FREE TOOL
Tools & Equipment Inventory Log Generator (Free Tool)
Pick the columns your team actually fills in, then download a ready-to-use CSV or print a blank log sheet for the gear closet clipboard. Everything runs in your browser: no signup, no email, and nothing you configure leaves this page.
10 columns · 15 blank rows
MAKE THE LOG DO SOMETHING
A log tells you what you own. WhoHasGear tells you who has it.
A paper log records the inventory. WhoHasGear tracks where every item goes: point a phone at a QR label, the borrower types their name, and the whole team can see what's out, what's overdue, and who had it last. Import the CSV you just downloaded and your log becomes a live system.
- Import the CSV from this page
- Free for your first 5 items
- Overdue items flagged on your dashboard
- Full custody history per item
No credit card. The generator above stays free either way.
Which columns matter (and why)
The whole point of an inventory log is answering questions later — after a theft, an insurance claim, a budget meeting, or a “does anyone know where the good lens went?” moment. Each column earns its place by answering one of those questions:
- Item Name is the anchor. Everything else is useless without a shared name everyone on the team recognizes.
- Serial Number is your proof column. Police reports, insurance claims, and manufacturer warranty requests all ask for serials — and they have to be recorded before the item disappears, because the box it came in is long gone.
- Condition is a baseline. Write “good” today, and next spring you can prove the scratch happened on your watch, not before. It also tells you what to budget for replacement instead of guessing.
- Location cuts search time to zero. “Which case is the drill in?” shouldn't require opening five cases.
- Assigned To matters most for gear that lives with a person rather than a shelf — staff laptops, band instruments that go home, cameras checked out to a volunteer.
- Purchase Date and Replacement Value feed your budget and your insurance schedule. Insurers and tax preparers both care about what things cost and when.
- Item ID, Category, and Notes are optional but powerful: an ID gives every item a unique handle (useful once you own two “Sony A7 III” bodies), a category keeps the list sortable, and notes catch the details that don't fit anywhere else — “lens cap missing,” “sticker of a turtle on the case,” “needs new charger.”
How to fill in the log
Print the blank sheet, clip it inside the storage room door, and log items as you handle them — don't schedule a heroic “inventory weekend,” because it never happens. Start with the ten most valuable items, then add a few more each week. Photograph serial plates with your phone as you go; a photo of the serial beats a transcription typo. When the paper log fills up, type the rows into the CSV (any spreadsheet opens it) and print a fresh blank sheet. Ten minutes a month keeps the whole list honest, and the condition column stays truthful only if you glance at the item while writing it.
From CSV to a live tracker
A log — paper or spreadsheet — tells you what you own, but it can't tell you who has what right now. That's the gap WhoHasGear fills: it supports CSV import of assets, so the file you download above maps straight in — the columns line up on import and you confirm the mapping before anything is created. It's free for your first 5 items, then $1 opens everything for 7 days. From there, every item gets a QR label people scan to check it out, you see what's out and what's overdue at a glance, and the custody history answers “who had it last” without a single phone call.
Counting everything from zero? Our church equipment inventory checklist walks room by room through a full count, and pairs well with this log — the checklist finds the gear, the log records it.