Manage and lend equipment
How to record tents, technology or toys with stock and let members borrow them.
AdminBasic (free)Checked on 30.10.2026
Prerequisites
- To create: moderator or higher (equipment manager).
- To borrow: an adult, active member.
Who may do this?
The leadership (equipment manager, right “Create events”, moderator and higher) maintains equipment. Adults with an active membership may borrow. Only the leadership and the person themselves see who borrowed what; everyone else sees only the number of free pieces.
Step by step
Open equipment
Open the club, the tab “Facilities and equipment” and there “Equipment”. It is headed “What does the club have, and what is free right now?”.
Create an item
Click “Create item” (the first time “Create first item”). Enter “Name” (for example “Group tent (kohte)”), “Stock (pieces)”, optionally “Storage location” and “Description”, and confirm with “Create”.
Borrow
A member clicks “Borrow” on the item and chooses “Pieces”, “From”, “Until (return)” and optionally a “Purpose”. The item shows “{n} of {m} free”.
Record the return
The leadership or the borrower records the return (“Marked as returned.”). Overdue loans are marked “Overdue” and appear in the leadership overview.
Delete an item
“Delete item” removes it from stock, but only if nothing is lent out any more.
You can find the feature here: /organisation/<verein>/anlagen/material
Common errors and solutions
- “Not enough pieces are free in this period.”
- Choose fewer pieces or another period.
- “Adults borrow equipment. Ask your parents or the leadership.”
- Child accounts cannot borrow.
- “The loan start is in the past.” or “The return date must be on or after the loan date.”
- Correct the date.
- “Equipment is maintained by the leadership (equipment manager).”
- You lack the role moderator or higher.
Good to know
- Equipment is reserved for members; outsiders never see it. The function is free.