# Shelf — Full Content Bundle
> Consolidated bundle of Shelf's marketing site content for LLM ingestion.
> See https://www.shelf.nu/llms.txt for the structured index with link descriptions.
This file concatenates Pricing, Features, Solutions, Industries, Use Cases,
Comparisons, Glossary, and Concepts. Knowledge base articles, blog posts,
product updates, and case studies are linked from llms.txt with stable URLs.
# Pricing
URL: https://www.shelf.nu/pricing
Shelf is priced per workspace, not per asset or per user seat. Every plan includes unlimited assets, and the Team plan includes unlimited user seats at one flat price. All amounts are USD.
## Plans
### Personal — Free forever, no credit card required
For individuals and personal collections.
### Plus — $34/month, or $190/year billed annually
For solo managers tracking shared equipment.
### Team — $67/month, or $370/year billed annually
For departments, labs, and production teams.
### Enterprise — Custom pricing — contact sales
For universities, multi-site orgs, and large teams.
## Add-ons
Add-ons attach to a Team workspace and can be switched on or off at any time from workspace settings. Adding one mid-cycle on annual billing is prorated to the renewal date. Audits and Alternative Barcodes are free to enable during the 7-day Team trial; SSO is configured together with the Shelf team on a paid plan.
### Audits — $37/mo or $205/yr
Create audits, assign auditors, scan QR codes, and track asset verification in real-time. Shelf compares what was scanned against what should be there and flags found, missing, and unexpected items automatically.
- Create audits and assign auditors to verify your assets
- Set due dates and track progress in real-time
- Use QR code scanning for quick asset verification
- Generate detailed audit reports
### Alternative Barcodes — $18.50/mo or $170/yr
Generate new barcodes or use your existing ones. Supports Code128, Code39, EAN-13, DataMatrix & QR codes — ideal for migrations, so you can bring assets across from another system without re-tagging a single item.
- Supports Code128, Code39, EAN-13, DataMatrix & QR codes
- Generate new barcode labels or use your existing ones
- Print barcode labels for your assets
- Built-in barcode scanner for quick asset lookups
Teams migrating from Cheqroom, Snipe-IT, Asset Panda, EZOfficeInventory, Wasp commonly enable this add-on to keep the labels already on their assets instead of re-tagging every item.
### SSO / SAML — $9/user/mo for the first 15 users, $4/user/mo for users 16–50, $1/user/mo for users 51–250, $0.05/user/mo for users 251 and above (annual billing); monthly billing is $15/user/mo for the first 15 users
Single Sign-On over SAML 2.0, working with Microsoft Entra, Google Workspace, Okta, and other providers that support the protocol. Automatic user provisioning (SCIM) is included at no extra charge. Your Team plan is licensed per workspace with unlimited users — SSO is the one deliberate exception, licensed per identity that signs in.
- SAML 2.0 — works with Entra, Google Workspace, Okta and more
- Automatic user provisioning (SCIM) included
- Applies to every user in the workspace
- Regular username/password users stay unlimited and included
SSO is licensed per user who signs in via SSO; bands are cumulative, so the first 15 users always bill at the first-tier rate.
- Users 1–15: $9/user/month on annual billing; $15/user/month on monthly billing.
- Users 16–50: $4/user/month on annual billing; no monthly-billing option for this band.
- Users 51–250: $1/user/month on annual billing; no monthly-billing option for this band.
- Users 251 and above: $0.05/user/month on annual billing; no monthly-billing option for this band.
- An unlimited-user SSO licence is also available, removing per-seat counting entirely. Above roughly 100 SSO users it usually works out cheaper than per-seat billing. It is quoted per organization — contact https://www.shelf.nu/contact.
## One-time services
### Migration Support — from $175, one time
We move your data, images, and codes into Shelf for you. Self-serve CSV import is included on Plus and above — this is for teams who would rather hand the whole migration over.
## Discounts and billing
Registered non-profit organizations, including non-profit schools and universities, receive 10% off the Team plan, all add-ons, and SSO on annual billing. Annual plans can be paid by invoice with a purchase order via ACH, wire, or SEPA transfer, and Shelf supports formal quotes, W9s, and vendor registration for procurement teams.
---
# Features
## Consumables Tracking
URL: /features/consumables-tracking
Track supplies and consumables by quantity alongside your individually-tracked assets — units of measure, min-quantity low-stock alerts, Used-up or Returnable consumption, and quantity-aware custody, bookings, and kits.
# Consumables Tracking Software
Not everything you manage is a single, serialized asset. Cables, batteries, gloves, printer toner, lab reagents, PPE — these come in bulk, get used up, and need restocking. Shelf lets you track supplies and consumables by quantity **alongside** your individually-tracked assets, in one system, so your stock of disposables and your fleet of equipment live side by side.
---
## Two ways to track every item
When you create an item in Shelf, you choose how it's tracked:
- **Individually tracked** (the default): one record is one physical thing, with its own QR label, custody, and history. This is how you track laptops, cameras, power tools — anything serialized and unique.
- **Tracked by quantity**: one record is a *pool* of identical, interchangeable units sharing a single QR label. This is how you [track consumables by quantity](/glossary/quantity-tracked-assets) — the printer paper, the AA batteries, the box of nitrile gloves.
The tracking method is chosen at creation and is **permanent** — it locks once the item exists, so decide up front whether an item is a unique asset or a pool of stock. Quantity tracking complements individual tracking; it doesn't replace it.
Not sure which method fits an item? [How to Choose a Tracking Method](/knowledge-base/how-to-choose-a-tracking-method) walks the decision in four questions, including when a fleet of identical units belongs under an [Asset Model](/glossary/asset-models) instead.
---
## Track assets by quantity
A quantity-tracked item holds a **total quantity** in a **unit of measure** you define yourself — pieces, boxes, liters, kilograms, whatever fits. The whole pool shares **one QR label**, so a single scan finds the stock rather than hunting for one unit among hundreds.
Your **available** quantity is computed live as you go: the total, minus what's in custody, minus what's earmarked to a kit, minus what's checked out on an active booking. It shows what's genuinely on the shelf to hand out right now, without maintaining a separate "available" number by hand. Units reserved for future dates are counted separately, on their own **Reserved (bookings)** row, so a booking three weeks out never makes today's stock look smaller than it is.
---
## Consumable or returnable
Every quantity-tracked item has a **consumption type** that matches how it's actually used:
- **Used up**: a one-way consumable. Once it's issued, it's gone — paper, reagents, disposable gloves. Shelf applies that on both routes stock leaves by, a booking check-in and a custody hand-out, so the count drops either way.
- **Returnable**: a two-way pool. Units go out and come back, and a **consumption report** is recorded at check-in so you capture how much was actually used versus returned.
For day-to-day stock changes, **quick adjustments** keep counts honest: restock to add stock (+), record a loss (−), or correct a miscount — each with an optional note. Every adjustment is logged with full attribution and shows up in the asset's activity **notes**, so there's a running audit trail of who changed what and why.
---
## Quantity-aware custody
Custody works at the unit level. Assign **any portion** of a pool to a person and let **multiple people each hold a share** of the same item at once — each custodian's quantity is tracked separately. Hand 5 of 20 radios to one crew lead and 10 to another, and Shelf knows exactly who's holding what.
Ending a hold follows the item's consumption type, so the stock figure stays honest without anyone remembering a rule. Returnable units go back into the available pool. A **used-up** consumable is marked as consumed instead, and those units come off the total for good. When only part of a hand-out was actually used, record that: a crew that took 40 pairs of gloves and used 10 hands the other 30 back in the same action. The split is written to the item's activity log, and a consume that crosses the minimum triggers the low-stock alert below.
---
## Low-stock alerts
Set a **minimum quantity** threshold on any quantity-tracked item and Shelf watches it for you. When a stock adjustment, a custody assignment, or a booking check-in takes available stock to or below that minimum, the **workspace owner and every admin** get an email alert, and an in-app notification goes to whoever made the change. When stock recovers, the same people get a **Back in stock** notice, and the **Low stock** badge on the asset page clears itself.
The alert fires **once per crossing**, not on every decrement. Shelf remembers that an item is already flagged and stays quiet until it recovers, so drawing a pool down over a week does not produce a week of email.
Alerts only fire when a minimum is set, so no threshold means no noise.
To see everything running low at once, open the [advanced asset index](/knowledge-base/advanced-asset-index-complete-guide), click **Filter**, and tick **Low stock only**. Add **Min quantity** as a column and each item's threshold sits next to its live count.
---
## Every stock change is on the record
Quick adjustments aren't the only thing tracked. Changing a count on the asset edit form, or changing the **min quantity** threshold itself, writes its own entry to the asset's **Activity** tab with the old and new value and who made the change, and the decrements a booking check-in or a consumable hand-out applies are logged the same way, with consumed and returned units recorded separately. However stock moved, it left a trail, so "who took 40 cables and when" has an answer without anyone keeping a side spreadsheet.
