Practical records. Clear answers.
How to Track Tools Borrowed by Employees
Track borrowed tools with stable asset IDs, named borrowers and an open checkout record for each loan. Record the due date and close the record only when the tool is checked back in. Review outstanding loans at a predictable interval and contact the borrower using your team’s existing process. Keep exceptions visible, including missing accessories or damage, instead of treating every return as complete.
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What this record means
A tracking process maintains both the current holder and the history of prior loans so that an overdue record can be followed up.
Who is this for?
Team leads who need to know where shared tools are without repeatedly asking everyone.
What should be recorded?
Use this review checklist before sharing your record.
| Check | Information |
|---|---|
| □ | Stable asset ID |
| □ | Current borrower and job |
| □ | Due date and open status |
| □ | Exception and follow-up note |
Example
Illustrative review: three open loans are listed. One is still within its expected return date, one has a changed due date with a note, and one is overdue. Follow up the overdue loan without changing its original checkout date.
Step-by-step workflow
- Create or confirm asset IDs before lending.
- Maintain a list of open loans with expected return dates.
- Review exceptions, then record the actual return and its condition.
Common mistakes
- Renaming asset IDs breaks continuity across loans.
- Changing a due date without a note hides the reason for delay.
Paper, spreadsheet or iPhone?
Paper works at a handover without a device. CSV makes rows easy to sort in Excel, Numbers or Google Sheets, but you must manage revisions and copies. An iPhone app can keep related records together; choose it when its documented workflow fits your needs. None of these formats removes the need to verify the original entry or keep a backup.
Free Template
Track the asset, borrower, expected return, actual return and condition without an account or registration.
View, print or download the templateFrequently asked questions
How often should I review loans?
Choose an interval that fits your handover routine and apply it consistently.
What if a tool moves to another employee?
Record the transfer explicitly and identify the new holder; keep the prior record.
Sources & scope
Original workflow suggestions by Hailink Labs. Examples are illustrative, not customer records or industry standards. App descriptions are based on the public product and support pages below; the free worksheet is a separate resource and does not imply that every field is an app feature.