Solutions

Equipment checkout software

Replace the paper sign-out sheet with a QR scan. Check equipment out to people, crews and jobs, reserve gear ahead of time, and keep custody, condition and compliance history on every asset.

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Two-secondscan to check out

Offline-readyworks on any site

Unlimited usersper-asset pricing

Lachlan McRitchie

GM of Operations

|Reviewed by Jarrod Milford

Updated 12 July 2026

Trusted by construction, mining and field service teams

32+ verified reviews on G2 & Capterra

Capterra Best Value 2026 badge for Fixed Asset Management

Capterra Best Ease of Use 2026 badge for Fixed Asset Management

What we track

Gear that moves through a checkout

If it gets issued and returned, it belongs in the checkout register - from the tool crib to the heavy yard.

Power tools & hand tools
Test & measurement equipment
Survey & laser equipment
Lifting gear, slings & rigging
Ladders & access equipment
Safety equipment & PPE kits
Generators, pumps & compressors
Trailers & attachments
Radios, tablets & IT gear
Keys, fuel cards & swipe passes
Small plant & machinery
Hire equipment on your floor

The challenge

Where the paper sign-out sheet breaks down

Every store and workshop has tried the sign-out sheet, the whiteboard and the honour system. They all fail the same way: recording custody is friction, so under pressure nobody records it - and the gear walks.

Sign-out sheets get skipped

When the queue at the store is long, the sheet is the first thing dropped. Every skipped entry is an asset with no custody record - invisible until stocktake finds the hole.

Nobody knows who has what

Gear moves crew to crew and ute to ute without a record. When a job needs the core drill, finding it means ringing around. Live custody records end the ring-around.

Double-booked and idle gear

Without reservations, two crews plan around the same equipment while other assets sit idle in a storeroom nobody checks. Scheduling by job, site and date fixes both ends.

Damage surfaces weeks later

Equipment comes back damaged with no condition record, so the cost lands on the next crew and the repair queue is a surprise. Condition checks at return catch it while custody is clear.

No evidence for clients and auditors

When a client asks who operated the gear, or an auditor asks for its inspection state, paper trails go cold. A scan-based register answers both from the asset record.

One platform

Checkout, reservations and maintenance in one register

MapTrack treats checkout as part of the asset lifecycle, not a standalone lending app - so custody, condition, compliance and servicing all live on the same record.

Scan-based custody

Check equipment out and in with a QR scan from any phone. Assign to people, crews or jobs. Every movement is timestamped and attributed, building a searchable chain of custody.

Explore scan-based custody

Reservations & scheduling

Reserve assets by job, site and date so gear is where it is meant to be. See upcoming demand, prevent double-bookings and surface idle equipment worth reallocating.

Explore reservations & scheduling

Condition, compliance & servicing

Condition checks at checkout or return, compliance certificates on the record, and failed items raising work orders automatically - so the gear you issue is safe and ready.

Explore condition, compliance & servicing

Custody

Two-second checkout from any phone

Scan the label, confirm the assignment, done. Workers check gear out to themselves or their crew, storepeople issue on behalf of others, and every movement lands on the asset record with a name and timestamp.

QR check-in and check-out on any phone camera
Assign to people, crews, jobs or locations
Full custody history on every asset
Bulk scanning for issue and return of kits
Offline-ready for remote sites

Asset tracking

Condition

Inspections at the point of issue and return

Attach a quick condition or pre-start form to the checkout flow. Photos, signatures and timestamps land on the asset, and failed items raise defects and work orders automatically - so damage is caught while custody is still clear.

Condition forms at checkout or return
Photos and signatures for evidence
Failed items trigger work orders automatically
Compliance certificates visible on the record
Test-and-tag state checked before issue

Pre-starts & inspections

Readiness

Only issue gear that is safe and serviced

The checkout register knows the maintenance state of every asset. Overdue services and open defects are visible before gear goes out the door, and returns feed the service schedule - so the store issues working equipment, not problems.

Maintenance state visible at checkout
Overdue service alerts before issue
Returns can trigger inspection or service
Full service and cost history per asset
Repair-or-replace decisions from real data

Maintenance & work orders

Built for the field

Tool cribs, site stores and workshops - not studios

MapTrack equipment checkout is built for construction, trades, industrial and facilities teams: rough conditions, mixed workforces, patchy coverage and gear that ranges from hand tools to heavy plant.

Because checkout lives inside a full asset platform, the same register covers GPS-tracked plant, compliance records and maintenance - one system for the store and the yard, with unlimited users included.