---
## Quantity in bookings & kits
Quantity-tracked stock plugs into the rest of Shelf:
- **Bookings**: reserve N units from the pool for a date range, and adjust that number as plans change. Shelf counts what's free on those dates and won't let a booking take units that aren't there. Because the count is date-aware, stock that comes back before a booking starts can be booked by someone else in the meantime, so the same 10 sandbags can serve three crews in three different weeks.
- **Kits**: include quantity-tracked stock in a kit, and the kit handles custody by quantity — so a kit that ships with 3 cables and 1 charger keeps its stock counts straight.
Bookings — and quantity in bookings — are available on **Team plans**.
---
## Import & export
**CSV import/export** supports quantity tracking directly, with columns for quantity, unit of measure, min-quantity, and consumption type — so you can bring an existing supply list in (or pull it out) in bulk. Import/export is a premium capability.
---
## Asset models: fleets tracked unit by unit
**[Asset Models](/glossary/asset-models)** cover the middle ground between one-off assets and pooled stock: fleets of identical, serialized gear where every unit still needs its own record. Group individually tracked units under a model (say, "Dell Latitude 5550") and each unit keeps its own QR label, custody, and history, while new units created from the model inherit shared defaults like category and valuation. A model also carries one cover image: upload the product photo once and every unit that has no photo of its own displays it, across the asset index, reports, PDFs, and the mobile app. Bookings can [reserve by model](/features/bookings#book-by-model): reserve "4x HDMI cable" and scan any 4 units at pickup (bookings are on Team plans). Models group *individually tracked* assets only (a quantity-tracked pool cannot join a model), and units can join or leave a model at any time. Models themselves live under **Settings → Asset models**, and a fleet you already own is grouped from the asset index in one pass: select the units, then **Actions → Update asset model**.
---
## Available on every plan
Quantity tracking and asset models aren't plan-gated — they're available on **every Shelf plan**, including the free tier. The features that build on top keep their usual tiers: bookings (including reserving quantity and reserving by model) are on **Team plans**, and CSV import/export is premium. Shelf is open source and free to start, with the free tier supporting a single user.
---
## Common use cases
- **IT supply closet**: track cables, adapters, batteries, and toner by count. Set a min-quantity on the essentials so the workspace owner gets an email before you run out.
- **Lab and medical supplies**: manage reagents, gloves, and consumables in their real units (liters, boxes, pieces), with returnable items reporting actual usage at check-in.
- **Job-site consumables and PPE**: hand portions of bulk PPE to different crews, track who's holding what, and restock from the field.
- **Event materials**: reserve N of a printed program or giveaway for a booking, scan-to-assign at checkout, and reconcile what came back.
---
## Related Features
- [Custody](/features/custody)
- [Bookings](/features/bookings)
- [Kits](/features/kits)
- [Asset Pages](/features/asset-pages)
- Learn the full workflow: [Quantity-tracked assets & consumables](/knowledge-base/quantity-tracked-assets-and-consumables)
- Not sure which method fits? [How to Choose a Tracking Method](/knowledge-base/how-to-choose-a-tracking-method)
---
## Reports
URL: /features/reports
Self-serve reports for booking compliance, asset utilization, custody, idle inventory, and more — with charts, CSV export, and PDF download.
# Reports
Reports turn the day-to-day data Shelf already collects — bookings, custody changes, asset activity — into answers. Pick a report, set a timeframe, optionally filter by category or location, and read the result. No SQL, no spreadsheet exports to wrangle, no separate BI tool.
---
## What You Can Report On
Reports cover the parts of the workflow operations managers are usually asked about: who is overdue, what gets booked, what sits idle, and how things are distributed across the inventory.
### Booking Reports
- **Booking Compliance** — On-time returns, late returns, and overdue items across the timeframe you pick. Lateness is measured against the deadline the booking was agreed to, so extending a booking does not clear a late return from the record. Filter by status, custodian, or location.
- **Top Booked Assets** — The most frequently booked assets and their utilization patterns. Useful for capacity planning and replacement decisions.
- **Top Booked Kits** — The most frequently booked kits, ranked by how often each kit goes out. A kit is counted once per booking it appears in, so multiple assets from the same kit in one booking collapse to a single kit-booking. Useful when you bundle and lend equipment as kits and want to plan kit-level capacity.
- **Monthly Booking Trends** — Booking volume over time with month-over-month comparisons.
- **Overdue Items** — A live view of every booking that is currently past its end date. Filter by custodian or location to chase down what is missing right now.
### Asset Reports
- **Asset Inventory** — A complete snapshot of the inventory with category, location, and status filters. The fastest way to produce a list for an insurance audit or board report.
- **Asset Activity Summary** — Activity history across all assets — changes, custody handovers, and bookings.
- **Asset Utilization** — How effectively each asset is being used, based on booking and custody time.
- **Idle Assets** — Assets that have not been booked or checked out recently. Surfaces equipment that may be candidates for redistribution or retirement.
- **Asset Distribution** — Breakdown by category, location, and status for inventory planning.
### Custody Reports
- **Custody Snapshot** — A live view of every asset currently in custody and the team member it is assigned to.
---
## How Reports Work
### Pick a Report
The reports index lists every report grouped by category — bookings, assets, custody. Each card describes what the report shows; click in to run it.
### Set the Timeframe
Time-based reports include a timeframe picker with presets for the last 7 / 30 / 90 days, this or last month, this quarter, this year, all time, or a custom range. Snapshot reports (Asset Inventory, Custody Snapshot, Overdue Items) reflect the current state of the workspace and do not need a timeframe.
### Filter to the Slice You Care About
Each report exposes filters that match how the underlying data is organized. Booking Compliance filters by status, custodian, and location. Top Booked Assets and Top Booked Kits filter by category and location. The filters are saved in the URL, so you can bookmark or share a specific report view.
### Read the Numbers
Reports combine **KPI cards** for headline numbers, **charts** for trends and distributions, and **tables** for the underlying records. Compliance and utilization reports use color to flag entries that need attention.
### Values That Add Up
Shelf holds one value per unit, and every money figure in a report multiplies it by the quantity that figure is about: the units booked for value at risk, the units placed at a location for a location bucket, the units a custodian holds for a custody total. An asset split across two sites is counted at each one for the units it actually has there, not twice at full value, so **Asset Distribution** breaks the same total down three ways — by category, by location and by status — and each breakdown adds back up to the headline.
**No Location** is the bucket for assets with no placement recorded anywhere, and it carries their full value. Stock that is *partly* placed is the one deliberate exception: an asset with six units at a location and four not yet put anywhere contributes only the six, and the remaining four are not folded into **No Location**. That bucket has to describe exactly the assets you get when you click it, which is the assets with no placement at all. So on a workspace that keeps partly-placed stock, the location breakdown can total less than the headline — by design, and only there. Category and status always account for every unit.
For teams tracking cabling, batteries, sandbags or any pooled supply, that is the difference between a report you can hand to finance and one you have to rebuild in a spreadsheet first.
---
### Export the Result
Every report can be exported to **CSV** for further analysis in a spreadsheet or BI tool. Chart-based reports can additionally be downloaded as a **PDF** that captures the rendered visualization alongside the data — handy for board packs and customer reviews. Reports without a chart (Asset Inventory, Custody Snapshot, Overdue Items, Idle Assets, Top Booked Kits) export to CSV.
The Asset Inventory and Custody Snapshot exports carry the arithmetic rather than only the result: quantity, unit value and total value as separate columns, in the CSV and totalled the same way in the PDF.
---
## Why It Matters
### Stop Reconstructing Data Manually
Before reports, answering "how many bookings were returned late last quarter?" meant exporting bookings to CSV and writing formulas. Now it is a report you can run in seconds and export with one click.
### Catch Problems Before They Compound
The Overdue Items and Booking Compliance reports surface the small leaks — late returns, ignored bookings, custody assignments that drag on — that turn into lost equipment.
### Justify Inventory Decisions
The Idle Assets and Asset Utilization reports show what is actually being used and what is not. Use them to defend equipment budgets, redistribute under-used assets between teams, or retire what nobody is booking anymore.
### Reduce Custodian Disputes
The Custody Snapshot report makes it impossible to argue about who has what — every asset currently in custody is listed with the assigned team member.
---
## Benefits
- **Self-serve** — Operations managers run reports themselves, without waiting on engineering or exporting to BI tools. Reports are an Administrator and Owner surface, included on every plan
- **Filterable** — Every report supports filters that match how teams already organize their inventory
- **Shareable** — URLs encode the filters, so a saved view can be sent to a colleague or bookmarked
- **Exportable** — CSV for analysis, PDF for distribution
- **Live where it matters** — Snapshot reports (Custody, Overdue, Inventory) always reflect current state
---
## Related
- [Dashboard](/features/dashboard) — for the always-on operational view
- [Bookings](/features/bookings) — booking compliance reports build on the booking data captured here
- [Custody](/features/custody) — custody snapshot reports build on the custody data captured here
- [Audits](/features/audits) — audits provide a separate path to verify inventory against reality
[Get started with Shelf](https://app.shelf.nu/join) and turn your equipment data into answers.
