TOPIC GUIDE
Templates & free tools
Start-here assets: spreadsheets, checklists, and generators for any team that lends gear. Every template works on paper today and upgrades to QR scanning when the clipboard gives out.
Every tracking system needs a starting point, and "set up your inventory" is where most teams stall. These templates and free tools skip the blank-page problem: an equipment checkout log already formatted with the columns that matter, an audit checklist that turns a physical count into actual answers, and a generator that prints QR labels on the Avery sheets you can buy at any office store. Every one of them works today, on paper or in a spreadsheet, with no account and no software to adopt.
The same progression runs through all of them. Start with a master list and clear IDs — that is the audit checklist and the asset tag generator. Add the checkout habit — that is the Excel log, with dropdowns and automatic overdue highlighting already built in. Then run the loop that keeps it honest: label, log, lend, and recount on a schedule.
Use these however your team works best: print the checklists, download the spreadsheet, generate the labels. When the volume outgrows paper — more people touching the gear than one clipboard can keep up with — every template here maps directly onto WhoHasGear, and the free plan carries your first 5 items while you decide.
AV Equipment Pull Sheet Template: Check Every Load
A copyable manual AV pull-sheet example with counted stages and a worked loading discrepancy.
Read the guide →Equipment Sign Out Sheet Generator
Create a blank equipment lending and return sheet with your choice of fields. Print on Letter or A4, or save a PDF through your browser.
Open tool →Equipment Checkout Log in Excel (free template)
A ready-made checkout spreadsheet with dropdowns and automatic overdue highlighting — download and go.
Read the guide →Inventory Audit Checklist
The count-and-reconcile process in four phases, for turning a physical count into actual answers.
Read the guide →Tools & Equipment Inventory Log Generator (free tool)
Choose your columns, download a ready-to-fill CSV, or print a blank inventory log sheet.
Open tool →QR Asset Tag Generator (free tool)
Type your asset IDs, print on ordinary Avery label sheets, and stick them on anything.
Open tool →Church Equipment Request Form (free tool)
A fillable borrowing request form — printable or online — so every loan starts with a record.
Open tool →Team Equipment Checkout Sheet Generator (free tool)
Build a roster and gear list, then print per-player issue sheets, a master inventory, a checkout log, and QR labels.
Open tool →