Equipment loan management
Practical, powerful equipment loan management software
Automate equipment check-outs, reservations and returns, with no spreadsheet or paperwork.
Hector gives you a real-time view of who has what, where, and until when.
What is equipment loan management software?
Equipment loan management software centralizes and automates the whole lifecycle of an equipment loan: reservation, approval, check-out, tracking during use, then return and putting back in stock. It replaces Excel files, paper forms and booking sheets, sources of errors and losses.
In practice, Hector lets your employees, students or members reserve equipment themselves, online or on mobile, while you keep an accurate record of each piece of equipment at every step.
How does loan management work in Hector?
01
Import your equipment
Enter or import your equipment, with your own names, categories and locations.
02
Add your users
Invite your employees, students or team members and assign each one custom permissions.
03
Set your loan rules
Minimum and maximum duration, opening hours, equipment available for reservation, required approvals.
04
Let your borrowers reserve
They reserve from the mobile app or the web; you receive an approval notification if you want.
05
Hand out and collect the equipment
One scan at check-out, one scan at return: the inventory updates itself.
Why manage your equipment loans with Hector?
Self-service loans, no extra load on your teams
Empower your employees or students: they make their own reservation requests, on mobile or web. You choose the level of control: manual approval by a staff member, or fully automated self-service loans.
Real-time tracking at every step
Track each loan in detail: registration, preparation, assignment, receipt, return, putting back in stock, breakage, handling. You have all the information, at any time, across your entire inventory, no more “who took the drill?”.
The lifespan and upkeep of your equipment under control
Track the lifespan and depreciation of each piece of equipment. Schedule automatic notifications for your maintenance and replacements, and avoid costly breakdowns and unplanned downtime.
Barcode and QR code identification
Label your equipment with barcodes or QR codes: every check-out and return is scanned in seconds. Your database stays up to date naturally, with no manual entry.
Track all your organization's assets
Hector’s great strength is its flexibility: no imposed category or item name. You define your own assets, categories and locations, and track exactly what you want, the way you want.
- Audiovisual equipment
- Bookable rooms and spaces
- Tools and machinery
- Books, magazines and publications
- Sports equipment
- Medical and orthopedic equipment
- IT fleet
- Event equipment
- Vehicle fleet
- and many more.
Loan management on Excel is over
Manually entering every check-out and return in a spreadsheet is endless and risky. Excel files don’t offer the tight tracking of an automated solution: duplicates, forgotten returns, inventories that no longer match reality.
With Hector, tracking and updating happen automatically. You cut errors in your database and save considerable time. And since it is a cloud solution, it is continuously updated to keep up with industry standards and technologies.
Hector vs Excel
| Criteria | Hector | Excel spreadsheet |
|---|---|---|
| Equipment reservation | Self-service, web and mobile | Request by email or paper |
| Check-out and return tracking | Real time, at every step | Manual update, quickly outdated |
| Equipment availability | Visible before you book | Unknown without checking the file |
| Overdue returns | Automatic reminders | No reminders |
| Equipment identification | Barcodes, QR codes, RFID | Manual search |
| History per item | Full: who, when, condition | Partial or missing |
| Maintenance | Alerts before due date | Forgotten until it breaks |
Software built for every industry
Hector adapts to your needs, whatever your industry.
Everything you need
Asset Tracking
Get an instant overview of all your hardware and software assets, with a flexible tool that adapts to your needs.
Equipment Loans
Automate equipment check-in and check-out, and keep clear track of your loans and rentals.
Mobile App
Access Hector anywhere: track your assets, scan your items and reserve equipment securely.
Report Generation
No more manual reports. Generate your inventories and equipment audits in just a few clicks.
Notifications & Reminders
Get alerted automatically whenever an action, an overdue return or a maintenance task needs your attention.
Data Security
Your sensitive information is protected and stored in a highly secure environment.
Barcodes & QR Codes
Generate and scan barcodes and QR codes to track your assets quickly and without errors.
RFID Inventory
Identify your assets by radio frequency (RFID): no more manual entry or time lost during inventory counts.
See more features
User Synchronization
Import your employees, students or clients so they can access Hector and act autonomously.
Single Sign-On (SSO)
Log in instantly with single sign-on, without re-entering your credentials every time.
Operations Module
Manage your daily activities: procurement, preparation, delivery and repair of your equipment.
Cloud Solution
Your inventory hosted in the Cloud, synced and accessible anytime, anywhere.
Inventory Reconciliation
Compare your physical inventory against your Hector data, spot discrepancies and make your stock reliable fast.
Iris Module
Link your QR codes to specific actions and trigger creation, movement or consumption in a single scan.
Accounting Module
Centralize invoices and payments in Hector: templates, documents and clear tracking of your transactions.
Transfer order
Move equipment between stockrooms and sites, with full traceability of every transfer.
Purchase Orders
Order from your suppliers, receive equipment and enter serial numbers right at receipt.
Requisitions
Let your users request equipment from a catalog and track each request until fulfilled.
Work Orders
Plan and track repairs on your equipment, from the initial request to completion.
Maintenance
Schedule preventive maintenance by subcategory or asset and get alerted before each due date.
Customization
Adapt fields, grids, email templates and printouts so Hector fits your processes.
Artificial Intelligence
Generate subcategory images, sort imported models and rename technical references into names your teams recognize.
Rental rate
Apply hourly, daily, weekly or monthly rates automatically to every loan, all the way to the invoice.
Your questions, answered
Who is equipment loan management software for?
For any organization that lends or reserves equipment regularly: schools and universities (loans to students), construction firms (tool reservations), event services, medical facilities, local authorities, IT departments or any internal team managing a fleet of shared equipment.
Can my borrowers reserve equipment themselves?
Yes. Your employees or students reserve directly from the mobile app or the web. You decide whether to require approval by a staff member, or leave loans as automated self-service.
Can you use barcodes or QR codes?
Yes. Each piece of equipment can be labeled with a barcode or QR code, which lets you scan check-outs and returns and update the inventory automatically.
Does Hector work on mobile?
Yes, Hector is available on the web and through a mobile app, for managers and borrowers alike.
Can you import an existing inventory from Excel?
Yes. You can import your existing equipment to get started quickly, without re-entering each item by hand.
Does Hector also manage equipment maintenance?
Yes. You can track the lifespan and depreciation of your assets, and schedule automatic notifications to anticipate maintenance and replacements.