---
## Audits
URL: /features/audits
Run physical inventory audits with structured scan workflows, automatic found/missing/unexpected detection, and exportable reports.
# Audits
Audits let you verify that your physical inventory matches your records. Define which assets should be in a location, hand someone a phone, and let them scan. Shelf flags what was found, what is missing, and what showed up unexpectedly. When the audit is complete, download a PDF receipt that carries the counts, the full asset list, and the notes and photos your auditor recorded, grouped by the item each one is about.
Audits is a paid add-on available on any Shelf plan, with a 7-day free trial to test it on your own inventory.
---
## Why Physical Audits Matter
Digital records drift. Equipment moves, gets misplaced, or is retired without updating the system. Without periodic physical verification, your asset database becomes a fiction:
- **Ghost assets**: Records show items that no longer exist, inflating counts and distorting budgets.
- **Untracked equipment**: New items enter the field without being logged, creating blind spots.
- **Location mismatches**: Assets are recorded in one building but physically sitting in another.
- **Compliance gaps**: Insurance audits, regulatory reviews, and internal controls all require proof that equipment exists where records say it does.
- **Shrinkage blind spots**: Without verification, missing items go unnoticed for months.
Regular audits close the gap between what your system says and what actually exists.
---
## How Shelf Audits Work
### 1. Define the Scope
Create an audit session and select which assets to include. You can scope by location, category, team, or any combination. Shelf builds the expected asset list automatically from your existing records.
There are three ways to start an audit, all from the **New Audit** dialog: from the **Assets** list in advanced mode, or directly from one or more selected **locations** or **kits**. To audit by location or kit, select the rows you want on the **Locations** or **Kits** page and choose **Actions → Create audit** — Shelf builds a single audit covering the union of all assets in your selection, so a multi-location or multi-kit count is one session rather than many. Selecting **all** with an active search or filter audits exactly the rows that match.
---
### 2. Assign and Scan
Assign the audit to a team member, or just start scanning yourself — owners and administrators can perform any audit in the workspace, assigned or not. Whoever runs it opens a dedicated scan page on any phone or tablet — in any browser, or in the free [Shelf Companion app](/mobile-app) on iPhone and Android — and starts scanning QR labels. Each scan registers the asset as **Found**.
The scan page is purpose-built for audits — separate from regular check-in/check-out — so there is no confusion about what workflow is active.
A scan can be taken back off. Every scanned row carries a bin icon, and removing a scan puts an expected asset back to **Not scanned** or drops an unexpected one out of the audit entirely. The counts are recounted from the rows rather than nudged down, so a corrected audit reports the truth rather than an approximation of it. Correction is only open while the audit is live: once it is Completed or Cancelled its numbers have been reported and the scans are fixed.
---
### 3. Review Results
As scanning progresses, Shelf tracks each expected asset in real time:
- **Found**: The asset was scanned and matches the expected list.
- **Not scanned**: The asset is on the expected list and nobody has reached it yet. This is what an audit shows while it is still running, including a brand new one where nothing has been scanned at all.
- **Unexpected**: An asset was scanned that was not part of the expected list — flagging items that have moved or were never recorded.
- **Missing**: Reserved for the end. When you complete the audit, everything still unscanned becomes Missing, and that is the number the PDF receipt and the summary email carry.
Nothing is called missing while the count is still going on. A running audit only ever tells you what has been found and what has not been reached yet, so the word means something when it finally appears.
Auditors can add notes and photos to any asset during the audit, documenting damage, wrong labels, or condition issues. This works on the web and in the [Shelf Companion app](/mobile-app): open a row, write a condition note, and attach a photo from the camera or the photo library. A row that carries evidence says what it holds — "1 note, 2 photos" — and opens the full record, on the phone as well as the web, so the person still on the floor can read what a colleague wrote about the same item ten minutes earlier. Notes and photos are counted separately, so one note plus one photo never collapses into an ambiguous "2". Everything lands on the same audit record.
**You do not have to find something to record something about it.** **Add comment** and **Add image** sit on rows nobody has scanned yet as well as on the ones already found, so a photo of the empty shelf where the camera should have been is part of the same record as the gear that turned up.
After an audit is completed, the same tile changes its word: everything nobody reached is reported as Missing.
#### Findings: what people actually recorded
The counts tell you how many. **Findings**, in the right-hand column of the audit, tells you what was seen. It collects every condition note and photo taken during the count, grouped by the asset it was recorded against, so the written observation sits beside the picture of the same item instead of in a separate list.
**About this audit** comes first, holding the completion note and any photos of the count as a whole. Below it, one card per asset somebody recorded something about, each with the note, its author, the time, and the photographs. An audit where nobody wrote anything says so plainly: *Nothing was recorded during this audit.* System activity stays on the **Activity** tab, so Findings is people's observations only.
On a large count, the asset table is where you go looking. Each row carries a small chip counting what was recorded against that asset, notes and photos separately, and opens straight into it. On a 200-item audit that is what tells the one damaged camera apart from the 199 that were fine.
---
### 4. Complete and Report
When scanning is finished, complete the audit. Completing is also what settles the numbers: everything still unscanned becomes **Missing**. Shelf sends a summary email to the audit creator with counts of found, missing, and unexpected assets.
For the record itself, open the audit and choose **Actions → Download Receipt**. The receipt is a PDF holding the audit's details (who created it, who it was assigned to, and when it was created, started and completed), the Expected / Found / Missing / Unexpected counts, a **Findings** section carrying the notes and photos grouped by the asset they were recorded against, a line-item table of each asset with its category, location, status and QR code, and the full activity log. Anyone who can view the audit can download it, at any point, not only after completion.
The audit's **Activity** tab has a separate **Export activity CSV** button once the audit has activity on it. That file is the note log (date, author, type, and content), not the asset list, so it suits an evidence trail rather than a spreadsheet of results.
---
### 5. Edit, Duplicate, Archive, and Delete for Record-Keeping
While an audit is still **Pending** or **Active**, admins and owners can open it and choose **Actions → Edit details** to change its name, description, due date and assignee. A count that slips by a week or passes to a different person is a quick edit rather than a rebuild. Once the audit reaches a terminal state the record is fixed, which is what makes its receipt worth keeping.
Once a completed or cancelled audit is no longer actively referenced, admins and owners can **archive** it. Archived audits are removed from the default audit list but remain accessible by filtering for the **Archived** status.
To archive a single audit, open it and select **Archive** from the actions menu (⋯). To archive several at once, return to the audit list, use the checkboxes to select audits, then choose **Archive** from the **Actions** dropdown. See [Bulk Archive Audits](/knowledge-base/bulk-archive-audits) for step-by-step instructions.
When you want to permanently remove an archived audit and all its scan data, notes, and images, you can **delete** it. Deletion requires the audit to be archived first — open the archived audit, choose **Delete** from the actions menu, and type the audit name to confirm. Bulk deletion is also available: filter the list to **Archived**, select multiple audits, and choose **Delete** from the **Actions** dropdown. See [Permanently Delete Archived Audits](/knowledge-base/delete-audits) for full instructions.
For recurring audits — monthly stock counts, post-event sweeps, quarterly compliance checks — you don't have to rebuild the scope each time. **Duplicate** any Completed, Cancelled, or Archived audit and Shelf creates a fresh Pending session with the same name (with a "(Copy)" suffix), description, and asset list. If some of the original audit's assets have since been deleted, the dialog warns you with the dropped count before you proceed; if every original asset is gone, the duplicate is blocked. See [Duplicate an Audit](/knowledge-base/duplicate-audit) for full instructions.
---
## Key Capabilities
- **Structured verification**: Define expected assets up front so scanning confirms presence rather than just listing what was found.
- **Start from locations or kits**: Bulk-select on the Locations or Kits page and choose **Actions → Create audit** to spin up one audit covering the union of every asset in the selection — no need to rebuild the scope by hand.
- **Found / Not scanned / Unexpected detection**: Three-way reconciliation that catches both losses and untracked items. Not scanned becomes Missing once the audit is completed.
- **Dedicated scan page**: Purpose-built audit scanning interface, separate from check-in/check-out workflows.
- **Notes and photos per scan**: Document conditions, discrepancies, or issues as you go, from the web app or from the Shelf Companion app on iPhone and Android. Photos can be taken with the camera on the spot or picked from the photo library. **Add comment** and **Add image** work on assets nobody has scanned yet as well, so the empty shelf gets photographed too.
- **Findings, grouped by asset**: One column on the audit collects every note and photo people recorded, with the words and the pictures for the same item together. Each row in the asset table carries a chip counting what is on it, so a large count shows at a glance which items were worth writing about.
