One profile per identifiable item
Use individual profiles for reusable items that need their own identity and history. Use a reusable quantity record for interchangeable units, or a consumable record when issued units should leave the on-hand balance. Owner and Manager roles can count one pooled profile or use a printable multi-item sheet that retains the shared session and each expected-versus-observed line. A whole-record location transfer retains its custody and balance snapshot; split one pooled record into separate profiles if stock must stay at several depots. Keep accessories separate where their own availability matters.
Prepare useful information
Gather category, equipment type, name, serial number, location and an identifying photo. Add a daily hire-rate reference only if it helps your staff; it is not a customer checkout price or payment request.
Import carefully
The CSV importer previews up to 1,000 items per file, then saves them in resumable 50-item batches. Check the preview before confirming. Imported equipment starts on hold so staff can review condition, dates and readiness before making it available. Keep your original spreadsheet until the register is checked.
Rehearse with fictional records
Use the free demo to practise reservation, checkout, return and fault reporting without saving real business data. The demo resets on refresh. The signed-in evaluation is separate and currently requires ChatGPT sign-in.