AssetCenter
Check out
Scan the item’s barcode or QR label with a phone or tablet, assign it to a person, and add a return date to make it a loan.
Equipment check-in / check-out software
Check equipment out and back in with a scan.
Scan the label, pick the borrower, set a return date. AssetCenter shows who has each item and when it is due back, and keeps every past checkout, return and condition note on the item’s own record.
Free for 25 assets with no time limit · 14-day trials on paid plans
A checkout is three records, and most systems lose the third
Who took it, when it is due, and what state it came back in. A sign-out sheet holds the first two until the page is full.
Due back
The item shows its borrower and the date it is due back. Open a person to see everything they have out.
Check in
Record the return, update the condition and attach a photo if something is damaged. The loan closes on the timeline and the item is available again.
Borrowers
Borrowers don’t need a login.
Employees, students, volunteers and contractors are people records, not user accounts. They are unlimited on paid plans, so the only seats you pay for are the staff who hand equipment out. Each person’s record lists what they hold now, and their timeline shows every past checkout.
- Import the list: bring people in from a spreadsheet, or sync staff from Microsoft Entra ID.
- Lend to a place too: check equipment out to a job site, classroom or vehicle with its own return date.
- Chase what is late: a dated to-do assigned to a staff member appears on their notification bell.
At the desk, crib or van
The phone in your pocket is the scanner.
No kiosk or handheld to buy. Print barcode or QR labels, scan them with a phone or tablet camera, and the item’s record opens ready for the handoff.
Scan, don’t search
A scan matches the label to the asset tag or serial number and opens that item, so the right camera kit is checked out, not the one next to it.
Keep every handoff
A new checkout never overwrites the last one. The timeline keeps each borrower and date, which settles who had it when something goes missing.
Catch damage at return
Update the condition and log a repair on the same record at check-in, before the item goes out to the next person.
What AssetCenter equipment checkout covers
Built for equipment that is handed out and expected back: the checkout, the return, and the record of both.
Check-out and check-in
Assign to a person or a location with a return date, then record the return. The item shows who has it and when it is due back.
Condition and evidence
Condition updates, repairs, photos and files at checkout and return, kept on the item’s timeline.
History by item and by person
Every past borrower on the item, and every past checkout on the person, without a separate log.
Scope: AssetCenter records checkouts and returns as they happen. It does not have a booking calendar, advance reservations, self-service kiosks or lockers, fines, automatic overdue reminders, rental invoicing or quantity-based stock for consumables.
Who uses it
One check-in / check-out system for every shared item.
The workflow is the same whether the item is a drill, a camera kit or a loaner laptop. What changes is who runs the desk.
- Contractors and trades checking tools out to techs, vans and jobs, or from a tool crib.
- University media centers and labs lending cameras, audio and AV kits to students.
- Schools and IT teams running a loaner laptop pool.
- Churches and nonprofits lending equipment to volunteers and members.
Moving off a paper sheet
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1
Label what gets lent
Print barcode or QR tags for the shared equipment first. Leave fixed equipment for later.
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2
Import items and borrowers
Bring both in from a spreadsheet. The import can create missing categories, people and locations.
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3
Check out with a return date
From the first day, every item that leaves gets a borrower and a date it is due back.
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4
Review what is still out
Once a week, go through what is still out and assign someone to chase anything past its return date.
Not ready to switch? The free equipment sign-out sheet prints a paper version with the same columns.
Equipment checkout software FAQs
Software that records each time a shared item is handed out and returned: who took it, when it is due back, when it came back and in what condition. It replaces a paper sign-out sheet with a record that stays attached to the item.
No. Borrowers are people records, not users, so employees, students and volunteers do not log in. People records are unlimited on paid plans; you pay for the staff seats that run the checkout.
Yes. Adding a return date to an assignment makes it a loan, and the item shows when it is due back. AssetCenter does not send overdue reminders on its own; a dated to-do assigned to a staff member is the way to follow one up.
No. It records checkouts and returns as they happen and has no booking calendar or advance reservations. Teams that book equipment days ahead need a reservation system.
Yes. An item can be assigned to a location, with a sublocation and its own return date, as well as to a person. Both show on the item and both are kept in its history.
A permanent Free account covers 25 assets. Paid plans start at $39 a month for 250 assets and five user seats, with a 14-day trial.
Set up the checkout process
Choose the workflow, put the borrowing terms in writing, and label the equipment before the first handoff.
Buyer guide
Equipment checkout software guide
What to look for, what it costs, and when reservations or kiosks matter more than custody.
Free templateEquipment loan agreement
A copyable agreement covering return dates, damage and loss, to sign before equipment leaves.
Free toolEquipment sign-out sheet
Print a sign-out sheet, blank or pre-filled with your asset tags and QR codes.
Workflow guideTool crib management
Run a crib where every shared tool is issued, returned and inspected on the record.
Labeling guideAsset tags for equipment
Choose label materials, barcode or QR formats, numbering and placement.
Related softwareEquipment tracking software
The wider record: custody, location, maintenance, costs and lifecycle history.
Know what is out, and when it is due back.
Label the equipment you lend, import your borrowers, and record the next checkout with a return date.
Free for 25 assets with no time limit · 14-day trials on paid plans