- **Correct a mis-scan while the audit is live**: Remove a scan from the scan page and the asset goes back to Not scanned, or leaves the audit if nothing but the scan put it there. Counts are recomputed from the rows, and the change is attributed in the audit's activity. Scans are fixed once the audit is Completed or Cancelled. From Shelf Companion 1.5.0 the same correction is available on the phone, where the mis-scan usually happens: open the scanned row and tap **Remove scan**. Notes and photos survive it, because evidence is attached to the audit's row for the asset rather than to the scan.
- **Real-time progress**: Live counts of expected, found, not scanned, and unexpected assets update as scanning happens, on the audit itself and in the audit list.
- **Location context in scan list**: When auditing by tag, category, or any non-location filter, each asset in the scan list shows its current location beneath its name — helping auditors identify where they need to look without leaving the scan view. Location is automatically hidden when the audit is scoped to a specific location to avoid redundancy. In Shelf Companion 1.5.0 a scanned row carries the same answer: where the asset lives, rather than the word "Found" that every row on that list already was. An asset the audit did not expect reads **Not on this audit**, and the count of those is tappable to filter the list down to just them.
- **PDF audit receipt**: **Actions → Download Receipt** produces one document with the counts, the full asset table, a Findings section pairing each asset's notes with its photos, and the activity log, for compliance, insurance, or management review. The Activity tab exports its note log separately as CSV.
- **Completion notifications**: Email summaries sent automatically when an audit is completed.
- **Full audit lifecycle management**: Archive completed or cancelled audits to remove them from the default list while keeping the data accessible. When the data is no longer needed, permanently delete archived audits — individually or in bulk — removing all scan records, notes, and images. Archive individually or in bulk from the **Actions** dropdown; delete follows the same pattern with a type-to-confirm safety step.
- **One-click recurring audits**: Duplicate any Completed, Cancelled, or Archived audit to re-run it on the same asset list. The copy starts clean (no notes, no scans, no assignee, no due date) and inherits the source's name, description, and scope. If the source's assets have shifted, Shelf reports the dropped count up front and blocks the duplicate if every asset is gone — no silent failures.
- **Runs on any device**: Browser-based scanning on phone, tablet, or laptop — you can [run audits from your phone](/knowledge-base/shelf-mobile-app) in any browser — plus a native iPhone and Android experience via the [Shelf Companion app](/mobile-app).
---
## Common Use Cases
- **Annual inventory reconciliation**: Verify every asset in your system against what physically exists. Identify ghost assets, untracked items, and location mismatches in a single pass.
- **Location-based spot checks**: Audit a specific room, warehouse, or vehicle to confirm its contents match records — useful after moves, events, or shift changes.
- **Compliance and insurance audits**: Generate documented proof that equipment exists where records say it does. Export PDF reports with timestamps for audit trails.
- **Post-event equipment verification**: After a conference, production shoot, or field deployment, scan everything that comes back to confirm nothing was left behind.
- **Onboarding new locations**: When taking over a new facility or inheriting equipment from another department, audit to establish a verified baseline in Shelf.
- **Shrinkage detection**: Run periodic audits to identify patterns of loss before they become expensive.
---
## Pricing
Audits is a paid add-on, available on any Shelf plan. Pricing is managed through your Shelf account with monthly or yearly billing options. A **7-day free trial** is included so you can test the feature on your own inventory before committing.
Visit the [Audits section in your Shelf workspace](https://app.shelf.nu) to activate the trial.
---
## Frequently Asked Questions
### Is Audits included in my Shelf plan?
No. Audits is a paid add-on, separate from your Shelf subscription tier. It is available on every plan — Free, Plus, Team, and Enterprise. You can activate a 7-day free trial from within your Shelf workspace.
### Do I need a special app to run audits?
Not mandatory. Audits run in any modern phone browser using the device's camera — nothing to install. For a native experience, you can also run audits from the free [Shelf Companion app](/mobile-app) on the App Store and Google Play: scan, watch found/expected counts update in real time, add notes and photos to individual scans, and complete the audit on the floor.
### Can I scope an audit to a specific location or category?
Yes. When creating an audit session, you select which assets to include. You can filter by location, category, or other criteria to focus the audit on exactly what you need to verify.
### Can I start an audit straight from the Locations or Kits page?
Yes. On the **Locations** page or the **Kits** page, select one or more rows, open the **Actions** dropdown, and choose **Create audit**. Shelf creates a single audit covering the union of every asset across the selected locations or kits — useful for a room-by-room sweep or for confirming that kit contents are complete. If you select all with a search or filter applied, only the matching rows are included. Creating audits this way requires the same audit permission as the **New Audit** button, so it's available to anyone on your team who can already create audits.
### When does an asset count as missing?
Only once you complete the audit. While the audit is running, an asset nobody has scanned yet reads **Not scanned**, because the count is not finished and no conclusion has been drawn. Completing the audit is the moment Shelf turns whatever is still unscanned into **Missing**, and that is the figure the PDF receipt and the summary email report.
Missing assets are flagged in the report but are not automatically changed in your Shelf database. You decide what action to take — follow up with the last known custodian, mark the asset as lost, or investigate further.
### Who is allowed to run an audit?
Owners and administrators can scan, add condition notes and photos, and complete **any** audit in their workspace — assigning one to a colleague does not lock a manager out of it. Self-service and base users work only on the audits they have been assigned, which is how you hand a count to a technician or a student without opening the rest of the inventory to them. The same rule applies in the browser and in the Companion app.
### Can multiple people scan during the same audit?
Currently, each audit session supports a single assigned scanner. For large-scale audits, you can create multiple audit sessions scoped to different areas and assign each to a different team member.
### How do I export audit results?
Open the audit, click the actions menu, and choose **Download Receipt**. Shelf builds a PDF containing the audit details, the Expected / Found / Missing / Unexpected statistics, any photos taken during the count, a numbered table of every asset with its category, location, status and QR code, and the activity log. It is available to anyone who can view the audit, whether or not the audit has been completed.
There is no CSV of the asset results. The one CSV an audit produces is **Export activity CSV** on the **Activity** tab, which downloads the note log with a date, author, type and content column. If you need audit results in a spreadsheet, export the assets themselves from the [asset index](/knowledge-base/export-exporting-workspace-data-from-shelf) and reconcile against the receipt.
### Can I change an audit's name, due date, or assignee after creating it?
Yes, while it is still running. Open the audit, click the actions menu (⋯), and choose **Edit details**. The dialog updates the audit's name, description, due date and assignee in one go, so a count that slips a week or moves to a different person does not have to be rebuilt from scratch.
This is an **Admin or Owner** action, and it is available on **Pending** and **Active** audits only. Once an audit is Completed, Cancelled or Archived its record is fixed, which is what makes the PDF receipt worth keeping. To re-run a finished audit on the same scope, duplicate it instead.
The audit's **scope** is not editable here. The asset list is set when the audit is created, so use Duplicate if you need a different set of assets.
### Can I cancel an audit?
Yes. The creator of an audit can cancel their own audit at any time before it reaches a terminal state. Workspace **owners and admins** can also cancel any audit in the workspace — including audits created by other team members. Open the audit, click the actions menu (⋯), and select **Cancel**. Once an audit is **Completed**, **Cancelled**, or **Archived** it can no longer be cancelled.
Cancelling sends a notification email to the audit creator and any assigned scanner.
### Can I archive an audit?
Yes. Admins and owners can archive any audit that is **Completed** or **Cancelled**. Open the audit, click the actions menu (⋯), and select **Archive**. You will be asked to confirm before the action is applied. Archiving removes the audit from the default list but it remains accessible by filtering for the Archived status. Archiving is permanent — it cannot be undone.
To archive multiple audits at once, go to the audit list, use the checkboxes to select the audits you want to archive, and choose **Archive** from the **Actions** dropdown. See [Bulk Archive Audits](/knowledge-base/bulk-archive-audits) for full instructions.
### Can I permanently delete an audit?
Yes. Admins and owners can permanently delete any **Archived** audit. Archiving must happen first — it acts as a safety step before deletion. Open an archived audit, click the actions menu (⋯), select **Delete**, and type the audit name to confirm. Deletion permanently removes all scan data, notes, and images and cannot be reversed.
To delete multiple archived audits at once, filter the audit list to the **Archived** status, select the audits using checkboxes, and choose **Delete** from the **Actions** dropdown. See [Permanently Delete Archived Audits](/knowledge-base/delete-audits) for full instructions.
### Can I duplicate an audit to re-run it?
Yes. Admins and owners can duplicate any **Completed**, **Cancelled**, or **Archived** audit from the actions menu (⋯). The new audit inherits the source's name (with a "(Copy)" suffix), description, and asset list, and starts in a clean **Pending** state — no notes, scans, assignee, or due date carry over. If some of the source audit's assets have since been deleted, Shelf shows a yellow warning with the dropped count before you proceed; if every asset is gone, the duplicate is blocked and you'll need to create a new audit instead. Pending and Active audits don't show the Duplicate option — they have their own **Edit** and **Cancel** actions. See [Duplicate an Audit](/knowledge-base/duplicate-audit) for full instructions.
