New Staff Uniform Issuance System

The application is built with plain PHP and MySQL, so it runs on almost any hosting, including cPanel shared hosting, WAMP/XAMPP or a VPS, without frameworks or Composer. Setup takes a few minutes: upload the files, enter the database details and either run the built-in installer or import the ready-made SQL file. The interface is fully responsive and works equally well on a desktop, a tablet at the store counter or a mobile phone.

A key strength of the project is that it works offline. Store areas and warehouses often have weak internet, so every change is saved on the device first and synced to the server automatically when the connection returns. The app can be installed on a phone or PC like a native app (PWA), and two or more devices can work at the same time without overwriting each other's data.

Reporting is built for real operations. Managers can see at a glance which items are arranged, pending or collected for every employee. They can export a professionally formatted Excel report with an item-wise summary or email the report straight from the app. Every change is recorded in an activity log, and access is controlled with secure logins and user roles.

Workflow – How It Works
1. Create a weekly batch for the new joiners of that week.
2. Name and Size Entry: add staff (search the employee master by ERP ID or name), assign a bag number and record the sizes for each uniform item, with a remarks box for measurement notes.
3. Review & Edit: check and correct all entries before they are submitted.
4. Uniform Arrangement: mark each item as Arranged, Pending or No need, with the arranged date. Bulk buttons can mark everything at once.
5. Collected Items: tick the items handed over, add per-item remarks (e.g. "size changed M to L") and capture the employee's signature on screen.
6. Report: view live status, filter, export to Excel or send by email.

Key Features
Staff & Uniform Management
Weekly batches for new joiners, each with bag numbers
Employee master with ERP / Employee ID as the unique key (name, job title, grade, business unit, organisation)
Item master with item code, name, category (Shirt, Pants, Jacket, High Vest, Shoes, Cap, Apron, etc.) and available sizes
Size entry for every item, with measurement remarks per employee
Arrangement status per item: Arranged / Pending / No need, with dates
Collection tracking with collected date and per-item remarks
On-screen digital signature captured when the employee collects their uniform
Excel Import & Export
Import staff and uniform items from .xlsx or .csv. The reader is built in, so no external library or internet is needed.
Automatically finds the header row and skips duplicate ERP IDs
Downloadable, ready-formatted import templates
Professional Excel report: title, filters used, coloured headers, status colours, totals, frozen header, print setup and a separate Item Summary sheet
Email Reports
Send to mail from the Report tab with an automatic greeting (Good morning/afternoon/evening), dated subject and summary body
Three sending options: server SMTP (e.g. Gmail), a Gmail draft with the Excel attached, or the phone share sheet / .eml draft
Offline & Multi-Device
Works without internet; changes are kept on the device and synced automatically every 30 seconds or when back online
Clear status indicator: Online, Offline · n changes saved on device
Safe sync: only changed staff rows are uploaded and merged by ERP ID, so several devices can work together
Installable as an app on Android, iPhone, Windows and Mac (PWA)
Security & Administration
Secure login with hashed passwords, CSRF protection and session handling
User roles: Admin (full control and user management), Store (daily data entry) and Viewer (read-only reports)
Auto-lock after 20 minutes of inactivity
Change password, user management and database backup for admins
Activity log: who changed what, when and for which employee
Confirmation pop-ups before every delete, reset or clear action
User Experience
Clean, modern and fully responsive design (desktop, tablet, mobile)
Light and dark theme
Fast search, filters and bulk actions
Original app logo, favicon and app icons included
Technology Stack
Layer Technology
Backend PHP 7.4+ / 8.x (no framework, PDO)
Database MySQL 5.7+ / MariaDB 10.3+ (8 tables, InnoDB, utf8mb4)
Frontend HTML5, CSS3, vanilla JavaScript (single-page app)
Offline Service Worker + local storage (PWA)
Reports Built-in XLSX generator (no Composer packages)
Email SMTP / Gmail API / share sheet
Hosting cPanel, shared hosting, WAMP/XAMPP, VPS
Database Structure
ut_users: login users, roles, last login
ut_employees: employee master (ERP ID as primary key)
ut_items: uniform item master with categories and sizes
ut_weeks: weekly new-staff batches
ut_week_staff: employees in each batch, with bag number and measurement remarks
ut_employee_items: each item per employee: size, arrangement status, dates, collected flag, remarks
ut_employee_signatures: collection signatures
ut_activity: full activity / audit log
What You Get
Full PHP source code
Complete database SQL file (one-click import, with a default admin login)
One-time web installer (setup.php)
Logo, favicon and PWA app icons
README with installation, email setup and upgrade instructions
Installation (5 minutes)
Create a MySQL database and user.
Upload the project folder to your hosting.
Copy config.sample.php to config.php and enter the database details.
Import sql/uniform_tracker_full.sql in phpMyAdmin, or open setup.php in the browser.
Sign in, change the default password and start adding your new staff.
Ideal For
Airline and flight catering units, hotels and hospitality groups, hospitals, security companies, factories and manufacturing plants, retail chains, schools, and any organisation that regularly issues uniforms or PPE to new employees.