Lists: Loans

This video looks at how to loan out and return lists of equipment.


Introduction

This video provides a training overview on equipment loaning, covering both bulk loans and single item loans.



Creating and Managing a Bulk Loan



Creating a Loan Record

Start on the Tools menu, choose Gear Loans, and then hit Add a Loan.



Adding Equipment to the Loan

  • Manual Addition: Equipment can be added by hitting the plus icon and browsing the inventory.
  • Scanning: A more efficient method is to scan barcodes, QR codes, or near-field (NFC) dots.
  • Searching: In the web browser, you can search by serial number. The tool supports automatic searching and allows for exact or partial matches.


Loaning the Equipment Out

Once equipment is added, hit the Loan button. Steps include:

  • Picking a user (details will pre-populate).
  • Specifying the due date and time of return.
  • Recording legal or disclaimer options.
  • Hitting Record the Loan to finalize.


Returning the Equipment

Go to Tools and Gear Loans. The button on the record will now display Return.

  • Return Options: You can choose to restore the equipment to the status it held before the loan (usually "Yes").
  • Usage Records: The system can automatically create a usage record upon return to maintain history. This is configured in Account > Profile.
  • Lost or Damaged Items: If an item is lost or broken, click the specific item within the loan record to return it and mark it as "Missing" or "Quarantine."
  • Finalizing: Hit Return this loan at the bottom to bring items back into stock.


Deleting or Archiving

Finished loan records can be deleted or archived (Edit > Archive Status > Yes). Archived records can be retrieved by adjusting your filters.



Loaning a Single Piece of Equipment

You can loan items directly from the equipment screen without creating a bulk record:

  1. Open the desired item (e.g., a pair of climbing shoes).
  2. Click the Loan this piece of equipment icon.
  3. Select a user, return date, and time.
  4. Place the equipment out on loan.


Reports

The Reports menu contains a Loans Report, which is the primary tool for viewing all outstanding loans across the organization.