Equipment check-in and check-out software
Check Equipment Out, and Get It Back on Time.
Record who has each camera, laptop or projector and when it is due back, see what is overdue at a glance, and keep the history of every loan, without a sign-out sheet.
See what is out, and what is overdue
One report lists everything checked out: who has it, since when and when it is due back. Anything past its date is marked overdue by how many days, and the dashboard counts overdue returns. Filter to what is overdue or due back within a week, and download the list as a CSV file.
Why sign-out sheets stop working
- Equipment goes out in a hurry, and nobody writes down when it should come back.
- Nobody can see what is overdue without reading every line of the sheet.
- Returns are not written down, so the sheet says things are out that are back on the shelf.
- When something comes back damaged, there is no record of who had it last.
Check equipment out to a person or a place
Issue a camera, a spare laptop or a projector to the person taking it, or check it out to a location such as a studio or a meeting room. Add the date it is due back and a note about what it is for. The people borrowing equipment do not need a Trackora account.
Check it back in, and record its condition
When equipment comes back, return it in one step, with its condition and a note, such as a missing lens cap. Choosing a condition updates the asset's own. If it goes straight to the next person, transfer it instead, without a return in between.
Every check-out and return on record
Each asset keeps its history: who had it, when it went out, when it came back and in what condition. Every change also goes into an activity log that nobody in the workspace can edit, so when something comes back damaged you can see who had it last.
Scan a label to find the item
Print a QR label for each item. Scanning it with a phone camera opens that item's page, where you check it out or in; the scan page in Trackora reads labels too, or finds an item by its tag. A label opens nothing for anyone outside your workspace.
See how labels are printed and scanned in QR code asset tracking.
Equipment people keep, too
The same workspace tracks the laptop and phone each employee keeps for as long as they work with you, gives new starters their kit in one step and lists what a leaver still has to return. See employee asset tracking.
How it works
- 1
Import your equipment
Upload your list as a CSV file, or add items one at a time.
- 2
Add people and locations
Name and job title for each person who borrows equipment, and the places it can be kept.
- 3
Label it, if you like
Print QR labels so anyone on your team can open an item by scanning it.
- 4
Check out and check in
Record each loan with its due-back date, and each return with its condition.
Your data stays yours: owners and administrators can export all of it at any time, subscribed or not.
What Trackora does not do
- No booking or reserving equipment in advance: Trackora records what is out now and when it is due back.
- Borrowers do not check equipment out themselves; a member of your team records each check-out and return.
- Not rental software: no customers, rental rates or invoices.
- No electronic signatures: a handover is recorded by your team, not signed by the borrower.
Pricing
One subscription per workspace, from $39 a month, for your whole team, billed monthly or once a year. See pricing for the plans.
Questions
- Can I set a date for equipment to come back?
- Yes. Add a due-back date when you check something out, or leave it empty if there is none. Once the date has passed, the item shows as overdue.
- How do I see what is overdue?
- The Checked out and overdue report lists every loan past its due-back date, by how many days, and the dashboard shows how many there are.
- Who can check equipment out and in?
- Every member of your team you invite to the workspace. The people borrowing equipment are records in Trackora and do not need an account.
- We use a sign-out sheet today. Can we bring our equipment list across?
- Yes. Import your equipment from a CSV file; Trackora checks the file and shows any problems before anything is imported.
Something else? Contact us.
Replace the sign-out sheet
Create a workspace, import your equipment and check out the first item today. No payment details needed to start.