---
The free [Shelf Companion app](/mobile-app) on the App Store and Google Play lets you run audits live from the floor: scan, watch found/expected counts update in real time, add a note or a photo to any scan, and complete the audit when done. Free with any Shelf account.
## Related Features
- [Custody](/features/custody)
- [Location Tracking](/features/location-tracking)
- [Dashboard](/features/dashboard)
- [Kits](/features/kits)
---
## Asset Pages
URL: /features/asset-pages
Rich detail pages for every asset — photos, custom fields, location history, availability status, notes, and QR tags.
# Asset Pages
Every asset in Shelf gets its own dedicated page — a single source of truth that brings together everything you need to know about an item. Photos, custom fields, custody history, location, availability status, notes, and a printable QR label all live in one place. No more switching between spreadsheets, email threads, and shared drives to piece together asset information.
---
## Why Asset Pages Beat Spreadsheets
Spreadsheets are where asset data goes to decay. Teams that manage equipment in spreadsheets encounter the same problems:
- **Coordination issues**: Multiple people editing the same file leads to overwritten data and version conflicts.
- **Unreliable data**: Fields go stale because updating a spreadsheet feels like a chore. No one knows if the information is current.
- **No context**: A spreadsheet row cannot hold a photo, a custody timeline, a location history, and a QR code. Critical context lives somewhere else — or nowhere at all.
- **No access control**: Everyone sees everything, or the sheet is locked down so tightly that no one can update it.
Asset pages solve these problems by giving each item a structured, always-current profile that the right people can view and update from any device.
---
## What's on an Asset Page
### Photos
Every asset carries a main photo, so people recognize the item before they read the record. Upload one per asset, or upload it once on the [asset model](/glossary/asset-models) and let a whole fleet of identical units show it without storing 40 copies of the same file. An asset's own photo always overrides the model's.
Condition evidence is captured where it happens rather than on the record: during an [audit](/features/audits), the person scanning can attach several photos per item to document damage, wear, or a wrong label, and those stay attached to that audit.
---
### Custom Fields
Define any fields your organization requires — purchase date, warranty expiration, condition rating, vendor, cost center, or anything else. Custom fields appear on the asset page alongside built-in fields, fully searchable and filterable.
---
### Custody History
See the complete timeline of who has had the asset and when. Every check-out, return, and transfer is logged automatically with timestamps and user identities.
See: [Custody](/features/custody)
---
### Location
View the asset's current location and its location history. When someone scans the QR label, the location updates automatically. Managers always know where equipment is — or where it was last seen.
See: [Location Tracking](/features/location-tracking)
---
### Availability Status
The asset page shows whether the item is available, checked out, reserved, or in maintenance. This status updates in real time as bookings and custody events occur. For assets you [track by quantity](/features/consumables-tracking) — supplies and consumables managed by count — the page shows available versus total stock and the unit of measure, so you can see how much is on hand at a glance.
---
### Notes and Activity
Add free-text notes to capture anything that does not fit a structured field — maintenance observations, usage tips, or special handling instructions. Notes are timestamped alongside every scan, reminder, and custody event, giving you a full activity log for each asset.
---
### Reminders
Per-asset reminders cover anything time-based — calibration, warranty, disposal, seasonal checks. Each reminder shows status at a glance (Pending / Sent) and can be assigned to one or more team members so the right people get notified when the alert fires.
See: [Asset Reminders](/features/asset-reminders)
---
### QR Label
Every asset page includes a printable QR code that links directly to that page. Scan the label with any phone to pull up the full asset profile instantly. No app installation required.
---
### Inline Editing
Update fields directly from the asset page — no need to open the full edit form. Hover any field, click the pencil icon, and the asset's description, category, location, value, or any custom field becomes editable in place. Validation, change history, and permissions all behave exactly as they do in the full edit form, so quick fixes don't trade off audit quality for speed.
See: [Editing Asset Fields Inline](/knowledge-base/editing-asset-fields-inline)
---
## Display Modes
- **Full view**: Shows every field, photo, custody timeline, and note in a single scrollable page. Ideal for detailed review and asset management.
- **Compact view**: A condensed layout that highlights key information — name, status, custodian, and location — for quick reference in list contexts.
---
## Common Use Cases
- **Conference rooms and AV gear**: Each projector, screen, and microphone has a profile with setup notes, location, and booking status.
- **Vehicles**: Fleet assets carry maintenance history, mileage logs, insurance details, and assignment records on a single page.
- **Lab equipment**: Instruments display calibration dates, safety instructions, and custody chains for compliance.
- **Tools and field equipment**: Condition photos, warranty information, and location history help field managers track distributed assets.
---
## Related Features
- [Location Tracking](/features/location-tracking)
- [Custody](/features/custody)
- [Kits](/features/kits)
- [Consumables Tracking](/features/consumables-tracking)
---
## Asset Reminders
URL: /features/asset-reminders
Automated reminders for returns, inspections, rentals, and maintenance events—keeping teams proactive and compliant.
# Asset Reminders
Asset reminders keep teams proactive with automated notifications for returns, inspections, maintenance, and any time-sensitive equipment events.
---
## What Reminders Solve
Without automated reminders, teams struggle with:
- **Overdue equipment**: Items stay checked out longer than expected with no follow-up.
- **Forgotten inspections**: Safety checks and certifications slip past their due dates.
- **Missing return dates**: Staff forget when items need to come back.
- **Manual follow-up**: Managers spend time chasing people instead of managing operations.
- **Compliance issues**: Missed maintenance windows create safety and regulatory risks.
Reminders solve these problems by surfacing what needs attention—before it becomes a problem.
---
## How Reminders Work in Shelf
### Automated Notifications
Set time-based reminders for any asset event. Shelf sends notifications when dates approach, keeping teams informed without manual tracking.
---
### Linked to Bookings
Reminders integrate with bookings to notify users when returns are due. If equipment is overdue, the system flags it automatically.
See: [Bookings](/features/bookings)
---
### Maintenance Scheduling
Set reminders for inspections, calibrations, cleaning, and service. Each reminder is set for its due date, and Shelf surfaces what's upcoming and overdue so nothing slips through the cracks.
---
### Accountability Visibility
Administrators see a clear view of pending and overdue reminders across the organization. Filter by type, due date, or responsible party to prioritize follow-up.
---
## Benefits
- **Proactive maintenance** with scheduled service reminders
- **Fewer delays** from overdue equipment
- **Reduced loss** through consistent return tracking
- **Smoother operations** with automated notifications
- **Compliance support** by surfacing inspection and certification deadlines
---
## Related Features
- [Bookings](/features/bookings)
- [Custody](/features/custody)
- [Calibration Tracking](/solutions/calibration-tracking)
---
## Asset Search
URL: /features/asset-search
Full-database search across all asset fields — find any item by name, custodian, category, status, or custom field.
# Asset Search
Finding the right asset should take seconds, not minutes. Shelf's search works across every field in your database — name, custodian, category, status, location, tags, and any custom field you have defined. Start typing and results appear instantly, regardless of how large your inventory is.
---
## Why Search Matters for Asset Management
As inventories grow, finding a specific item becomes the bottleneck. Spreadsheets require manual scrolling or fragile filter combinations. Paper logs offer no search capability at all. Even basic asset tools often limit search to a single field like name or ID.
When teams cannot find assets quickly, they waste time, create duplicate records, or check out items that are already reserved. Fast, comprehensive search eliminates these problems by giving every user immediate access to any record in the system.
---
## How Search Works in Shelf
### Multi-Field Search
One search box, ten places to look. A single term is matched against all of these at once, and an asset surfaces if any one of them hits:
| Type this | Shelf matches |
|---|---|
| A name or a few words from a description | The asset's **name** and **description** |
| `SAM-0042` | The asset's **Shelf Asset ID** |
| A QR code ID, or a barcode value read off a label | The asset's **QR code** and any **barcode** on it |
| `Cameras`, `Studio B` | Its **category**, and **any location it is placed in** |
| `fragile`, `on loan` | Its **tags** |
| A colleague's name | Whoever currently has it **in custody**. The name you see on the row is the name that matches, so a colleague who has set a display name is found by that |
| A serial number, PO number, warranty date | The values recorded in your **custom fields** |
Two details worth knowing. An asset stocked across several locations is found by any of them, not only its main one. And you can separate up to ten terms with commas to match any of them, so `studio a, lens` returns everything in Studio A alongside anything named "lens".
Results come back in whatever order you have the list sorted by, so a search is a filter over your existing view rather than a separate ranked results screen.
---
### Custom Field Support
If your organization tracks assets with custom fields — such as warranty expiration, purchase order number, or condition rating — those fields are fully searchable. There is no distinction between built-in fields and custom ones when it comes to finding what you need.
---
### Instant Results
Search results appear as you type. There is no need to press enter and wait for a page reload. This makes search practical for high-volume environments where staff check availability dozens of times per day.
