Equipment Checkout Form

Our employee equipment checkout form template provides a simple, effective way to manage device rental.

Try template


100% customizable

Works on all devices

Employee Equipment Checkout Form Template | Budibase

In the age of remote working, the need to manage how and when employees use devices has increased. Managing company equipment requires strong and efficient organization, communications, and workflows.

Without the right processes in place, it’s almost impossible to manage equipment borrowing. This quickly leads to miscommunications, disruptions, and increased operating costs. Equipment checkout forms help to avoid this.

What is an employee equipment checkout form?

An employee equipment checkout form is a simple app for managing rentals and borrowing. Essentially, this is a basic interface where users can make requests for equipment checkouts.

The goal is to improve communication, efficiency, and accountability. Users can make equipment requests in seconds, without the need to speak to the responsible teams. This also creates an effective audit trail of who had which devices and when.

How do digital forms work?

Like all digital forms , a company equipment sign out form has two components:

  1. A front-end interface for submitting requests,
  2. A back-end database for storing, approving, and managing requests.

When a user makes an equipment rental request, a new row is created in the database. Typically, this details the employee’s name, the equipment they need, when they need it, and any other relevant information.

This gives employees a streamlined equipment sign-out sheet for borrowing and returning company assets.

This database is then used by IT and operations teams, to manage and approve equipment requests. Depending on your needs, this might be done automatically, or manually. The database also provides a record of how and when borrowed equipment is used.

Why do you need an employee checkout form app?

For modern businesses, efficiency is everything. Sharing equipment across teams poses a real challenge here. An equipment checkout form app allows you to provide a smoother and more effective process for employees.

For example, multiple employees might need to use the same piece of equipment, at the same time. Staff members who can’t access the right tools straight away will have to wait, disrupting their workflows.

If this only happens occasionally, checkout forms help you to make a decision on who gets priority. If it happens more frequently, checkout form data helps your team to make decisions about procuring additional devices, to improve operations.

Employee equipment checkout form template 1

Our employee equipment checkout form template

Our free equipment checkout template is built for efficiency and functionality.

With our free template, you’ll have access to:

  • Connection to external databases.
  • Limitless customization.
  • Automated emails.
  • Intuitive UI.
  • Tiered permissions.
  • Third-party integrations.
  • Responsive design.
  • Optional self-hosting.
  • Design customization.
  • Streamlined workflows.

In minutes, you can create a fully functional employee equipment checkout form. Our template can be deployed either as a standalone app or as a form interface for an existing dataset.

Streamlined device management

Our equipment checkout form is designed for optimal employee experiences. We’ve provided data fields on employee information, the checkout request, and a long-form text field to provide additional information.

As employees request equipment checkouts, a record is created in your database. This allows your team to manage device rentals, in line with your internal processes.

With Budibase, you have full control and oversight of how employees check out equipment. Build your perfect equipment checkout form around your existing internal processes, creating streamlined workflows.

Instant request and approval

Employee equipment checkout forms are a powerful way to save time and cut costs. Without a digital system in place, employees are forced to take calls or meetings to organize equipment rental.

This causes unnecessary delays and inefficiencies.

Our form template allows employees to request, manage, and approve equipment checkouts in seconds. You can even set automatic rules, to approve equipment rentals instantly, if a certain device is available.

Manage communications

Digital forms provide seamless communications. When an employee makes an equipment request, responsible teams can be automatically notified, with any required actions outlined. When a request is approved or declined, the original user can then be notified.

Add SMTP credentials to automate emails within your digital form app.

Budibase also offers integration with a number of softphones and instant messaging apps, including Slack. Our employee equipment checkout form is a simple way to massively improve internal communications.

Employee equipment checkout system template

Check out our free employee portal app template .

Automate workflows

Our template is built to automate equipment checkout workflows. Automations can be triggered from any in-app action. Configure your form to trigger any of our built-in automations, to query, manipulate, and use datasets.

Set rules to automatically assign actions to your device management team. Our built-in JavaScript editor makes it quick and easy to add extra functionality.

Budibase also offers a range of third-party integrations, through Zapier and Webhooks. Use in-app actions to trigger automations in your existing software stack.

Control access

Use tiered access to create efficient and secure workflows. Our template comes with four permission tiers. Basic users have the ability to check out equipment or view and manage their previous requests.

