Anna Markova/July 9, 2025/inBlog/tags:ITAM

Equipment Reservation and Checkout: Best Practices for Managing Loaner Assets

Streamline your entire loaner asset process—from easy reservations to smooth checkouts and timely returns—to prevent losses and keep your teams confidently equipped.

A woman gives a laptop to a man behind a desk with a 'Reserved' headset and a file folder.

In many industries—education, healthcare, public sector, or technology—lending IT equipment plays a vital role in supporting daily operations. Whether it’s laptops for students, tablets for healthcare professionals, or mobile devices for field workers, accurate tracking of loaner assets helps prevent losses, reduce downtime, and keep teams working without interruption, driving productivity and reducing avoidable costs.

Whether you manage equipment checkouts with spreadsheets or already use a software solution, you might feel it’s time to simplify your processes, improve accuracy, and ensure your IT assets are always where they need to be. This article will guide you through the essential features any effective Equipment Reservation and Checkout software should have to manage loaner assets efficiently.

Watch this short video to see how Alloy Navigator’s simple yet powerful Equipment Checkout system automates reservations and check-outs and makes the entire lending process smooth and efficient.

What are loaner assets?

Loaner assets are company-owned items temporarily assigned to users for specific tasks or limited periods. These assets typically include laptops, peripherals, networking devices, or AV equipment.

Loaner assets play a key role in reducing unnecessary purchases while minimizing downtime. They support short-term activities such as travel or presentations, cover for equipment under repair, and accelerate onboarding by ensuring new hires are equipped and ready to work from day one.

Effective management of loaner assets requires full visibility—clear information about who currently holds each asset, its usage history, and expected return date. With the right tools in place, loaner assets can significantly improve operational efficiency and resource utilization.

Related: How to return equipment from a terminated employee?

“Access over ownership” isn’t just a Millennial slogan—it’s a modern, successful business model. Practical examples include streaming services, SaaS, rental services, and subscription-based everything. According to a 2024 report by Mintel, 73% of U.S. consumers have adopted subscription services, highlighting a clear shift toward access-based consumption.

In IT Asset Management (ITAM), this access-based approach takes many forms. Loaner assets are one example: company-owned devices temporarily assigned to users as needed, without requiring one-to-one ownership. Other examples include short-term rentals, shared device pools, and service-based hardware models.

What can be loaned?

The types of loaner assets vary based on an organization’s operations and internal needs. A flexible, well-managed Equipment Checkout system helps support a wide range of temporary use cases. Common examples include:

IT devices: Laptops, desktops, tablets, and smartphones temporarily issued for travel, remote work, or while awaiting permanent equipment.
Peripherals and accessories: Monitors, docking stations, keyboards, mice, headsets, and similar items that enhance daily workflows.
Specialized tools and kits: Cameras, mics, projectors, testing devices, or other equipment used for events, role-specific tasks or short-term creative projects.
Software licenses: Time-limited access to premium or project-specific software.
Facilities and shared spaces: Conference rooms, training spaces, or demo areas booked for meetings or collaborative work.
Furniture: Desks, chairs, and other furnishings temporarily assigned for events, new workspaces, or relocations.
Vehicles and transport assets: Company cars, vans, or other vehicles available for business travel or site visits.

In Alloy Navigator, loaner assets, referred to as Library Items, are linked to your existing assets and configuration items, including their relationships, ticket history, and place in the CMDB. You can create loaner items for any type of IT- or non-IT assets, starting with a rich set of predefined types that can be extended as needed.

At the same time, Alloy Navigator supports tracking simpler loaner items, such as tool kits, which don’t require full lifecycle management, providing flexibility without complicating core ITAM processes.

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What is equipment checkout?

Equipment checkout is the process of issuing loaner assets to users for temporary use. It involves recording who receives the item, when it was picked up, and when it is expected to be returned. Unlike equipment rental, checkout typically does not involve fees. It focuses on internal resource management, accountability, and ensuring availability.

An Equipment Checkout system helps manage the lending and return of physical or virtual assets. It tracks usage, availability, and condition, helping organizations reduce scheduling conflicts, prevent loss, and improve asset utilization.

These systems can function either as standalone solutions or as part of broader IT Asset Management (ITAM) and IT Service Management (ITSM) platforms. Standalone tools such as Reftab, Cheqroom, and itemit are purpose-built to manage equipment loans and reservations, often providing advanced features tailored specifically for lending workflows.

Integrated platforms, in contrast, embed the checkout process within the broader IT ecosystem. They connect equipment checkout with asset inventories, configuration management, and service workflows, offering seamless visibility and coordination across related IT processes. Examples include Alloy Navigator, ServiceNow, and ManageEngine ServiceDesk Plus.

What is equipment reservation?

