Run a media center, department or lab checkout desk: scan an item out to a student with a return date, see what is due back today, and keep condition, repairs and replacement dates on each item.
Free for up to 25 assets · 14-day trials on paid plans
Canon EOS R6 Mark II
Canon EOS R6 Mark II
Serial Number 093021004417
Current Assignments
Timeline
The camera kit a film student took for the weekend shoot. The loaner laptop the library lent during a repair. The oscilloscope the physics lab sent to another building. One record for cameras, audio kits, laptops, AV carts, lab instruments and the students, staff and departments borrowing them. The clipboard at the checkout desk stops being the only record.
Example: a film student checks out camera kit MC-0218 on Wednesday for a weekend shoot. It is due back Friday at five, and the next student is waiting for it. Keep the checkout, the return and the condition of the kit on one record.
Step 1
Label the camera body and record it in a Cameras category with its serial number and accessories in a custom field. Give the media center's desk staff a login limited to the categories they lend.
User permissionsStep 2
Scan the label, assign the kit to Jordan Lee and set Friday as the return date. Jordan is a people record, not a user, so students do not need a login. The kit shows as Due Back Friday.
Assignments and loansStep 3
When the kit comes back, record Person Loan Returned and update its condition. If the sensor needs cleaning or a battery is missing, log it before the next student takes the kit.
Events on the timelineStep 4
Before finals end, export everything still assigned to students and follow up. A student's record lists every item they have out, so nothing leaves campus at graduation unnoticed.
People and their equipment| Tag | Item | Borrower | Department | Due back |
|---|---|---|---|---|
| MC-0218 | Canon EOS R6 Mark II kit | Jordan Lee | Film | Fri, Oct 10 |
| AU-0045 | Zoom H6 audio recorder | Maya Brooks | Journalism | Fri, Oct 10 |
| LL-0112 | Dell Latitude loaner laptop | Chris Nguyen | Library | Tue, Oct 14 |
Illustrative items and people. Filter the asset list and export it to Excel for the end-of-day or end-of-term follow-up.
Checkout and custody
University equipment checkout software should record which student or staff member has each item, when it is due back, and what condition it went out and came back in, with repairs, replacement dates and costs on the same record for the department that owns it.
AssetCenter records checkouts and returns as they happen. It does not have a booking calendar, student self-service reservations, course-roster borrowing rules, LMS or SIS integration, fines, or automatic overdue reminders. Desks that run on advance reservations need a dedicated reservation system.
Compare equipment checkout software featuresEquipment on campus is lent to people who leave every May, spread across departments that buy their own, and handled by student workers who change every term. The record has to outlast all three.
Every student is a people record, so before term ends you can list everything still assigned to students and chase it while they are on campus.
Record condition and attach photos at checkout and return. A damage question becomes a look at the timeline rather than an argument at the desk.
Film, journalism, the library and the labs can share one account with categories per department, each staff user limited to their own equipment.
Borrowers
Students, faculty and outside borrowers are people records. They do not need a login and are unlimited on paid plans, so the only seats you pay for are the staff who run the desk. Each person's record lists their current assignments, and their timeline shows every past checkout.
Before next term
Download the import template, paste in each department's equipment list, and validate every row before it is processed. The import can create the categories, buildings and people your file mentions, so a desk can switch over between terms.
We offer the below discounted pricing to educational institutions. After creating your account send us an email at info@assetcenter.app and we will validate and activate the discounted pricing on your account.
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Desk staff scan the item's label with a phone or look it up, assign it to the student or staff member with a return date, and the item shows as Due Back until it is returned. The return is recorded with Person Loan Returned, and a condition update or note can be logged at the same time.
No. AssetCenter records checkouts and returns as they happen; it does not have a booking calendar, self-service reservations or course-based borrowing rules. Departments that need advance reservations should use a dedicated reservation system alongside it or instead of it.
Yes. Set up categories per department or equipment type and limit each staff user to the categories they manage, so the film department sees its cameras and the library sees its loaner laptops.
No. Borrowers are people records, which do not need a login and are unlimited on paid plans. Only the staff who check equipment in and out need user seats.
AssetCenter offers discounted pricing to educational institutions. Create your account, email info@assetcenter.app, and the team will validate and activate the discounted pricing.
Put the borrowing terms in writing, choose the right checkout tooling, and keep the records that outlast each term's student staff.
A copyable agreement for lending equipment to students and staff, with return, damage and loss terms.
Buyer guideWhat to look for in checkout software, and when reservations or kiosks matter more.
Workflow guideRun a loaner pool for students and staff without losing devices.
Free toolPrint a sign-out sheet for the desk, with your asset tags already on it.
LabelsTag materials and placement for cameras, laptops and instruments that are handled every day.
Related industryDurable equipment for K-12 schools and districts, from Chromebooks to instruments.
Start with 25 assets free and no time limit. Import your equipment list, tag each item, and put every checkout, return, repair and condition note on one timeline. Paid plans include a 14-day trial when you need higher limits.
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