---
### Works at Any Scale
Whether your database contains 50 assets or 50,000, search stays quick. Each of the sources above is looked up separately, narrowed to your own workspace first, and served by its own database index, including the custom field values. A workspace with 14,000 assets searches in roughly the time a small one does.
---
### Saved Filter Presets
Common searches become reusable filter presets. Starred presets stay pinned for one-click access, and teams can build up a library of views — "Available Assets", "In custody", "Studio B only" — that anyone with access can load in seconds.
---
## Benefits
- **Save time** by finding any asset in seconds instead of scrolling through lists
- **Reduce errors** by searching across every field, including custom ones
- **Support self-service** so team members can find what they need without asking an admin
- **Eliminate duplicates** by quickly confirming whether an asset already exists in the system
- **Scale confidently** knowing that search performance does not degrade with inventory growth
---
## Common Use Cases
- **IT teams**: Search by serial number or assigned user to locate a specific laptop or monitor.
- **Operations managers**: Find all assets assigned to a particular location or department.
- **Equipment rooms**: Search by category to see every available camera body or tripod.
- **Compliance audits**: Locate assets by warranty status, purchase date, or condition rating.
---
## Related Features
- [Dashboard](/features/dashboard)
- [Workspaces](/features/workspaces)
---
## Bookings
URL: /features/bookings
Conflict-free equipment reservations that keep teams coordinated and ensure shared resources are available when needed.
# Bookings
Bookings let teams reserve equipment ahead of time with conflict-free scheduling. Whether you're managing cameras, laptops, tools, or shared resources, Shelf ensures availability is clear and coordination is seamless.
---
## What Bookings Solve
Shared equipment creates coordination challenges:
- **Double bookings**: Multiple people reserve the same item for the same time without realizing it.
- **Unclear availability**: No one knows what's free, what's out, or when it's coming back.
- **Manual calendars**: Spreadsheets and paper logs drift out of sync and fail under pressure.
- **Resource conflicts**: Teams compete for the same gear, leading to delays and frustration.
- **Poor coordination across departments**: Different groups operate in silos without shared visibility.
Shelf's booking system solves these problems with real-time availability, automatic conflict prevention, and unified workflows that connect scheduling to actual handoffs.
---
## How Bookings Work in Shelf
### Real-Time Availability
The availability view shows exactly when each item is free. Users see open time slots at a glance—no guessing, no calling the equipment room, no spreadsheet lookups.
It keeps up with returns that happen in pieces. When one item comes back early from a booking that is still out, its bar stops at the check-in and turns green, so the calendar shows it free again while the rest of the booking stays marked as out. Quantity-tracked stock turns green once every booked unit is back.
See: [Availability View: Complete Guide](/knowledge-base/availability-view-complete-guide)
---
### Simple Reservation Workflow
Booking takes seconds:
1. Choose the item you need
2. Select an available time slot
3. Confirm the reservation
That's it. The system handles the rest.
---
### Automatic Conflict Prevention
Shelf validates every booking in real time. For an individually tracked item, a taken time slot simply can't be booked: conflicts are prevented before they happen—not discovered on the morning of a shoot. [Fabel Film eliminated double bookings with Shelf](/case-studies/fabel-film-double-bookings).
Pooled stock gets the same guarantee, counted rather than matched: Shelf checks how many units are free on your dates and won't let a booking take units that aren't there. See [Quantity-Tracked Reservations](#quantity-tracked-reservations) below.
---
### Unified with Custody
Bookings and custody work together. When a reservation starts, custody transfers automatically. When equipment is returned, the system updates instantly. Scheduling and responsibility live in the same workflow.
See: [Custody](/features/custody)
---
### Kit-Aware Reservations
Users can reserve individual items or entire kits. Book a camera kit, and all its accessories come along. Shelf tracks what belongs together and keeps kits complete.
See: [Kits](/features/kits)
---
### Book by Model
Fleets of identical gear can be reserved without picking exact units up front. Group units under an [Asset Model](/glossary/asset-models) and reserve by model: a booking for "4x HDMI cable" is fulfilled at pickup by whichever 4 physical units you hand out. Any unit of the model fulfils the request, every unit keeps its own record and QR label, and the booking records exactly which units went out. Available on Team plans.
Reservations are settled by putting a matching asset on the booking, whichever way you do it: scanning at pickup, picking it in **Manage assets**, adding it in bulk from the asset index, or scanning in the Companion app. The reservation ticks down the moment a matching unit lands on the booking, so a team without a scanner to hand is never stuck with a reservation it cannot discharge. Outstanding reservations sit in their own **Unassigned model reservations** section above the assets table, and each row says exactly what is left, for example "1 of 2 units still to assign".
The whole loop also runs on the [Shelf Companion app](/mobile-app) for iPhone and Android: reserve or adjust a model reservation from the booking's Models tab, then open the fulfil scanner from **Scan to assign & check out**, watch the assigned counter tick as you scan the physical units, and assign plus check out in one submit.
See: [Asset Models](/glossary/asset-models) · [How to Choose a Tracking Method](/knowledge-base/how-to-choose-a-tracking-method)
---
### Quantity-Tracked Reservations
For assets you [track by quantity](/features/consumables-tracking), reserve a number of units instead of a specific item, and adjust that number as needs change. Shelf counts what's free on your dates and turns away anything the pool can't cover, so a shared stock of gloves or cable or sandbags is as safe to book as a camera.
Counting by date is what makes shared stock usable: gear that comes back before your booking starts is yours to book. Three crews can each take 7 of the same 10 sandbags in three different weeks, and the fourth crew that wants 8 in a week already spoken for is told so up front. Available on Team plans.
When the gear comes back, check-in asks how many units returned in what condition: returnable stock splits across returned, lost, and damaged, and consumables across consumed, lost, and damaged. The same split is available in the [Shelf Companion app](/mobile-app), so a partial return can be reconciled on the floor rather than remembered until someone is back at a desk.
See: [Consumables Tracking](/features/consumables-tracking)
---
### Flexible, Progressive Checkout and Returns
Real handoffs are rarely all-or-nothing. Shelf lets you check a booking's gear out **as it's picked up** — scan each item at the counter, or select a subset from the **Actions** menu — instead of forcing one all-at-once checkout. The booking goes live on the first item, and a segmented **Booked / Partial / Fully out / Returned** lifecycle bar shows exactly what's gone out and what's still waiting. Returns work the same way: check items back in one at a time or in bulk, even when not everything comes back together.
When gear comes back, print a **check-in receipt** from the booking's **Actions** menu. It states, item by item, whether each one was returned, is still out, or never left, when it was checked in and who received it. A totals ledger counts units returned, consumed, lost, damaged and still out, and signature lines at the foot cover the hand-back. It works on a partial return too, and it prints no asset values, so it can go to a client.
See: [Progressive Checkout](/knowledge-base/progressive-checkout-of-bookings), [Partial Check-ins](/knowledge-base/partial-check-ins-efficiently-handle-incomplete-returns), and [Print a Check-in Receipt](/knowledge-base/print-a-check-in-receipt-for-a-booking)
---
### Configurable Notification Recipients
Admins control exactly who receives booking email notifications — without flooding everyone's inbox.
At the workspace level, admins configure default notification rules in **Settings > Bookings**: choose whether booking creators are automatically notified, whether all admins receive new booking broadcasts, and add an "always notify" list for people who need full visibility across every booking. On individual bookings, anyone can add per-booking notification recipients for extra stakeholders on a specific checkout.
The custodian always receives all notifications. Everyone else is configurable.
See: [Booking Notification Settings](/knowledge-base/booking-notification-settings)
---
## Benefits of Shelf Bookings
- **Eliminates scheduling conflicts** with automatic validation
- **Reduces admin overhead** for equipment managers
- **Speeds up student and staff workflows** with self-service booking
- **Provides a clear audit trail** of who reserved what and when
- **Enables predictable resource planning** across teams
- **Works on any device** with a mobile-friendly interface
- **Scales across departments** with workspace separation
- **Keeps the right people informed** with granular notification controls — no inbox flooding
---
## Common Use Cases
- **Education equipment rooms**: Students reserve cameras, laptops, and lab gear for projects.
- **Film and media programs**: Schedule production equipment for shoots, classes, and events.
- **Corporate shared equipment pools**: Manage loaner laptops, meeting room gear, and training resources.
- **AV teams**: Coordinate projectors, microphones, and video equipment across events.
- **Field teams**: Schedule tools and specialized equipment for job sites.
---
The free [Shelf Companion app](/mobile-app) on the App Store and Google Play lets you create, edit, and reserve bookings and check booked equipment in or out — right from the floor. Read the month as a **calendar** or the queue as a list, tap a day to see what is booked on it and start a booking there, fulfil reserved models by scanning the actual units, and check quantity-tracked stock back in with the same returned, lost, damaged, or consumed split you get on the web. The app itself is free; booking features are part of your Shelf plan.
