For equipment managers
Create a workspace, import inventory, print QR labels, and run staff checkouts with overdue and service tracking.
Start freeGearlog
Everything a
gear room needs
QR checkout, condition proof, and service history for teams that lend gear every day—nothing a gear room doesn’t need.
Already exploring? See what’s included
What’s included
11 workflows from QR labels through campus identity—jump to any detail below.
QR-first labelsPrint labels, scan with a phone, and open live status, borrower, and due date.Inventory shaped like a gear roomCameras, kits, consumables, accessories, and locations—with fields that fit your room.Consumables trackingCount batteries, tape, and PPE by quantity—with minimums, issue, and kit membership.Checkout and returnStaff scan, assign a borrower, set a due date—overdue lists without a Slack chase.Self-checkout kioskUnattended desk checkout with library card + PIN, multi-item carts, and branded idle.Reservations and calendarRequest gear for a date window, approve bookings, and stop double-booking before the shoot.Service and condition historyLog repairs, damage, and photos so you know what shape gear was in—before and after.Borrower portalStudents and staff see their gear, request items, and scan—without admin access.Reports and exportsActive checkouts, utilization, audit trail, low stock, and a light asset register.Workspaces for each roomInvites and roles so each media program or lab keeps its own inventory.Campus identity (OIDC + SCIM)Sign in with your IdP and keep staff accounts in sync—create, update, and deactivate without spreadsheets.
QR-first labels
Every asset, kit, consumable, and accessory gets a scannable profile. Print bulk labels, open HTTPS profiles on any phone, and open the companion app via iOS universal links when it is installed.
- Bulk label printing for the whole room
- Phone scan opens the live HTTPS profile
- Companion app opens via iOS universal links when installed
Inventory shaped like a gear room
Model real inventory—not a generic asset tracker. Kits for camera packages, consumables for batteries and tape, accessories for lenses and cables, plus locations and import tools to get off the spreadsheet.
- Kits, consumables, and accessories as first-class types
- Locations and custom fields that fit your room
- Import tools to leave the spreadsheet behind
Cage inventory (5)
Select an item to print a label.
| Cage inventory selection | Asset | Status | Location |
|---|---|---|---|
A7S III #12 | Available | Cage A | |
Interview kit | Checked out | Media cage | |
Softbox pair | Available | Studio | |
Wireless lav set | Overdue | Cage B | |
FX3 #7 | Checked out | Cage A |
Consumables tracking
Not everything is a serial number. Track consumable pools beside your cameras: set minimums, issue stock to borrowers, restock by location, and pull required quantities into kits.
- Quantity pools with shared QR labels
- Issue stock, adjust, and transfer by location
- Low-stock filter, reports, and kit membership
Checkout and return
Staff scan an item, assign a borrower, set a due date, and move on. Returns capture condition notes. Overdue views and borrower history keep accountability without nagging everyone by Slack.
- Scan, assign borrower, set due date
- Condition notes on return
- Overdue lists and borrower history
Checkout flow
Step 1 of 3
- Asset
- A7S III #12
- Location
- Cage A
- Status
- Available
- Label
- GL-CAM-012
Self-checkout kiosk
Park a tablet or PC at the cage and let borrowers check themselves out. They scan a library card, verify a PIN, add gear tags to a cart, and confirm—while your logo and accent color stay on the idle screen. Checkouts land in the same Gearlog workspace as staff desk loans.
- Library card + PIN identity at the desk
- USB/Bluetooth scanners or camera fallback
- Logo and button color from Settings → Kiosk
Reservations and calendar
Borrowers request gear for a window. Admins approve, tweak, or reject. Availability checks reduce the classic “two people booked the same A7S” failure mode.
- Borrower requests for a date window
- Admin approve, tweak, or reject
- Availability checks before double-booking
Service and condition history
Service logs, damage incidents, and photo timelines live on the asset. You see what broke, what was fixed, and whether it is safe to lend again.
- Repair and damage logs on the asset
- Photo timelines for condition proof
- Know when gear is safe to lend again
Borrower portal
A simplified shell for students and staff: my gear, request, scan. Keep the heavy operational UI for equipment managers.
- My gear, request, and scan in one portal
- No full admin UI for borrowers
- Staff keep the operational desk tools
Active checkouts (101)
Sample workspace activity — hover bars for details.
Checked out
Overdue
Returned
Reports and exports
Active and overdue lists, checkout history, utilization, audit trail, and optional financial register when a department needs more than a checkout sheet.
- Active and overdue checkout lists
- Utilization and audit trail
- Optional financial asset register
Workspaces for each room
Organizations and workspaces with invites and RBAC. Each gear room stays scoped—school media, campus AV, and lab stores can share a platform without sharing inventory. Institution plans can add OIDC SSO and SCIM so directory teams manage who gets into each workspace.
- Organizations with workspace invites
- Role-based access per room
- Scoped inventory across programs
- OIDC SSO and SCIM on Institution plans
Campus identity (OIDC + SCIM)
Institution workspaces connect to identity providers over OIDC for login, and SCIM 2.0 for lifecycle provisioning. Groups from your directory map to Gearlog roles so media desks and AV cages stay permissioned correctly while inventory RBAC stays workspace-scoped.
- OIDC SSO per workspace (Entra, Okta, Google Workspace)
- SCIM 2.0 Users and Groups lifecycle
- IdP group → role mapping for staff access
Put these workflows to work
For your department
Compare Free, Gear Room ($15/$150), Department ($39/$390), and Campus plans for classrooms, labs, and multi-site rooms.
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