Feature equipment checkout software

Equipment checkout software

Simplify your checkout process using Cheqroom’s equipment checkout software and barcode scanning app!

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What is equipment checkout software?

Equipment checkout software is a type of software application designed to manage the process of checking out and tracking equipment within an organization. It is commonly used in settings such as universities, media production companies, sports facilities, rental companies, and businesses that use equipment for temporary purposes.

The equipment checkout software typically offers a centralized database where users can input and store information about various equipment items, including their descriptions, availability, condition, and any associated fees or rental terms. It allows staff members to efficiently manage equipment reservations, track the location of items, and monitor their availability in real-time.

The benefits of equipment check out software

Eliminate spreadsheets

Take your equipment management to the cloud: scan QR asset tags and instantly get up-to-date information about your equipment checkouts. No more paperwork.

Check in & out on the fly

Check in / check out assets from your phone wherever you are with our equipment checkout system.

Increase accountability

Enable self-service access to your equipment. Simply let all your users create their accounts and login to make equipment checkouts themselves


Integration with popular calendar applications enables users to synchronize their reservations and receive reminders or notifications about upcoming bookings.

Reporting and analytics

Reports and analytics on equipment usage, reservation patterns, and other relevant data to help administrators make informed decisions about equipment allocation and maintenance.

Equipment check-in / check-out

Use barcode scanning functionality and digital signatures to streamline the check-in and check-out processes.

When do I need Equipment Check Out Software?

Small businesses often start keeping track of equipment with pen and paper or in Excel sheets. This is a good start and helps structuring the checkout process. However, as soon as the business grows, so does the equipment count and the amount of users. It becomes increasingly harder to keep all information up-to-date. Not having real-time information can start to impact operations.

With equipment checkout software, you can track who is using your equipment. Avoid overlapping equipment bookings, ensure optimal rotation efficiency, and know when and whichever material is needed, all by scanning your equipment and analyzing the reports from a central database. Interested in exploring which features Cheqroom has to offer? Keep on reading below.


Enable self-service check-outs

Give users access to your inventory – using SSO for maximum security. Let them make reservations and checkouts in their own name. It will save you a lot of time and you will always know who is using your equipment.

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Send automatic reminders

Notify users when items are almost due back, so they have no more excuses to let them go overdue. Use automated emails, push, SMS notifications or start a Slack conversation.

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Feature - Agreements

Make users more accountable

Automatically generate loan agreements from a template and let users sign it digitally at pick-up. This will make people more accountable for the equipment they are using.

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Good agreements make good friends

Increase accountability with an equipment loan agreement at check out. The signed documents are stored digitally and prevent late returns and equipment losses.

Equipment reservations

Be the (wo)man with the plan

Make online equipment reservations and immediately see which items are available, reserved, checked out, or under maintenance. Prepare check-outs in advance and make sure the right equipment goes with the right person at the right time.

24/7 Equipment Checkout

Simplify the checkout process using CHEQROOM’s equipment checkout software and barcode scanning app.