Start Small, Scale Big: How Missouri State Manages Gear Across Campus

Missouri State University is a public university serving thousands of students across diverse academic programs.

What started as an effort to streamline equipment management in a single department has evolved into a multi-department model for operational efficiency. By replacing paper binders and unreliable legacy software with Cheqroom, Missouri State University (MoState) transformed the way it manages equipment across campus.

The result: less administrative friction, clearer accountability, and a system that supports both short-term sharing and long-term custody of valuable gear across departments.

Challenge:

Managing Thousands of Assets for Hundreds of Students

Within the university’s department of Communication, Media, Journalism, and Film (CMJF), managing equipment was becoming increasingly difficult. The department oversees a complex inventory of more than 2,000 AV items used by 400+ students every semester.

Their existing software was unreliable, forcing staff to rely on manual workarounds, spreadsheets, and paper records. Instead of simplifying operations, the system added more confusion to an already complex process. Staff needed a solution that could:

Handle large volumes of check-ins and check-outs.
Provide clear accountability for shared gear.
Reduce training time for student lab workers.
Replace unreliable tracking tools with a centralized system.

Solution:

Modernizing Equipment Operations

Missouri State University partnered with Cheqroom to digitize and streamline equipment management for the CMJF department. The platform created a single, reliable system to track inventory, manage reservations, and assign accountability.

With an intuitive interface and automated workflows, student lab workers quickly learned the system—reducing training overhead and minimizing daily mistakes. Nathan Hartzler, who oversees the department’s equipment inventory, explained the difference:

“The simple, easy-to-grasp user interface has dramatically changed how our lab workers operate and is our favorite part of Cheqroom. Since student lab workers are not as confused by the software, it means less time spent training and fewer mistakes made daily.”

More importantly, the system removed a major operational bottleneck:

We can eliminate the software as a problem variable in the chaotic process of providing equipment for 400+ students each semester. Cheqroom gives us a productive edge and allows us to focus on tackling the other equipment logistics.

Nathan Hartzler Academic Technology and Media Support Administrator

Expansion:

From Cameras to Clarinets

After the success within CMJF, other departments began to explore the benefits of Cheqroom. In 2024, the Music Department launched its own digital transformation initiative, transitioning from a manual, paper-based system to the same platform already working for the CMJF department.

Before the transition, instruments were often underutilized or forgotten simply because they weren't on a digital list. Additionally, student billing was a manual process that took hours of binder audits. The goals were clear:

Reduce equipment damage.
Create a digital paper trail for student billing.
Improve visibility into how instruments are used.

Adapting the System for Semester-Long Use

Unlike the rapid turnover of cameras and AV equipment, the music program operates on a semester-based lending cycle. To support this, the department implemented several new workflows:

📅 Digital Custody for Long-Term Loans: Students can keep instruments for an entire semester while the system maintains full accountability for who is responsible for each item.

📄 Digital Agreements and Signatures: PDF agreements with electronic signatures provide legal accountability for expensive instruments.

🛠️ Repair Flags and Condition Tracking: Instead of relying on handwritten notes, damaged instruments can now be digitally flagged. If a trumpet is dented or a clarinet needs servicing, the system automatically alerts staff so the item is routed to repair immediately.

In total, the Music Department added 800+ additional items, expanding the university’s equipment ecosystem far beyond its original scope.

Impact:

A Campus-Wide Blueprint for Efficiency

By digitizing equipment management, Missouri State University has reduced operational friction while protecting valuable assets.

3-5 Mins Saved Per Reservation

Small efficiency gains during each transaction compound into significant time savings across hundreds of students every semester.

50% Reduction in Damage Risk

Controlled access and improved accountability help ensure that students only use the equipment they are trained to handle.

Nathan estimates the system has significantly reduced equipment damage:

Peace of mind is provided by the Equipment Permission Groups feature in Cheqroom so that we can be more sure that only students with the proper training are allowed to use our highest-value gear. This is one of the main ways the system is helping to mitigate system damage.

The improvements extend beyond risk reduction. With faster check-ins and check-outs, clearer accountability, and less training required for student workers, departments have reclaimed valuable time each day.

Get in touch with our team to see how Cheqroom can make your equipment management more efficient.