Equipment inventory template
Eleven fields to answer the four questions people actually ask: where is it, who has it, what condition is it in, and when does it need checking again.
What's in the template
- Asset code: as text, the one you physically stick on the item.
- Item, Category (IT, tools, vehicle, furniture, safety gear), Serial number.
- Purchased on, Purchase value.
- Assigned to and Location: two separate fields, because kit assigned to someone can be sitting in a van.
- Condition: new, good, worn, in repair, retired.
- Next check, Under warranty.
The filters that do the work
The template arrives with its typed columns. Each filter below takes two clicks on the grid, and it remembers your setup between visits.
- Assigned: sorted by person. The filter you set when someone leaves.
- Available: unassigned and in good condition. What you can hand out right now.
- Checks due: due within thirty days, soonest on top.
- In repair.
Why not a spreadsheet for this
- Stocktakes happen with several people, standing up, on a phone. That's the worst possible context for a spreadsheet grid: one shifted row and you're hunting for an asset that never moved.
- A check date never surfaces on its own. In a file it sleeps in a text column, where it won't even sort. Here it's a date: a filter set to thirty days puts it in front of you, and on safety equipment that isn't a convenience detail.
- An individually tracked item needs its own code. Two identical labels on two objects and the inventory stops meaning anything. Sort on the code now and then: collisions show up side by side.
Your depreciation stays in Google Sheets. Fleet value, charges, replacement planning: the table feeds your sheet and your calculations don't change.
FAQ
Can I track loans? The "Assigned to" field is enough for a simple loan. For a history of successive loans, create a second table with one row per loan.
How do I evidence regulatory checks? Use "Next check" and update the date after each inspection. If you need the run of past checks on record, keep a second table with one row per check: an overwritten row doesn't retain its previous value.
Do I need one row per identical item? Yes, as soon as they're tracked individually: a serial number, an assignment, or a check per item means a row per item.
This template is one of the Rowbase templates. If you're still weighing whether to leave your sheet, read why the file ends up crawling instead.