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Remove the sample types, and add your own. Go back to the Items sheet, and start categorizing each item in the Type column C , by simply selecting the type from the dropdown menu. If you have different people using the equipment, you should add the people to the equipment database, so that you always know who is using it. Click the Users sheet, delete the sample names and add your own users.

You can now go back to the Items sheet and assign main responsibilities for each item to different users. Do the same with the Locations sheet; Remove the sample locations, and add your own. Start with the ones where your equipment is located by default, its home location. You can add new locations later as well. Go back to the Items sheet and begin by assigning Home Location to each item, which is where the item should be located when not in use.

Now you're ready to start tracking your equipment usage and utilization, condition and performance, and change of locations. Let's begin by tracking usage. Whenever a person is about to use an item, and when the person is handing it back, those two events should be logged as a check-out and a check-in.

Go to the Usage log sheet, and make a new entry new row. Select the item, set the current date and time, select Check out and select the person who is about to use the equipment.

You can also add remarks, like what the equipment is going to be used for. Rember also to go back to the Items sheet and change the Usage status to In use. You and your co-workers should now be able to see:. When the person is done using the equipment, it should be returned to its home location remember, you can find the home location in the item record in the Items sheet , and the following but be added or changed in the database:.

Change the usage status in the Items sheet to Available: Add a record in the Usage log sheet, with the action set to Check-in:. If the equipment item is simply handed over to another person without being delivered to its home location, you can simply skip changing the Items sheet. But remember to both create a Check-in record and a Check out record in the Usage log sheet, so that everything is on record.

In the Check-in records, it might be useful to add a few words about the item's current condition, if there were any issues with it during usage, etc. This way you can easily look back on earlier check-in records for that item if new issues should arise.

Knowing where your equipment is, might be the number one key to improve utilization. Usually, when an item is checked out, it is also being moved to another location. But there are exceptions; it might be moved several times during usage, and it might also be moved without being checked out however, that should most likely be logged as a check-out as well.

That's why we have enabled location tracking independently from the check-out and check-in process.