Solutions

Equipment checkout software

Replace the paper sign-out sheet with QR identification and deliberate assignment and return actions. Keep supported forms, documents and maintenance history on each asset.

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QR scanidentifies the asset

Offline workcomplete after first load

Plan termsconfirm current entitlements

Lachlan McRitchie

GM of Operations

Updated 23 August 2026

Trusted by construction, mining and field service teams

15 reviews on G2 · 17 reviews on Capterra

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

Paper sign-out sheets and whiteboards depend on consistent manual updates. When the process is skipped, the recorded custodian can drift from the equipment in the field.

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 between people and locations without a record. When a job needs the core drill, finding it can mean ringing around. Deliberate assignment and return records give the team a clearer starting point.

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 or auditor asks for available custody or inspection records, paper trails can be difficult to retrieve. Keep supported records with the asset and validate the required evidence output during the pilot.

One platform

Checkout, forms and maintenance in one register

MapTrack keeps deliberate custody actions with supported forms, documents, work orders and service records on the related asset.

Scan-based custody

Scan a QR code on a supported device to identify the asset, then complete a deliberate assignment or return action using supported people or locations. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

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Audit sessions

Run an audit session to verify labelled assets and review the resulting audit records and exceptions in the current product.

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Condition, compliance & servicing

Complete a configured form when issuing or returning an asset and keep supporting documents with its record. A failed submission doesn’t create follow-up work by default. Configure and test any task or work-order automation before rollout. Your team defines and tests the operational isolation and return-to-service process.

Explore condition, compliance & servicing

Custody

Identify, assign and return from the field

Scan the label on a supported phone or tablet to identify the asset, then confirm the deliberate assignment or return action. Assignments use supported people and locations rather than crew- or job-scoped entities.

QR identification on a supported device
Assign to supported people or locations
Record deliberate assignment and return actions
Use audit sessions for asset verification
Connected custody actions need a connection

Asset tracking

Condition

Inspections at the point of issue and return

Complete a configured condition or pre-start form when an asset is issued or returned, and keep the submitted evidence with the asset. A failed submission doesn’t create follow-up work by default. Configure and test any task or work-order automation before rollout.

Condition forms at checkout or return
Photos and signatures for evidence
Selected results can feed configured follow-up
Supporting documents kept with the asset
Your team defines its issue and isolation controls

Pre-starts & inspections

Readiness

Review maintenance records before issue

Review available work orders and service history before an asset is issued. Returns don't update a service schedule by default. Your team defines and tests the operational isolation and return-to-service process.

Review work orders and recorded service history
Configure notification email to selected Person records
Use configured forms for return checks
Record time and costs against work orders
Your team owns repair-or-replace decisions

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.

Confirm the device, provider, delivered location or telemetry fields and rollout scope. Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.

Asset tracking Audit sessions QR labels

Web app

Supported mobile browsers

Offline work

Complete after first load

Current roles

Validate subcontractor access

Plan terms

confirm current entitlements

Review recorded custody for issued equipment

QR identification, deliberate custody actions and condition forms for tool cribs, site stores and workshops.

Start free trial

30-day trial
No credit card required
Confirm current plan scope

Get started

How stores roll out digital checkout

Setup depends on data quality, labels, workflows and team size. Start with one asset class or site, test one field workflow, then expand.

Pilot

Register and label the lending pool

Import supported asset fields for a controlled set of frequently issued equipment, validate the records and attach tested QR labels before adding more items.

Configure

Set up the checkout flow

Configure deliberate assignment and return steps, decide what needs a condition form, and use supported people and locations for assignments.

Validate

Run the counter digitally

Have the storeperson identify, assign and return a controlled set of assets. Confirm roles, records and exception handling before retiring any fallback process.

Expand

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

Documented asset, custody, form, audit and maintenance capabilities for issue and return workflows.

QR scanning Asset register & custody Audit sessions 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

Use a QR scan to identify the asset, then complete the deliberate custody action and keep supported forms and maintenance records connected. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

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Frequently asked questions

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

Equipment checkout software records the issue and return of equipment. In MapTrack, a QR scan identifies the asset and the user completes a deliberate assignment, return, transfer or audit action. Supported forms, documents and maintenance records can stay with the same asset. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

A QR-labelled asset can be identified with a supported phone or tablet without dedicated scanner hardware. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps. Previously loaded forms and work orders can be completed offline within documented boundaries, then synced after reconnection. Creation, setup, imports, exports and server-side automations need a connection.

Review the asset's current supported assignment and recorded custody actions, then use an audit session to verify what is physically present. The usefulness of that record depends on users completing each connected assignment and return step.

Current product guidance documents the Primary Owner plus Admin, Field User, Viewer / Scanner and Form Submitter. Choose the least access each person needs and test the exact site, division or contractor workflow before rollout.

Pre-start and condition forms can be completed at the point of scan, with photos, signatures and timestamps attached to the asset. A failed submission doesn’t create follow-up work by default. A workspace owner can configure a form-submission automation to create a task or work order from selected results. Test the trigger, conditions and action with one controlled submission before rollout. MapTrack keeps the inspection result and corrective work with the asset record. Define and test the operational isolation and return-to-service process before rollout.

Previously loaded forms can be submitted offline. Once a work order is loaded on the device, crews can complete its procedures and checklists, record per-asset pass or fail outcomes, add time and costs, and move it to Completed before syncing after reconnection. Creating or first loading a work order, assignments, audits, setup, imports, exports and server-side automations need a connection. Test the exact field workflow before rollout.

A QR label makes the asset record easier to identify and open. The user still completes a deliberate connected assignment or return step, which can be kept with other supported asset records. A scan identifies the asset. Assignment, return, transfer and audit actions are deliberate connected steps.

Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.

Equipment checkout resources

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

Contractor tool tracking

How contractors assess tool custody workflows across people, vans and locations.

Explore contractor tool tracking

QR code asset tracking

How QR-based tracking works, what labels to use, and how to plan a controlled rollout.

Explore QR code asset tracking

Tool theft prevention

Strategies and systems to reduce tool theft and loss on construction and trade sites.

Explore tool theft prevention

Free asset register template

Start with a structured register template, then map supported asset fields into MapTrack.

Explore free asset register template

ROI calculator

Estimate what lost gear, idle equipment and manual admin cost your operation each year.

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MapTrack vs spreadsheets

Why teams replace spreadsheet sign-out registers with scan-based tracking.

Explore maptrack vs spreadsheets

Retire the sign-out sheet

Run deliberate equipment assignment and return workflows with QR identification, forms and maintenance records in one platform. Confirm current pricing, plan inclusions, user entitlements, trial and subscription terms directly with MapTrack before relying on them.