What Is an Equipment Checkout System & How Does It Work?


Oded Ran

Oded Ran, CEO and Co-Founder of Clue since 2019, expertly integrates AI and data tools to revolutionize construction equipment management and maintenance, positioning Clue as a premier software choice in the construction industry.

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An equipment checkout system is an essential part of an efficient working zone and contributes a lot towards saving time and money. It is not only an equipment management system but a one-stop solution for tracking availability, organizing inventory, monitoring conditions, outlining rental costs, and keeping an eye on equipment usage all under one glass pane!

With the analysis of the market value of equipment checkout systems expected to increase from $1,604.68 million in 2020 to a whopping $4,391.99 million by 2030, it is clear that it will become crucial in the near future.

Not only the construction site owners or business holders can benefit from this monitoring software, but it also allows the staff/team members to input all data and essential information into a single database collection.

What is equipment checkout software?

In simple terms, it would be called a ‘check in and check out system’ that allows its users to view availability, manage access, check for maintenance, and keep track of the condition of the material/tools being used on a construction site.

It wouldn’t be wrong to call it an automated asset checklist which also provides real-time location of the assets and its past and present users with the help of bar codes, QR codes, or RFID tags.

The equipment checkout software gives its users and owners complete control over the usage and conditions of their assets across different worksites and the ability to complete projects on time.

How does an equipment checkout system work?

Reservation and scheduling

The equipment checkout system has a calendar-based interface that allows its users to book tools/equipment in advance avoiding any sort of mix-up and availability issues. This feature makes it easy for the team to allocate tools where needed and keep a record of future usage.


The most important aspect of a check in check out software is that the owners are aware of the real-time location of their equipment and tools. This feature makes it easier to rule out chances of theft and maintain a checklist of which employee is in charge of which asset.

It was noted that only in the year 2021, 11,504 thefts were reported on construction sites making the equipment checkout software a much-needed database where all assets are tagged with barcodes, QR codes, and RFID tags for concrete visibility.


This feature allows the user to view equipment usage, machine activity, health factors and customized reports to make informed decisions about the repair or purchase of new parts/tools.

You can view fuel usage, idle hours, no. of hours worked, fault codes or receive alerts if a piece of equipment shows signs of malfunctioning.

Inventory management

A critical inspection tool specifically designed to uphold stock levels, upcoming maintenance, and any renewals needed. The inventory tool also plays a major role in aiding the calendar interface because it pairs the equipment with the schedule of fleet vehicles. 

It also provides the date of purchase, previous maintenance history, and notifications regarding the catalog of the equipment ahead of time.

Payment Processes

Some companies utilize equipment by renting it out from other companies. Such organizations can benefit from the equipment checkout system by keeping track of purchases, billing information, upcoming rental agreements, and financial tracking.

This feature ensures fees are paid on time, invoices are created without error and there are no payment issues.

How to utilize equipment checkout software for the best outcome?

It’s quite astonishing that about 80% of the employees waste half an hour of their work time trying to retrieve data every day. Moreover, 43% of small businesses fail to track inventory effectively resulting in huge losses and facing downtimes.

However, you can use Clue to optimize your work and easily collaborate with employees while having full knowledge about the whereabouts of your equipment and their usage. 

1. Locate equipment.

With the help of RIDF tags, GPS trackers, barcodes and QR codes you can easily view the live location of a particular asset or equipment. This technology is superficial in aiding the working of fleet vehicles.

Your employees and workers can also easily schedule or view available resources from the calendar available on the equipment checkout system.

2. Keep a record of its users.

The tool checkout system keeps track of all of its past and present users allowing you as a business owner to see who has custody of which item and retrieve the equipment when the rental period is about to be over. Furthermore, you can also be able to pinpoint the last user of an asset if it is damaged or stolen.

3. Book equipment with full knowledge of the inventory

As mentioned previously, the calendar feature will allow you to break free from any hassles and efficiently allocate equipment to your workers. Your employees can also book the assets according to the calendar schedule without the risk of any double bookings.

4. Use Handheld devices

Even if you cannot afford RFID tags or barcode checkout systems you can still use a smartphone or tablet to digitally keep track of inventory and equipment users.

Software like Clue is dedicated to providing you with the fast-tracking of data simultaneously allowing you to pair it with other types of software running under your hub.

Benefits of an equipment checkout software system

Keep real-time records

Get more visibility with the real-time records where you get instant updates on check-in and checkout tools, location of assets/fleets, and their users.

The best part is you don’t have to worry about double bookings or sudden cancellations because everything is scheduled and presented on the equipment checkout system.

Ensure proper usage and handling of equipment

Often workers tend to mishandle the equipment or overlook the signs of repair/damage. Such instances can account for sudden downtime.\

However, with Clue you are able to view the fuel usage, number of idle hours, number of hours worked, alerts for signs of repair, tips on increasing the lifetime of equipment, and maintenance updates. 

Now you don’t have to worry about risking meeting deadlines or extra costs trying to recover from downtimes.

Work faster and meet deadlines

Witness an increase in workflow when you pair your equipment with the equipment checkout system! According to a study by Aberdeen Group, it was noted that companies using a tool tracking software experienced a 14% increase in equipment utilization while another study showed that such software can save 22 minutes of work time per day, per employee which was previously spent rummaging for lost parts/misplaced tools.

Increase of accountability

Construction equipment theft is a very common issue amongst site owners and even with the use of CCTV cameras and security guards, thieves tend to get away with a lot.

According to the NCIC there were 11,574 reports of stolen items in the year 2016 while there was $1.04 billion worth of robbery during the first 8 months of 2021 in the Pikes Peak region of Colorado.

Keep track of future maintenance schedules

You can be tension-free about the accuracy of the checklists provided by the check in check out system because of reliable reports and constant check and balance between the users and equipment availability.

Instant Alerts

Get instant alerts on your mobile phone or tablet if there is some sort of malfunctioning, danger, missing parts, repairs or an employee requires a certain tool/asset.

It is an easier way to track down the location of the equipment and retrieve it for instant use and increase work efficiency.

Get Clue for efficient equipment checkout software!

If you are tired of scrolling endless Excel sheets or pinpointing the one accountable for damage/theft then you should give Clue a try. This equipment checkout system will work wonders for you by aiding in the exemption of lost time, tracking your equipment effectively, and providing an effective workflow for your project.


How does the software handle equipment maintenance and repairs?

The user can set up notifications and alerts for when maintenance is due while the software also keeps track of the repair history of each equipment. The software is also able to track maintenance costs and provide insights into downtime.

Can the software integrate with other systems?

Yes, Clue’s services allow you to pair this app with other software running previously. It can also be paired with GPS trackers, accounts software, or project management tools.

How does the system improve safety on construction sites?

It prevents equipment failure by providing maintenance updates and timely repair alerts. It also provides data on the condition of the asset/tools so that there are no risks of accidents or injuries on the site area.

Is the software suitable for small construction companies?

Clue is an equipment checkout system that can be tailored according to the company’s needs. While large companies tend to benefit a lot due to their vast network, smaller construction businesses can also take full advantage of the software by increasing work efficiency and reducing equipment loss.

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