Equipment reservation is the process of booking individual loaner assets ahead of time to ensure they’re available when needed. When a user places a reservation, the item is set aside and marked as unavailable to others for the requested period—but it stays in storage until actually issued. An Equipment Reservation system is a tool that simplifies and manages this booking process, helping users secure the equipment they need.

Equipment reservation & checkout

It’s a common practice to use a single system that supports both reservation and checkout processes to manage loaner equipment more effectively. Reservations help coordinate access to limited resources by ensuring availability in advance, while checkouts provide accountability and traceability by recording who has the equipment and when it was issued. Together, these processes reduce scheduling conflicts, minimize downtime, and ensure accurate tracking of asset usage throughout the loan lifecycle.

Alloy Navigator supports both reservations and checkouts, offering ready-to-use functionality designed to streamline equipment management from start to finish.

Key Equipment Reservation features

When it comes to reserving equipment, a simple sticky note saying “Reserved for Alyssa until the 16th” might work in small teams. But for a scalable, transparent, and efficient process, you need more than that. A clear overview of available items, detailed descriptions, proper categorization, and a shared calendar for planning — all of these are essential for avoiding conflicts and keeping things organized.

Let’s take a closer look at the key features that simplify equipment booking and help ensure availability:

Easy self-service reservations
Allow users to quickly find and reserve available equipment through a user-friendly interface, reducing administrative overhead and speeding up the reservation process.
Intuitive calendar-based booking
Users can quickly find and reserve available equipment using a familiar calendar interface—no need to email or call IT.
Automatic conflict prevention
The system prevents double-bookings by checking availability in real time and blocking overlapping reservations.
Auto-reservation by equipment type
Users can reserve a general equipment type, such as “a laptop,” and the system automatically assigns an available item at checkout. This simplifies the process and improves efficiency, while still supporting specific-item reservations when required.
Waiting lists for popular items
Allow users to join a waitlist when the needed equipment is unavailable. This is especially valuable for high-demand or limited resources, ensuring fair access and reducing manual coordination for administrators.
Customizable reservation policies
Define who can reserve specific types of equipment, set lead times, limit reservation lengths, and enforce approval workflows if needed.
Approval workflows
Route reservation requests through designated approvers for high-demand or sensitive equipment, ensuring proper oversight.
Automated notifications and reminders
Send confirmation emails and reminders to keep users informed that their reservation is confirmed and the pickup date is approaching.
User directory integration
Connect to your organization’s user directory (e.g., Active Directory or Azure AD) for easy access control and user management.
Detailed audit trails and reporting
Track who reserved what, when, and for how long. Generate reports to optimize inventory usage and identify trends or potential issues.

Alloy Navigator delivers robust equipment reservation capabilities to support efficient workflows. While features like waitlists and type-based reservations with automatic assignment are not yet available, the system already excels in self-service, real-time availability, automated notifications, audit trails, and more, ensuring a smooth and dependable reservation experience.

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Key Equipment Checkout features

After equipment is reserved and confirmed, the next crucial step is the checkout process. It should be straightforward and convenient for both users and equipment managers. A smooth checkout reduces errors, speeds up handling, and ensures accurate records of who has the equipment and when.

Here are the key features designed to make lending, returning, and tracking equipment efficient and reliable:

Real-time tracking of asset availability
Provide up-to-date information on which assets are available, checked out, or under maintenance, helping avoid double bookings and optimizing asset use.
Temporary asset status control
Mark loaner assets as temporarily unavailable for reservation, either manually or automatically during maintenance. This ensures reservation accuracy, prevents booking unavailable equipment, and maintains smooth operations.
Multi-location support
Managing loaner assets distributed across multiple branches or departments.
Automated notifications for returns and maintenance
Send timely reminders about approaching pickup dates, upcoming return deadlines, and scheduled maintenance to keep users well-informed and assets properly maintained.
Overdue equipment management and escalation
Automatically detect overdue equipment and send alerts to users and equipment managers. Trigger escalation to ensure prompt action. Suggest alternative or replacement items if others are waiting to avoid delays.
Comprehensive audit trails for accountability
Record every checkout, return, and status change to maintain transparency, support compliance, and simplify dispute resolution.
Integration with ITAM, ITSM, and other systems
Seamlessly connect with asset databases, configuration management systems, and service desks to unify workflows, enhance data accuracy, and streamline maintenance or incident management.
Condition inspection and automated audits
Facilitate condition checks before and/or after usage and leverage automated audits to detect changes or unauthorized software installations, helping maintain asset quality and security.
Mobile check-in/check-out via QR codes or NFC technology
With 67% of US companies now offer location flexibility, mobile-first equipment management is essential. Enable quick, contactless check-in and check-out of assets directly from mobile devices using QR codes or NFC tags.
Reports and analytics
Generate detailed reports and visual dashboards to track equipment demand and usage patterns, helping you make informed decisions—like when to purchase additional laptops or other assets to meet growing needs.

