Equipment Checkout Software

Know Who Has Your Equipment and Get It Back on Time.

Scan a QR tag to check equipment out in under 5 seconds. Scan again to check it back in. Every checkout is logged automatically with who has it, when it is due back and what condition it came back in.

  • 100% of checkouts logged automatically
  • Automatic overdue alerts and return reminders
  • Full chain of custody for every item
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Equipment checkout

Today's checkouts
Live
Equipment checkout dashboard showing items checked out to team members
Power drill

Checked out: J. Cooper

Checked out
Surveying tripod

Due back 18 Sep

Due back
Safety harness #4

Returned 15 Sep

Returned
  • 100% Accountability for every handover
  • <5s To check out with a scan
  • Unlimited Users on Pro and Industrial
  • 4.8/5 Rated on Capterra from 70+ reviews

Trusted by teams managing equipment every day

  • Hat Trick Productions
  • Anglian Water
  • J. Murphy and Sons
  • Snap Inc
  • Skiddle

How it works

From Tagged to Tracked in Four Steps.

Here is how itemit's equipment check out system works. Four steps from untracked to fully accountable.

1

Tag your equipment

Stick a QR code or asset tag on each item. Each tag links to a digital record with photos, serial numbers and condition notes.

2

Scan and sign out

Scan the tag with the itemit app and sign digitally. The system logs who took it, when and the expected return date.

3

Track who has what

See every checked-out item on a live dashboard. Filter by person, location or overdue status.

4

Scan to check back in

Scan the tag again to record the return. If it is not returned by the due date, the system sends automatic overdue alerts.

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itemit makes it so much easier to manage everything remotely. We should have done this five years ago.

SAP Electrical - Read case study

Why teams switch

Your Spreadsheet Doesn't Scale.

On a spreadsheet today

  • Equipment goes missing with no record of who had it. A paper sign-out sheet or spreadsheet only works if every person updates it every time. One missed entry and the audit trail breaks.
  • You waste hours chasing overdue returns. Without automatic alerts there is no system, just a manager sending reminder emails and hoping people respond.
  • You cannot see live availability. Before lending something out, someone has to check the spreadsheet, call around or physically go and look. Double bookings happen because the sheet is already out of date.
  • There is no accountability when something comes back damaged. With no record of condition at checkout and return, disputes are unresolvable.
equipment-signout-sheet.xlsx
EquipmentSigned out toDateReturned
Power drillJ. Cooper12 Aug—
Surveying tripod???——
Safety harness #4M. Taylor3 Sep—
Thermal camera———
Laser levelD. Roberts19 Jul—

Last updated by someone who has since left. 5 items not returned. No signatures on file.

Capabilities

Every Checkout Logged. Every Return Tracked. Nothing Goes Missing.

Scan a Tag. Checkout Done.

Scan a QR code or barcode with the itemit app to check equipment out in seconds. No laptop, no paperwork, no sign-out sheets. Works on iOS and Android.

Get Equipment Back on Time Without Chasing Anyone

Set a return date at checkout. itemit sends reminders before it is due. If they miss it, their manager gets an alert.

Built-In Accountability for Every Checkout

Every checkout requires a digital signature stored against the asset. No more "I never had that."

See What Is Available Before You Hand It Out

See what is available, checked out or overdue. Filter by location, department or person. No more ringing around the office.

Audit-Ready Reports in Seconds

Pull a full checkout history, overdue items or asset register report with one click. Filter by date, location or person. Export to CSV for audits or compliance.

Find Out Where It Is and Who Had It Last

Look up any item to see where it is and its full chain of custody. Every checkout, return and condition note is logged.

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Capterra Best Ease of Use 2026

Why itemit

Why Teams Pick itemit Over Other Checkout Software.

Checkout is part of a full asset tracking platform

Most checkout software does one thing. itemit is a complete equipment tracking and asset management platform that also does fixed asset registers, maintenance scheduling, depreciation, GPS/location tracking and reporting. You do not need a second system when your needs grow.

QR, RFID and GPS tracking in one system

Start with vinyl or anodised aluminium QR tags for everyday equipment. Add RFID for bulk scanning and GPS trackers for high-value or mobile assets. One platform that scales with your team instead of locking you into a single tracking method.

Unlimited users on Pro and Industrial

Competitors charge per user. itemit Pro and Industrial plans include unlimited users. For a team of 50 people who all need to scan equipment in and out, the cost difference is significant.

A maintenance worker checking equipment status with itemit showing availability and issue reporting

Who uses it

Built for Teams That Share Equipment.

Construction and Trades

Tools move between sites and vans. When something is not where it should be, the job stops. itemit gives you tool tracking and tool checkout across every site so you know who signed what out.

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Schools and Universities

Laptops, tablets, AV gear and lab equipment get lent to staff and students every day. itemit handles equipment lending and loan tracking so IT knows where everything is at term end.

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Media and Production

Cameras, lenses, audio kit and lighting go in and out of a gear room on tight schedules. One missing item can delay a shoot.

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Facilities and Maintenance

PPE, testing equipment and specialist tools need condition checks as well as custody tracking. itemit logs condition at check-in so you know what state things came back in.

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Councils and Public Sector

Audit compliance requires a current asset register with custody records. itemit provides the chain of custody evidence that internal and external auditors need.

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Healthcare and Medical

Wheelchairs, infusion pumps and portable monitors move between wards and departments. itemit tracks medical equipment so clinical teams always know what is available and where it is.

Learn more
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Customer story

Trusted by Teams Managing Equipment Every Day.

“Our equipment is expensive to replace and we had no way of knowing who had what. itemit gave us that visibility overnight.”

Maureen Habbershaw, Manager, ActionDry
  • 4.8/5 Capterra rating
  • 70+ Reviews
Read the case study
ActionDry uses itemit for equipment tracking

Frequently Asked Questions

Everything you need to know about equipment checkout asset tracking.

Equipment checkout software is a digital check out system that replaces paper sign-out sheets and spreadsheets for equipment management. It logs who takes each piece of equipment, when they took it and when it is due back. When they return it, they scan to check it in and the record updates instantly. It gives teams a live view of what is available, what is out and who has it. Some teams call it equipment loan software or an equipment lending system. The function is the same: track every handover.
itemit tracks equipment availability in real time. Before someone checks out an item, they can see whether it is available, already checked out or overdue. This live view replaces the guesswork of a spreadsheet and prevents two people from booking the same piece of kit. For scheduled use, itemit bookings lets you reserve equipment in advance.
Yes. You set role-based permissions so your team members can check equipment in and out themselves from the itemit app on iOS or Android. Each person has their own login and every scan they make is logged against their name.
QR codes, barcodes, RFID and even GPS trackers. itemit provides vinyl and anodised aluminium QR tags or you can use your own. See all itemit tags.
Import your list from a spreadsheet, stick tags on your equipment and invite users. Most teams are live in a day. If you would rather be shown round first, book a demo and we will walk you through it.
Yes. Every checkout, return, condition note and digital signature is permanently logged. Look up any item to see its complete chain of custody: who had it, when and what condition it was in when they returned it.

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Ready to Stop Losing Kit?

Start a 14-day trial or book a demo and see how checkout works for your team.

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