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Equipment check out procedure

  • 1.  Equipment check out procedure

    Posted Jul 10, 2019 08:23
    Hi All,

    Any suggestions on an equipment check out procedure? Our Resource Manager has tried to implement a sign out policy but it's not working. We are constantly having to send out all calls on equipment that has not been returned. It typically shows back up but we need to implement some sort of check out system that will work! We have thought about trying to barcode everything and having them use a QR scan from their cellphones but don't know if a.) that's even possible or b.) if there is a better solution out there.

    Any ideas or input would be greatly appreciated!

    Kendall Charlton
    Virtual Learning Director
    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline

  • 2.  RE: Equipment check out procedure

    Posted Jul 11, 2019 08:08
    Kendall -

    We've faced the same issue and have a newish process we are trying to out now using Outlook (we have an AV/studio room as well as equipment):

    How To Reserve Equipment or Book the AV Room 

    1. In Outlook, go to "Calendar," then click "New Appointment." 
      1. Name your meeting with your name (so we can reference who has the item). 
      2. Jot down the purpose in the Notes field-for example, "Jane Doe headshot." 
    2. Also, please note any ancillary equipment you're borrowing, such as a tripodlighting kit, or orange extension cord. 
    3. Click "Rooms." 
    4. Select the "Global Address List" menu at the top. 
    5. Select the room or equipment you want to book. 
      1. Studio Room 
      2. Digital Camera 1 
      3. Digital Camera 2 
      4. Video Camera 1  
      5. Video Camera 2 
    6. Make sure your date(s) and time(s) are correct. 
    7. Send the invitation. It should appear on your personal calendar. 
    8. The system will tell you if there's a conflict, plus you can check the calendar yourself if you'd added it as a Shared Calendar (see next instructions).

    Alison Hinchman
    Director of Digital Engagement and Acquisition
    National Trust for Historic Preservation
    Washington, DC

    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline

  • 3.  RE: Equipment check out procedure

    Posted Jul 12, 2019 09:25
    You might look at :
    Home - Snipe-IT Open Source IT Asset Management

    It is an inventory database program that allows users to check out equipment, reserve something for the future or, as we are doing at the moment, send IT an email to request something and we check it out for the user, which automatically sends the user an email regarding the transaction.  Can set return dates and run quick reports on what is in circulation or overdue.  We are using the online paid hosted version.  We originally used Spiceworks for our inventory but we had a lot of other equipment that was not network detectable such that we wanted more ability to add new things.  We are still at the early stages of implementing the whole checkout process, but user interface is really clean and so far we are liking it.

    James Bristol
    Knowledge Manager
    Children's Law Center
    Washington, DC

    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline

  • 4.  RE: Equipment check out procedure

    Posted Jul 16, 2019 09:32
    Hi Kendell,

    My company, First Turn Media, has created a full scale equipment checkout system after so many of our nonprofit clients requested it. It allows you full inventory tracking, reservations either by staff or by your users, and an easy review/checkout/checkin by staff. It will also flag equipment/notify you when things are late, etc. Let me know if you'd like me to run you through a demo of the system.

    Emily Frazier

    Emily Frazier
    First Turn Media
    Burlington, VT

    2020 Nonprofit Technology Conference Logo  w/ Baltimore Skyline