## Related Features
- [Custody](/features/custody)
- [Kits](/features/kits)
- [Location Tracking](/features/location-tracking)
- [Workspaces](/features/workspaces)
- [Consumables Tracking](/features/consumables-tracking)
---
## Calendar
URL: /features/calendar
Visual booking calendar with month, week, and day views for complete asset availability at a glance.
# Calendar
The calendar gives teams a visual overview of every reservation, custody event, and availability gap across their entire inventory. Instead of digging through lists or asking colleagues, anyone can open the calendar and see exactly what is booked, what is available, and what is overdue.
The calendar is the visual layer of Shelf's [equipment scheduling and reservation system](/solutions/equipment-reservations), which handles booking, conflict prevention, and custody in one place.
---
## What the Calendar Solves
Scheduling shared equipment without a visual timeline creates recurring problems:
- **Scheduling conflicts**: Teams unknowingly book the same asset for overlapping time slots because no one has a clear picture of what is already reserved.
- **Lack of visibility**: Managers cannot see at a glance which items are in use, which are sitting idle, and which are overdue for return.
- **Coordination gaps**: Departments working in silos create bottlenecks when they compete for the same pool of resources without a shared view.
- **Missed returns**: Without a visual indicator of overdue items, late returns go unnoticed until someone else needs the equipment.
Shelf's calendar view solves each of these by putting availability, reservations, and status into a single visual timeline that the whole team can access.
---
## How the Calendar Works in Shelf
### Month, Week, and Day Views
Switch between month, week, and day views depending on the level of detail you need. The month view works well for long-range planning. The week and day views are ideal for daily coordination and last-minute scheduling.
The calendar reads in each person's own settings. Weeks start on the day you chose (Monday, Sunday, or Saturday), times use your 12 or 24-hour preference, and bookings sit on your time zone's clock, so a distributed team looking at the same calendar each sees it laid out the way they expect. Set yours under [Account settings → General](/knowledge-base/date-time-and-timezone-preferences).
---
### Color-Coded Status
Each booking is color-coded to reflect its current status, so you can scan the calendar and understand the state of every reservation without opening one:
| Status | Colour |
|---|---|
| Reserved | Blue |
| Ongoing (checked out) | Purple |
| Overdue | Red |
| Complete | Green |
| Draft, Cancelled, Archived | Grey |
These are the same colours a booking wears everywhere else in Shelf: on the bookings list, on the booking itself, and on an asset's own bookings. A booking that reads as a problem in one view reads as a problem in all of them.
---
### Overdue Highlighting
Items that have not been returned by their scheduled end time turn red automatically. Equipment managers can spot overdue assets in seconds and follow up before the delay cascades into the next reservation.
---
### Integrated with Bookings and Custody
The calendar is not a standalone feature. It draws directly from the bookings and custody systems, so every reservation and handoff appears in real time. When a booking is created or a custody transfer happens, the calendar updates instantly.
See: [Bookings](/features/bookings) | [Custody](/features/custody)
---
### Export Bookings to Any Calendar App
Every booking can be exported as an `.ics` file and imported into Google Calendar, Apple Calendar, Outlook, or any other RFC-compliant calendar application. Open any non-draft booking and click **Add to Calendar** to download the event file. The exported event includes the booking dates and a direct link back to the booking in Shelf.
This lets custodians keep their personal calendars aligned with their reservations without manual entry, and allows managers to share booking timelines with people outside of Shelf.
---
### Subscribe to a Live Booking Feed
Beyond one-off exports, each member can **subscribe** their calendar to a live feed of their Shelf bookings. Open the **Calendar** page and click **Subscribe** (or go to **Account Settings → Calendars**) to get a secret feed URL, then add it to Google Calendar, Apple Calendar, or Outlook once. From then on, bookings appear alongside the member's other events and **stay up to date automatically** — new, moved, and cancelled bookings sync on the calendar app's own refresh, with no re-exporting.
The feed mirrors what the member can already see in Shelf: administrators who can view all bookings can publish a **shared team calendar** for everyone to subscribe to, while self-service and base members get a feed of just their own reservations. The URL is secret and can be **regenerated** or **revoked** at any time. Available free on all Team workspaces.
See: [Subscribe Your Calendar to Shelf Bookings](/knowledge-base/subscribe-your-calendar-to-shelf-bookings)
---
## Benefits
- **Prevent double bookings** with a clear visual timeline of all reservations
- **Maximize asset utilization** by identifying idle equipment and open time slots
- **Improve team coordination** with a shared, always-current view of availability
- **Catch overdue returns early** with automatic status highlighting
- **Reduce admin overhead** by eliminating back-and-forth about what is free
- **Sync with personal calendars** by exporting any booking as an `.ics` file, or **subscribe** to a live feed that keeps all your bookings updated in Google Calendar, Outlook, or Apple Calendar automatically
---
## Common Use Cases
- **AV equipment rooms**: Coordinators see which cameras, projectors, and microphones are booked across the week and plan around availability.
- **Shared vehicles**: Fleet managers view vehicle reservations across the month and redistribute demand across the pool.
- **Lab equipment**: Researchers check the calendar before scheduling experiments to confirm instrument availability.
- **Construction tools**: Site managers coordinate tool assignments across crews and job sites using the day and week views.
---
## Related Features
- [Bookings](/features/bookings)
- [Custody](/features/custody)
- [Kits](/features/kits)
- [Equipment Scheduling & Reservations](/solutions/equipment-reservations)
---
## Custody
URL: /features/custody
Track who is responsible for each asset at every moment, with a clear audit trail and effortless handovers.
# Custody
Custody tracking ensures you always know who is responsible for each asset. Shelf logs every handover automatically, creating a complete accountability trail from check-out to return. [See how Eastern Michigan University uses this at scale](/case-studies/eastern-michigan-university).
---
## Why Custody Matters
Without clear custody tracking, organizations face recurring problems:
- **Responsibility gaps**: When equipment changes hands, no one knows who's accountable.
- **Unclear handovers**: Transfers happen informally, leaving no record.
- **Lost gear**: Items disappear and no one can trace the last responsible person.
- **Compliance issues**: Audits require proof of who had what—and when.
- **Incidents without history**: When something breaks or goes missing, there's no trail to review.
Custody tracking solves these problems by logging responsibility at every step—automatically.
---
## How Shelf Handles Custody
### Instant QR Transfers
[Scan a QR code from your phone](/knowledge-base/shelf-mobile-app) to transfer custody in seconds. No paperwork, no delays. The responsible person updates immediately, and the system logs the transaction.
---
### Automatic Assignment from Bookings
When a reservation begins, custody transfers automatically. When equipment is returned, the system updates instantly. Booking and custody work together in one unified workflow.
See: [Bookings](/features/bookings)
---
### Quantity-Aware Custody
Custody isn't just one person per item. For [quantity-tracked stock](/features/consumables-tracking), several people can each hold a portion of the same pool — assign any quantity, and each custodian's share is tracked separately. Ending a hold follows the item's consumption type: returnable units go back to the pool, while a used-up consumable is marked as consumed and comes off the total, with the option to hand back whatever wasn't used. See the [quantity-tracked assets guide](/knowledge-base/quantity-tracked-assets-and-consumables) for how it works.
---
### Full Accountability Trail
Every asset has a timeline showing who had it and when. Review custody history at any time—for audits, incident investigation, or operational oversight.
---
### Departmental Control with Workspaces
Separate custody tracking by department, location, or team. Each workspace manages its own accountability while administrators retain visibility across the organization.
See: [Workspaces](/features/workspaces)
---
## Benefits of Custody Tracking
- **Prevents loss** by creating clear responsibility at every step
- **Establishes accountability** with automatic handover logging
- **Reduces conflicts** about who had equipment last
- **Enables audits** with complete custody history
- **Supports high-volume operations** without manual paperwork
- **Speeds up incident resolution** with fast timeline reviews
- **Scales across teams** with workspace separation
---
## Common Use Cases
- **IT departments**: Track who has laptops, chargers, and peripherals across employees and loaners.
- **Education equipment rooms**: Log student check-outs and returns with full accountability.
- **Field teams**: Transfer custody during shift changes, crew rotations, and site handoffs.
- **Media production**: Track cameras, audio gear, and lighting across shoots and crew members.
---
## Related Features
- [Bookings](/features/bookings)
- [Location Tracking](/features/location-tracking)
- [Kits](/features/kits)
- [Consumables Tracking](/features/consumables-tracking)
---
## Dashboard
URL: /features/dashboard
A real-time view of bookings, custody, overdue items, and asset usage—giving teams clarity at a glance.
# Dashboard
The dashboard gives teams a real-time view of bookings, custody, overdue items, and asset activity—providing clarity at a glance.
---
## What the Dashboard Shows
The dashboard surfaces the operational data that matters most:
- **Bookings**: Upcoming reservations, active check-outs, and scheduled returns.
- **Overdue items**: Equipment that hasn't been returned on time.
- **Custody changes**: Recent handovers and responsibility transfers.