The checkout system in Alloy Navigator supports all key features, including a mobile interface, detailed reporting, automated notifications, and escalations. Most importantly, it is fully integrated into existing ITAM and ITSM workflows, enabling comprehensive management of loaner assets throughout their entire lifecycle. The built-in Network Inventory module automatically detects changes and alerts you to any discrepancies, ensuring accurate and up-to-date asset information at all times.

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Data security in loaner asset management

Loaner devices often hold sensitive data, making security essential to protect information, ensure compliance, and minimize risk.

Data sanitization: Wipe all data from returned devices using certified tools compliant with NIST 800-88 and ISO 27001. Provide Certificates of Data Destruction for verification.
Endpoint Protection: Use Endpoint Detection and Response (EDR), Mobile Device Management (MDM), and regular security updates to guard devices against cyber threats and manage lost or compromised assets.
Access control: Implement Single Sign-On (SSO), Multi-Factor Authentication (MFA), and Identity and Access Management (IAM) to restrict access and immediately revoke permissions when devices are returned.
Compliance: Secure loaner asset practices support adherence to industry regulations like HIPAA, GDPR, SOX, and FERPA, helping prevent costly data breaches.

Visit Alloy Software’s Trust Center, our centralized hub for security, privacy, and compliance.

Best practices for effective loaner asset management

Follow these best practices to get started with loaner assets right and keep your сheckout system running smoothly:

✅ Choose durable, standard assets
Select reliable, vandal-resistant devices of moderate cost to reduce maintenance efforts and replacement frequency.

✅ Maintain an up-to-date inventory
Track all loaner assets with detailed, current records, including specifications, locations, availability, and assigned users.

✅ Enable self-reservations
Let users browse available equipment and reserve it in advance to minimize last-minute requests and scheduling conflicts. Use waitlists to manage demand when items are unavailable.

✅ Define clear loan policies
Set straightforward rules for loan periods, usage expectations, and how issues like loss or damage will be handled to ensure user accountability.

✅ Implement approval processes for high-value assets
Treat standard reservation requests as pre-approved to keep workflows efficient. Require managerial approval only for expensive or limited equipment to ensure proper oversight.

✅ Control user access
Limit asset visibility and reservation rights based on user roles, departments, or locations to reduce confusion and prevent misuse.

✅ Leverage mobile UI and QR codes
Use mobile apps and barcodes or QR codes for fast, contactless check-ins and check-outs, reducing errors and simplifying tracking.

✅ Require acceptance of Terms of Use
Ensure users accept your terms before reserving equipment, and log each acceptance for clear accountability.

✅ Set clear procedures for maintaining asset condition
Define rules for keeping loaner devices in working order. For example, require full reimaging of laptops after each use or after a set number of users. Automate these processes using PowerShell or similar tools.

✅ Schedule regular asset inspections
Conduct routine checks to assess asset condition and catch issues early. Consider automatic audits to detect changes between check-outs and check-ins.

✅🚀 Use ITAM software with integrated service management
Rely on IT Asset Management software with built-in ITSM capabilities to automate return alerts, track usage, and manage maintenance. Route service requests and generate incident tickets automatically to ensure timely resolution.

The Equipment Checkout system in Alloy Navigator is part of the ITAM and ITSM framework, linking equipment reservations and checkouts with asset and Configuration Item (CI) records in the CMDB. This integration offers clear visibility into asset lifecycle, maintenance, and usage within a unified platform, enhancing accuracy, accountability, and workflow efficiency.

Alloy Navigator also includes an integrated Network Inventory module that supports automated audits to detect configuration changes and installations of unauthorized software. For example, audit agents can be installed on loaner laptops to continuously monitor their status and report any changes while they are checked out.

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The story behind Alloy’s Equipment Lending Library

In Alloy Navigator, our equipment checkout system is called the Equipment Lending Library. It was originally designed with schools in mind—K–12 and higher education—where loaner programs are common and often modeled after traditional book libraries.

The name “library” made sense: students and staff borrow devices, use them, and return them, just like books. It’s a familiar, intuitive concept that fits naturally into educational environments.

Today, the Equipment Lending Library is used far beyond education. Organizations across various industries rely on it to manage loaner assets efficiently, while the name continues to reflect its practical, user-friendly origins.

Learn how Alloy Navigator supports efficient asset management in schools here.

People study and work on laptops in a grand library reading room with high ceilings, stained glass, and walls lined with bookshelves.

Key takeaways

Self-service reservations reduce support workload and let users book available assets themselves.
Smooth checkout processes minimize errors and speed up handling.
Real-time tracking and automated alerts keep asset information accurate and current, helping prevent losses.
Alloy Navigator combines all these capabilities in one unified ITAM and ITSM platform, ready to streamline your equipment management from day one.