Equipment check-out software Know who has it and when it comes back.
Hoardo is free equipment checkout software: label your gear, scan it out to a borrower with a due date, get a reminder, and scan it back in. Cameras, laptops, tools and sports kit all live in their room and box, so you know where everything goes back to.
100% free, no paid plan · Nothing to install · Your whole team
An equipment checkout system in three steps
Add your gear
Make a room for the equipment room, the workshop or the club's store. Add a numbered box for each shelf, case or cart, then the things in it: type them, say them or take a photo.
Print the labels
Give every piece of kit an asset tag and print it as a barcode label. Boxes and shelves get QR labels, so a scan shows what should be in them.
Lend it with a list
Put what people borrow on an asset list. Its button checks a thing out to a name, with a back-by day, and scanning the tag checks it back in.
Check out and check in by scanning
Open the list and scan a tag with your phone. If the thing is in, the check-out sheet opens: type the borrower's name or tap one of the people who borrowed before, set the day it's due back, and it's out. Scan it again when it comes back and it's checked in, no typing.
The borrower is a name you type, so students, members and visitors don't need an account. A whole case can go on the list as one entry, and a keyboard-style barcode scanner at the counter works just like the camera.
While a thing is out, its box still shows where it goes back to. The list keeps a status for what's in, so you see that the circular saw is in repair before anyone asks for it.
Due dates, reminders and late equipment
Every check-out can have a back-by day. Pick “Notify me?” beside it and Hoardo emails you, the list's owner, on the day or a few days before or after, whatever you choose. Anything past its day turns red, and the top of the list says how many are late.
Each thing keeps its own History: who checked it out to whom, when it came back, and who changed it. When a lens comes back scratched, you can see who had it last.
Equipment booking by day
Shared gear that people plan for, like the projector for a school play or the tripods for a shoot, goes on a renting list. Book it for the days it's needed and Hoardo warns you when a booking clashes with one that's already there. A whole case can be booked as a kit.
Price and deposit are optional, so the list works for internal bookings. When you do rent gear out for money, see rental inventory software.
Free equipment sign out sheet and tool sign out sheet
Not ready for an app yet? Print this equipment sign out sheet and keep it by the door. It works as a tool sign out sheet too: one line per check-out, with the item, its tag or code, who took it, when it went out, when it's due and when it came back.
Paper works until the sheet goes missing, the handwriting can't be read, or you need to know who has the drill without walking to the cupboard. That's when the same columns in Hoardo pay off: nobody fills them in by hand, and they're on every phone on the team.
| Item | Code | Borrower | Out | Due | Back | Signature |
|---|---|---|---|---|---|---|
| Video tripod | EQ-00061 | Film club | Sep 2 | Sep 4 | ||
| Cordless drill | EQ-00071 | Ms. Patel | Sep 1 | Sep 3 | Sep 3 | |
The download has 20 empty rows. Open it in Excel, Numbers or Google Sheets and print it.
A label on every piece of kit
Hoardo numbers your tags for you, like EQ-00042 with your own prefix: tag new things as they're added, or give everything on the list a tag in one tap. Print them on A4 sticker sheets or a label printer. The tag is also what search and the scanner find, so a scan opens the thing from anywhere in the app.
Barcodes already on your equipment can stay as extra codes on the same item.
Who uses equipment checkout software
Tool checkout system for trades and workshops
Drills, saws and laser levels go out to the crew by name and come back by scan. The van and every case are boxes, so you know what should be in each.
Tool tracking app →Tool crib software for small workshops
The tool crib is a room, each drawer and shelf a box. Hand out across the counter with a barcode scanner, and count the consumables on a stocktake list.
Schools and clubs
Cameras, laptops, sports kit and music gear lent to students and members, with back-by days and the late ones in red.
Churches
Projectors, mics and folding tables lent to groups and members, and the hall's gear booked by day.
Church asset management →Offices and AV
Laptops, projectors and conference kit, each with its serial number, status and who has it.
Asset management software →Camera and film gear
Bodies, lenses, audio and lights in their cases, checked out per shoot and booked ahead for the big days.
Your team, room by room
Invite the people who hand out gear to the equipment room's room in Hoardo, each able to edit or only view. Lists are shared on their own, with people who can view, tick off or edit them, so a helper can check things in and out without changing the inventory.
Everyone signs in with an email code, Google or Microsoft. Export the list as a spreadsheet any time, with who has what and what's late.
What this equipment checkout software is not
Hoardo keeps track of who has your gear and when it's due. It doesn't try to be more than that:
- No accounts or logins for borrowers: who has something is a name you type or pick.
- No self-service kiosk: the person who hands out the gear checks it out on their phone.
- No signatures in the app. If you need ink, use the sign out sheet above.
- No fines, fees or payments for internal loans.
- No GPS or RFID tracking: Hoardo knows where things are because people scan and move them.
- No reports or audits beyond the list itself, its counts and its spreadsheet export.
Free equipment checkout software, every feature included
Hoardo is 100% free, with no paid plan: every list, every label, every check-out and every person on your team. There's nothing to install and no price per item or per user.
Start with one shelf of cameras or one wall of tools, and add the rest when it's working.
Questions about equipment checkout
What is equipment checkout software?
Equipment checkout software keeps a record of who has borrowed which piece of gear, since when and when it's due back. Hoardo does that with an asset list: scan a thing's tag, pick who takes it and the back-by day, and scan it again when it comes back.
How do I create an equipment checkout system?
Make a room in Hoardo for where the gear lives and a numbered box for each shelf or case. Add the equipment, give it asset tags and print the labels. Then put what people borrow on an asset list, and check things out and in from there by scanning.
Is there free equipment checkout software?
Yes. Hoardo is free with every feature included: check-outs, due dates, reminders, bookings, labels and sharing with your team. There's no paid plan.
Can I scan equipment in and out?
Yes. On an asset list, scanning the tag of something that's in opens its check-out sheet, and scanning something that's out checks it back in. Your phone's camera reads barcodes and QR codes, and keyboard-style barcode scanners work too.
Can I set due dates and reminders?
Yes. Each check-out can have a back-by day with a reminder on the day or before or after it, sent by email to the list's owner. Late things turn red on the list.
Can people book equipment ahead?
Yes. A renting list books shared gear by the day, warns you about clashes and can book a whole case as a kit. Prices and deposits are optional, so it works for internal bookings.
Do borrowers need an account?
No. The borrower is a name you type or pick. Only the people who hand out the gear sign in to Hoardo.
Is there a printable equipment sign out sheet?
Yes. This page has a free equipment sign out sheet you can download as a CSV and print, with columns for the item, its code, the borrower, out, due, back and a signature.
Check out your first piece of kit today
Free, with every feature included. Add a shelf of gear, print its tags and lend the first thing out in a few minutes.
- 100% Free
- No Credit Card
- No Storage Shame