Users with higher permissions can then manage and approve all requests, or edit and add new users.

This ensures that users have access to the exact data and functionality they need. Effective access control with Budibase provides a clean user experience while maximizing data security.

Add conditionality

Add conditionality to our template for maximum functionality. Use behavior, user information, or device data to hide or display design elements. Set rules to only display available timeslots for different equipment requests.

You can also display different data fields, depending on the data users provide. For example, you might require additional details to check out certain devices. This allows you to maintain an effective form UI while collecting more in-depth information.

Conditionality can also be used to only offer certain devices to different users. For example, technical and creative teams often have very different equipment requirements. Conditionality offers superior user experiences.

Digital form design and UI

Our equipment checkout form template is built for maximum usability, even for users with poor digital skills. Data fields are clearly laid out and labeled, ensuring that users provide the exact right information for their requests.

Budibase offers complete customization over your form design. Add, remove, or edit data fields in seconds.

Our template offers a choice of four design themes, with full control over branding and color schemes. Create deployable, branded digital forms in seconds, with our low-code builder.

Why build an employee equipment checkout form with Budibase?

At Budibase, we’re on a mission to build the world’s largest ecosystem of business tools. Our platform offers:

  • Open-source design.
  • Scalability.
  • Quick deployment.
  • Access control.
  • Flexible hosting.
  • Mobile-responsiveness.
  • Security.
  • Automation.
  • Integrations.
  • Low-code.
  • Multiple data sources.
  • Infinite customization.
  • Built-in JavaScript editor.

Free, open-source digital forms

Budibase is open-source, forever. Our goal is to empower users to create the perfect tools for their businesses, in minutes. With our low-code editor, creating deployable business apps is a breeze.

Unlike other low-code platforms, we don’t charge hidden fees to build new self-hosted apps or add extra features. Budibase users have complete control over how they build and deploy apps. We even offer free SSO across our platform.

External data support

Budibase offers support for external datasets through CouchDB, Airtable, MySQL, Postgresql, S3, Rest API, and more. Connect your digital forms to existing databases, providing improved functionality in seconds.

We also offer our own built-in database, for the fastest deployments possible. Use direct CSV uploads to begin using the Budibase DB, in seconds.

Self-hosting and managed infrastructure

Host your apps however and wherever you want. Choose from self-hosting or our new Budibase Cloud platform. Our open-source ethos puts you in the driving seat.

Deploy to your own infrastructure using Kubernetes, DigitalOcean, Docker, and more. Budibase also gives you the option to host digital forms locally, or as a web app, for maximum security and flexibility.

Secure equipment checkouts

Our open-source platform provides leading security standards. Self-hosting gives Budibase users complete control over the security of their business apps.

Our low-code platform also offers a range of security features to protect business data. With fully customizable access control, free SSO, OAuth, and OpenID, security is at the heart of Budibase.

For secure fleet management, take a look at our free car rental admin panel template.

Mobile-responsive forms

Budibase forms are fully mobile responsive. Design elements automatically scale and resize to fit perfectly on different devices. You can even use conditional UIs to display simplified forms to mobile users, for optimized user experiences.

Empower your team to use our employee equipment checkout form anywhere, from any device.

Scalability and customization

The tools your employees use are constantly changing. As technology advances, and your organization changes, your checkout forms need to evolve too. Budibase offers unrivaled scalability and customization.

With our low-code platform, you can add new data fields or users in seconds. The flexibility to quickly alter forms is crucial for future-proofing your equipment checkout process.


Budibase sits perfectly alongside your existing software stack. We offer a full range of third-party app integrations , using Zapier, Webhooks, and more. Deploy your checkout request form as a standalone app, or as an addition to existing tools.

Connect to employee directories, approval apps, electronic signature tools, and more.

With extensive support for existing datasets, Budibase is the smart way to deploy digital forms. In seconds, you can create effective interfaces, which work perfectly with existing tools.

Start building using our equipment checkout form template

We’re on a mission to change the way businesses build internal tools . Don’t spend vast sums on custom builds or off-the-shelf tools. With Budibase, you can create secure, functional, and deployable apps, in minutes.

Budibase is free, forever. However, we do offer premium support and SLAs for enterprise clients. Check out our pricing page for more information.

To start using our free employee equipment checkout form template today, simply click below.

Deployment options