Equipment rental management template
An equipment rental management app for teams hiring out individual tools and equipment. Reserve a unit, record collection and return, and keep pricing, condition and service history together.
What is this equipment rental template?
Borrow connects each physical unit to its bookings and service record. Staff register equipment, reserve inclusive collection-to-return dates, hand over a unit and inspect it when returned. Agreed daily rates stay with existing reservations when the equipment rate changes. A return marked Needs attention moves the unit to Maintenance. This English desktop pilot uses ToolJet Database and fictional records; public deployment and download await export and clean-install validation.
- Screens
- 4 connected pages
- Data source
- ToolJet Database
- Language
- English
- Pricing
- Whole USD daily rates
Built for Small equipment hire businesses and internal tool libraries coordinating individual physical units.
From reservation to return.
Keep customer commitments and equipment condition in one unit workspace.
- Home
Work the rental counter
Review upcoming collections, returns and overdue hires. Open the equipment unit behind each rental and check the shelf summary before booking.
- Equipment
Register each physical unit
Add an asset tag, equipment name, category, storage location and daily rate. New equipment starts Ready and in Good condition.
- Unit
Reserve, hand over and inspect
Reserve dates, record the handover, then return with a condition and any manually agreed additional charge. Preserve the unit activity history.
- Reservations
Review commitments across equipment
Search reserved, out, returned and cancelled rentals across units. Open the relevant unit to inspect its booking history.
What does the template cover?
A working rental counter
A collections-and-returns queue shows rental reference, equipment, customer, date and handover context. A read-only shelf summary cautions that reservations may already apply.
Reservations with date checks
Reserved and Out date ranges cannot overlap on the same unit. Existing reservations retain their original daily rate when dates or equipment rates change. Cancelled reservations can be reopened only when dates and readiness permit.
Recorded handovers and inspections
Checkout requires the collection date to have arrived, a Ready unit and no other rental currently Out on that unit. Returns record condition, note and optional whole-USD additional charge; damaged returns move the unit to Maintenance.
Equipment readiness and rate management
Edit equipment details and the rate for future reservations. Record service/readiness changes when no rental is Out; only Good equipment can be Ready. Future reservations remain visible during maintenance or retirement.
ToolJet Database with sample data
The pilot uses 1 table with fictional records. No external database is needed to explore the source app.
| Table | Sample data | What it stores |
|---|---|---|
| Equipment units | 6 sample units | Individually tagged tools and equipment with daily rates, condition, readiness, activity and 5 embedded sample bookings spanning Reserved, Out and Returned. |
No payment collection, deposits, tax, automatic late fees, prorating, delivery routing, customer portal, notifications or role policies are included. Rates and additional charges are entered in whole USD; totals use all booked calendar days, including collection and return days. Each booking belongs to one physical unit. Duplicate rental references across units are checked against loaded data only, not enforced across concurrent sessions. The pilot loads fewer than 1,000 units and blocks writes at 1,000; larger inventories need a different paging and validation strategy. A hard reload requires reopening the unit from inventory. Package portability and clean installation remain unverified.
Make it yours with AI.
This design is a starting point. Describe the look you want, add your logo and brand colors, or ask for new features in a prompt. Use the starter prompt to build your own version in the ToolJet AI builder, or use a suggested prompt to modify an app you already have. Review and test the result.
Suggested prompts describe changes you can request. Additional features and translations still need to be built and tested.
How to use this template.
Add it to your workspace
Choose ToolJet Cloud, or download the application package to import into your self-hosted instance once the template is released.
Start with the included database
Explore the sample records in ToolJet Database, then add your records and configure the workflow for your team.
Make it work your way
Describe your preferred design, branding, and new features in the AI builder. Test your workflow, then share your app with the people who need it.
Template FAQs
What does the equipment rental template include?
Borrow includes equipment registration, individual-unit reservations, a rental counter, handover and return records, service readiness and a cross-equipment reservation register.
How are rental dates and charges calculated?
The agreed charge uses the saved daily rate for every booked calendar day, including collection and return days, plus any manually entered additional charge. Rates and additions use whole USD. There is no automatic prorating, tax, late-fee calculation or payment collection.
Can a unit be booked twice for the same dates?
The app blocks overlapping Reserved or Out booking dates on the same unit and uses revision checks when saving that unit. Cross-unit duplicate rental-reference checks use loaded data and are not a database-wide concurrency guarantee.
What happens when equipment returns damaged?
A Needs attention return moves the unit to Maintenance. Staff can record service and restore Ready only with Good condition. Existing future reservations remain visible and need staff review.
Can I change a reservation or reopen a cancellation?
Reserved bookings can be edited while retaining their original daily rate. Cancelled bookings can return to Reserved when the unit is Ready and its dates do not conflict. Returned bookings remain complete.
Can I customize the design and features with AI?
Use the starter prompt or a follow-up prompt to change branding, typography, layout, fields and workflows. New features and translations need implementation and testing.
Is this ready to download or deploy?
It is a local pilot using ToolJet Database and fictional data. Public deployment and download remain disabled until export and a clean installation are validated. Role policies and portable installation are not yet verified.
Expense reimbursement
Receive individual expense claims, review receipt references against saved per-expense limits, and record approval or reimbursement.
Security exception management
Track time-limited security exceptions with a risk owner, compensating controls, recorded assessment and remediation evidence.
Employee probation reviews
Coordinate employee probation reviews using role-specific periods, manager feedback, competency scores and documented confirmation or extension decisions.