Equipment Check In Check Out Software

At Orca Scan, we created equipment check in check out software that helps teams track tools and equipment using barcodes and mobile devices. Scan an item when it goes out and comes back to see where it is, who has it and whether it has been returned. Each scan updates one shared record, so your team can quickly see what’s available, what’s still out and who last had it. No more paper logs or spreadsheets to keep up to date.

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Trusted by over 50,000 organisations in over 165 countries

Powerful features to improve your workflow

Design & Print Barcodes

Create & print unique barcode labels for your tools and equipment, ready to scan when items go out or come back
Detailed History Log

Keep a complete history of every equipment update, including who made the change, when it happened and where it was made
Fully Customisable

Add custom fields for details such as status, location, assigned user, condition and return date

Equipment Check In Check Out Software features

Powerful features to improve your workflow

Equipment Checkout System FAQs

What is equipment check-in/check-out software?

Equipment check-in/check-out software helps teams track who has each tool or piece of equipment, where it is, and whether it has been returned. With Orca Scan, teams scan a barcode when equipment is issued or returned, creating a digital record of each movement.

How does Orca Scan track equipment check-in and check-out?

Each scan records when equipment is issued, who it is issued to, and when it is returned. Teams can see which equipment is available, what is still checked out and who last had each item, all from one shared sheet.

Can I use barcodes already on the tools?

Yes. Scan existing equipment barcodes or create and print new barcode labels in Orca Scan.

What information should I record for each tool?

You can record details such as the equipment name, barcode, status, current holder, location, issue date, return date and condition. You can also add custom fields for anything else you need to capture.

Can I filter equipment by site, holder or status?

Yes. Filter equipment by site, current holder or status to quickly see what is checked out, returned or needs attention.

How to get started with this solution

Orca Scan works on smartphones, tablets, desktops, and enterprise barcode scanners, so you can start with the hardware your team already uses. If you need dedicated hardware, see the scanner guides.

To get started:

Download the Orca Scan barcode app
Create a new sheet using the Equipment Check Out template
Add any custom fields for additional details you want to capture
Scan existing equipment barcodes or create and print new labels
Check equipment out by scanning it and recording who has it
Scan it again when it is returned to keep its status and history up to date

Teeridesbikes

Perfect for us
Very simple to implement and is highly configurable. After playing with the app for a couple of hours, I implemented it across our factory of 30+ workers, and everyone finds it easy to use.

Trevor W

Excellent app and makes my life easier for work. I work for a shipping company and have to often email tracking numbers to management. This app saves me so much time writing everything down, and it’s super helpful. You can send it as a Microsoft Excel document

Pascal Ouellet
Principal Account Manager & Technical Expert at Transit inc

It’s not very often we come across a system that we use daily in multiple warehouses, and it’s totally reliable

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Equipment Checkout System related questions?

If you need help brainstorming how best to track your inventory, get in touch; we’d be happy to help.

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