Confirm what firearm/class was actually used.
- Correct the participation or related data using the appropriate administration workflow.
- Re-run the Participation Compliance report.
- Re-check Attendance Export warnings before regulatory submission.