Asset tracking Scheduling & reservations QR labels

iOS & Android

No specialist hardware

Offline sync

Works without signal

RBAC

Subcontractor-safe access

Unlimited users

No per-seat charges

Know who has every piece of gear, right now

QR checkout, reservations and condition checks for tool cribs, site stores and workshops. Built for Australian field teams.

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Used across Australia & New Zealand
Per-asset pricing
Unlimited users

Get started

How stores roll out digital checkout

Most stores replace the sign-out sheet within two weeks. Start at one counter, then expand to vans and satellite stores.

Week 1

Register and label the lending pool

Import the store inventory from a spreadsheet and QR-label the assets that move most. Start with the top 100 most-borrowed items rather than the whole store.

Week 1-2

Set up the checkout flow

Configure check-in and check-out, decide what needs a condition form at issue or return, and set up jobs and locations so assignments match how your work is structured.

Week 2

Run the counter digitally

The storeperson issues and receives via scan, workers self-serve where you allow it, and reservations start replacing the ring-ahead. The paper sheet stays as backup for a week, then retires.

Week 3+

Extend to vans, sites and audits

Add van stock and satellite stores, run bulk-scan audits to reconcile reality against the register, and use custody data to chase the long-tail of unreturned gear.

Key features for equipment checkout

Everything a store, workshop or site team needs to run issue and return digitally.

QR & barcode scanning Asset register & custody Scheduling & reservations Pre-starts & inspections Maintenance & work orders Audits & stocktakes Asset transfers Compliance & certificates Service history Cost tracking Inventory management QR label store

Close the loop

Checkout only works when recording it is easier than skipping it

A two-second scan beats the sheet every time. MapTrack makes custody the path of least resistance - and connects it to the inspections and maintenance that keep gear safe.

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Frequently asked questions

Common questions about equipment checkout and sign-out from stores, workshops and site teams.

Equipment checkout software manages the loop of issuing equipment to a person, crew or job and getting it back. Each checkout records who took the asset, when, and for what, and each return closes the loop with condition and location. It replaces paper sign-out sheets and whiteboards in tool cribs, site stores and workshops with a digital custody trail, so gear stops disappearing into utes and site boxes. In MapTrack, checkout is a QR scan on any phone, and the same record carries inspections, maintenance and compliance history.

Every asset carries a QR label linked to its record. To check out, a worker scans the label with their phone, confirms the assignment - to themselves, a crew or a job - and the custody record is created with a timestamp. On return, another scan checks it back in and records where it landed. The storeperson can also issue and receive gear on behalf of others. No dedicated scanner hardware is needed, and it works offline on remote sites.

Yes. MapTrack scheduling lets teams reserve assets by job, site and date, so the right gear is available where it is meant to be. Reservations prevent the double-booking problem where two crews plan around the same compressor, and give the store visibility of upcoming demand before the ute is at the counter.

The register shows exactly what is checked out, to whom, since when, and against which job - so unreturned gear is visible instead of forgotten. Bulk-scan audits of vans, stores and sites reconcile what is physically present against the register and surface anything missing. Because every checkout has a name and timestamp attached, follow-up is a conversation with a specific person, not a site-wide email about a missing generator.

Yes. Assets can be checked out to subcontractors and temporary crew, with role-based access so they can scan and complete forms without seeing data outside their scope. Custody records carry the person and time regardless of employment type, which keeps accountability clear on mixed-workforce sites.

Yes. Pre-start and condition forms can be completed at the point of scan, with photos, signatures and timestamps attached to the asset. Requiring a quick condition check at return catches damage while custody is still clear, and failed items can raise a work order automatically so defective gear does not go straight back out.

Yes. Crews can scan gear in and out, complete forms and update records with no coverage - basements, tunnels and remote sites included. Everything syncs automatically when the device is back online.

A paper sheet records intentions; a scan records reality. Paper sign-outs are skipped when the queue is long, unreadable when you need them, and useless for history. Scan-based checkout takes two seconds, cannot be lost, and builds a searchable custody history across every asset, person and job. It also connects the checkout to everything else about the asset - inspections, maintenance, compliance - which a sheet of paper never will.

MapTrack uses per-asset pricing with unlimited users, so every worker who needs to scan gear in and out can, without per-seat licence costs punishing adoption. That matters for checkout specifically: the system only beats the paper sheet if everyone uses it. See the pricing page for current rates.

Equipment checkout resources

Guides, tools and related pages for running issue and return digitally.

Retire the sign-out sheet

Join Australian stores, workshops and site teams running equipment checkout on MapTrack - custody, reservations, inspections and maintenance in one platform with unlimited users.

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Asset tracking · Scheduling · QR tracking · Tool tracking · Pricing

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Equipment checkout software

Gear that moves through a checkout