For instruments
Record the protective case, leads and handover condition. If a current certificate is required for use, connect a reviewed certificate source rather than relying on a checkbox alone.
Record the equipment handover before it leaves
Select an item, record the borrower, agree a return time and note the condition and accessories. Start with a connected equipment checkout form.
Sign in to preview or install the app. The screenshot shows a filled example; the form link starts a new handover.
A useful handover is specific enough to follow up
- Equipment
- Cable tester · TL-T05
- Borrower
- Riley Brooks · Engineering
- Issued / due back
- September 10, 14:00 / September 11, 17:00
- Starting condition
- Good · record the included leads and carrying case
Why this is better than “Riley borrowed a tester”
The receiver can later identify the exact item, contact the right person, compare condition and check whether all accessories came back. A notes-only handover leaves those facts open to interpretation.
Fictional filled-form example, not a submitted loan or customer result.
Make each required field prevent a real ambiguity
| Record | What it prevents | Practical guidance |
|---|---|---|
| Selected equipment | Confusing two identical models. | Match the physical asset tag to the selected record before issue. |
| Borrower and contact | An overdue item with no reachable owner. | Use a name and useful contact, plus department or work location. |
| Issued at and due back | A vague or impossible lending window. | Use explicit dates and times; check the return time against commitments. |
| Condition and accessories | Disagreement about what was already damaged or included. | Inspect the actual item and record only the accessories handed over. |
| Issued by and acceptance | No record of who completed the exchange. | Record the issuer and agreed acceptance; add any required agreement separately. |
Check readiness before you record possession
Selection is not permission to lend
An equipment record can exist while the item is on hold, retired or still with another borrower. The form’s lending checks help prevent an invalid handover, but the storekeeper must still identify the physical item and confirm that it is ready.
Check future demand as well as current availability. If the item is reserved for a later job, do not agree a due-back time that leaves no time to return and prepare it.
Review equipment commitmentsAdd the details that matter for your equipment
For shared office equipment
Capture adapters, chargers and the room or worksite. Avoid making the borrower complete technical questions that do not affect that item’s handover.
Keep the form connected to the work after submission
Follow the due date
Use the open-loan view to find the holder and agree the next action.
Manage equipment loansReceive against the loan
Keep return condition separate from the condition recorded at issue.
Record a returnIssue a set to a crew
Use actual item lines when tools may return separately.
Explore tool-room issuesQuestions about using the checkout form
Do we enter the asset tag or let the form generate it?
Select the equipment’s existing record and tag. The form generates a separate loan number for this handover. An asset tag identifies the physical item over its lifetime; a loan number identifies one borrowing event. They should not be interchangeable.
What if the borrower is not already a Jodoo member?
The sample captures a borrower name and email as contact details; those fields do not create a Jodoo member or grant access. The issuing person and reviewer use member fields. Decide how external borrowers acknowledge the handover and configure the appropriate access before sharing your operational form.
Does the form include a legally binding signature?
The example records borrower acceptance as a choice. It does not demonstrate a signed loan agreement or establish legal enforceability. If your organization requires a signature or contractual terms, add and review that process before relying on it.
Can I use this form for ten tools at once?
This form records one tagged equipment loan. Use the tool-room request and actual issue-item records for a crew taking multiple tools. That preserves each item’s identity and allows partial returns instead of putting all ten items in a notes box.
Where do return details belong?
Create a return linked to the original checkout. Do not overwrite the handover condition with the return condition: both are needed to understand what changed. The receiver and inspector can then record the receipt and readiness decision separately.
Start with the next single-item handover
Open the form and see how the equipment selection carries through to the borrower and return details.