How to set up a hybrid equipment room

The happy medium between self-service and a closed equipment room.

Pricey gear + heavy equipment room traffic = risk of loss, theft, breakage. But in a world where most equipment managers have additional specialties and responsibilities, a locked equipment room isn’t always an option except for the biggest companies.

A hybrid equipment room may be exactly what you need to strike that perfect balance between oversight and flexibility. Discover the ultimate steps to a flawless experience – a win-win for equipment managers and users alike.

Set up the right hybrid location:

  • Designate an accessible reservation area outside the equipment room.
  • Ensure that gear can be picked up or dropped off in a predefined location – such as a specifically labeled drawer.
  • Link each drawer/space/shelf with one specific user.
  • Separate pickup and drop-off locations to avoid confusion and mistakes.

Automate communication:

  • Notify freelancers and internal equipment users where to pick up/drop off the gear and relevant passcodes for locks.
  • Work with SMS: SMS messages are simple, more present than e-mail, and don’t require an internet connection to access.

Invest in the right infrastructure:

  • Purchase lockable cabinets or cages to safeguard your gear.
  • Use a combination or numeric padlocks – not keys, which have to be exchanged in an extra transaction.
  • If working with multiple equipment rooms, consider installing a card access system (no need to reset lock combinations after every use).

The benefits

For equipment managers

  1. No need to physically be there to orchestrate pickup and drop-off

  2. Prepare equipment for checkout ahead of time

  3. No queues of users to deal with

  4. Time to handle other responsibilities

For users/freelancers

  1. No hurrying to finish up a shoot or other project on time

  2. Flexible pickups and drop-offs

  3. Easy-to-access notifications about location/time of pickup/drop-off

  4. No extra time spent on communication

Pro tip
: an asset management tool like Cheqroom adds an extra layer of insight and accountability to the equipment management process.

Rely on a digital “paper trail” documenting all notifications and the history of the booking process, ensuring full traceability in case of broken gear. Easily link SMS (or e-mail, or push) notifications to the triggers of your choice (ex. when equipment is due/late) and take automated communication a few steps further.

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Written by Hana Belbecir Aug 06, 2021

Meet Hana Belbecir, our dynamic content marketer. She infuses creativity and strategic vision into the core of our brand. Hana, passionate about storytelling and has a keen eye for market trends, is devoted to creating a unified brand identity for Cheqroom. Her favorite part? Working & brainstorming with different creatives.