- **Usage trends**: Activity patterns that help inform planning and resource allocation.
Everything updates in real time, so you're always working with current information.
---
## How the Dashboard Helps Teams
### Central Visibility
One screen shows booking activity, custody status, and overdue items across your organization. No need to check multiple systems or ask around.
---
### Faster Decisions
With real-time data, managers can make quick decisions: reassign equipment, follow up on overdue items, or adjust schedules on the fly.
---
### Early Problem Detection
The dashboard surfaces issues before they escalate. Overdue equipment, booking conflicts, and unusual activity patterns become visible immediately.
---
### Department-Level Insights (Workspaces)
Filter the dashboard by workspace to see data for specific departments, locations, or teams. Each workspace can focus on its own operations while administrators retain the full picture.
See: [Workspaces](/features/workspaces)
---
### Going Deeper with Reports
The dashboard answers "what is happening right now?" When you need to drill into a specific question — booking compliance over the last quarter, the most-used assets, idle inventory, custody history — open the Reports area for ready-to-run reports with timeframe filters, CSV export on every report, and PDF export for chart-based reports.
See: [Reports](/features/reports)
---
## Benefits
- **Real-time visibility** into equipment status across the organization
- **Faster follow-up** on overdue items and pending returns
- **Proactive management** by spotting issues early
- **Informed planning** with usage trends and activity data
- **Department-level focus** with workspace filtering
- **Reduced admin overhead** by centralizing information
---
## Related Features
- [Reports](/features/reports)
- [Bookings](/features/bookings)
- [Custody](/features/custody)
- [Asset Reminders](/features/asset-reminders)
---
## Kits
URL: /features/kits
Group equipment and accessories so everything stays together—cameras with lenses, tools with components, and devices with chargers.
# Kits
Kits let you group equipment with its accessories so everything stays together—cameras with lenses, tools with components, and devices with chargers.
---
## Why Kits Matter
Accessories are the most commonly lost items in any equipment operation:
- **Missing accessories**: Chargers, cables, batteries, and adapters disappear without anyone noticing.
- **Mismatched sets**: Components end up with the wrong parent items, creating confusion.
- **Confusion during check-in**: Staff can't tell what's missing when items return incomplete.
- **Manual checking slows operations**: Verifying every component by hand creates bottlenecks.
Kits solve these problems by defining what belongs together—and automatically tracking completeness.
---
## How Kits Work in Shelf
### Parent + Child Items
A kit consists of a parent item (like a camera) and its child items (lenses, batteries, cables, cases). Shelf knows what belongs together and tracks each component.
---
### Quantity-Tracked Stock in Kits
Kits aren't limited to individually tracked items. You can include [quantity-tracked stock](/features/consumables-tracking) — supplies and consumables managed by count — in a kit, and the kit handles custody by quantity. A kit only claims the slice you gave it, so the same pool can sit in several kits at once and the units none of them claimed stay bookable on their own.
One pool can supply several kits at the same time, each holding its own slice, with the remainder still free on the shelf. Those units are counted once wherever they appear, so the asset's availability, a booking's checkout, and the printed pull list all agree on where each portion of the pool has gone.
A kit holds its slice indefinitely, so the ceiling on what it can take leaves alone anything a future reservation is relying on — and it measures that as the busiest single moment on the calendar, not the sum of every booking, so two jobs three weeks apart never *reserve* the same units twice. A kit cannot quietly claim the units a booking was built on. Used-up consumables are the one case where time still tells: the pool itself falls with every check-in that consumes stock, so a ceiling is read against today's total rather than granted for good. See [how many units a kit can take](/knowledge-base/kits#how-many-units-a-kit-can-take).
Kits bundle assets; the tracking method is set per asset. [Here is how to choose one](/knowledge-base/how-to-choose-a-tracking-method).
---
### Kit-Aware Bookings
When users book a kit, all its accessories come along. No need to reserve each item separately—the entire bundle is scheduled as one unit.
The kit goes back into circulation as soon as its bookings end, and it survives maintenance along the way: swapping a part out while the kit is on a job costs you nothing, because the booking keeps its own record of which kit each item left with and the release follows that record rather than the kit's contents on the day it comes back.
See: [Bookings](/features/bookings)
---
### Missing Item Detection
During check-in, Shelf compares what's returned against what should be in the kit. If something is missing, the system flags it immediately—no manual counting required.
Workspaces that work mostly with kits can also count **each kit as a single unit** on the booking check-in progress bar, so a large kit reads as one item to return rather than dozens.
---
### Custody & Location Sync
Kit items inherit updates from the parent. When custody or location changes for the kit, all child items update automatically, and the hold the kit put on a member is the kit's to lift: releasing one member on its own is refused, so a kit and its contents can never disagree about who has them.
Moving a kit is a single action, done from the kit page, from a multi-select on the Kits index, or by scanning the kit's QR code with the scanner set to **Update location**. Every asset inside lands at the new location, and each one records the move in its own activity history so the trail shows it came from the kit. Quantity-tracked stock only moves the slice the kit holds; the rest of the pool stays where you put it. Unpack the kit later and its individually tracked assets stay at the location the kit left them at, rather than reverting to unplaced.
See: [Custody](/features/custody) · [Kit location, step by step](/knowledge-base/kits#kit-location)
---
## Benefits
- **Reduces accessory loss** by tracking every component
- **Faster check-in/out** with automatic completeness verification
- **Eliminates accessory chaos** with clear parent-child relationships
- **Perfect for media and education** where kits are standard practice
- **Scales across departments** with kit definitions that can be reused
---
## Related Features
- [Bookings](/features/bookings)
- [Custody](/features/custody)
- [Location Tracking](/features/location-tracking)
- [Consumables Tracking](/features/consumables-tracking)
---
## Location Tracking
URL: /features/location-tracking
Know where every asset is—rooms, buildings, job sites, vehicles—with quick updates and clear visibility.
# Location Tracking
Location tracking lets you know where every asset is—across rooms, buildings, job sites, and vehicles—with quick updates and clear visibility.
---
## What Location Tracking Solves
Without clear location tracking, organizations struggle with:
- **Equipment misplaced**: Items end up in the wrong room, closet, or site with no record.
- **Departments not knowing where items are stored**: Each team maintains separate mental models of where things should be.
- **Job site confusion**: Tools and gear move constantly, and no one knows what's where.
- **Mixed inventories**: Equipment from different programs or departments gets intermingled.
- **Room-to-room movement**: Assets shift between locations without anyone updating records.
Location tracking solves these problems by making every movement visible and every update fast.
---
## How Shelf Tracks Locations
### Manual or QR-Based Updates
Update an asset's location with a quick scan or a few taps. When equipment moves, staff can log the new location in seconds—no forms, no delays.
---
### Hierarchical Locations
Organize locations into logical structures: buildings, floors, rooms, storage areas, vehicles, and job sites. Shelf supports nested hierarchies that match how your organization actually works.
---
### Move a Whole Kit at Once
Gear that travels together doesn't have to be relocated item by item. Change a [kit's](/features/kits) location from the kit page, from a multi-select on the Kits index, or by scanning its QR code, and every asset inside moves with it. Each asset records the move in its own history, so a 40-piece kit going from the warehouse to a job site is one action and forty accurate records.
---
### Integrated with Custody
Location and custody work together:
- **Location** = where the item is
- **Custody** = who has it
Both update independently, giving you complete visibility into an asset's status.
See: [Custody](/features/custody)
---
### Visibility Across Workspaces
Track locations across departments, programs, or sites using workspaces. Each team manages its own inventory while administrators see the full picture.
See: [Workspaces](/features/workspaces)
---
## Benefits
- **Faster operations** with instant location lookups
- **Reduced equipment loss** through consistent location updates
- **Clarity across teams** with shared visibility
- **Easy audits** with complete location history
- **Better planning** knowing what's stored where
- **Scalable across sites** with hierarchical location structures
---
## Related Features
- [Custody](/features/custody)
- [Bookings](/features/bookings)
- [Kits](/features/kits)
---
## Workspaces
URL: /features/workspaces
Organize assets and permissions across departments or teams, giving each group control while keeping administrators in sync.
# Workspaces
Workspaces let you organize assets and permissions across departments or teams—giving each group control over their own inventory while keeping administrators in sync.
---
## Why Workspaces Matter
Organizations with multiple teams or departments face common challenges:
- **Departmental silos**: Each group tracks equipment separately with no shared visibility.
- **Mixed inventories**: Assets from different programs get intermingled and confused.
- **Unclear permissions**: It's hard to control who can access, book, or manage specific equipment.
- **Need for autonomy**: Departments want to manage their own workflows without waiting on central IT.
Workspaces solve these problems by creating clear boundaries—while maintaining the oversight organizations need.
---
## How Workspaces Work in Shelf
### Separate Inventories
Each workspace has its own assets, users, and configurations. A film department's cameras stay separate from IT's laptops, even within the same organization.
---
### Role & Permission Controls
Assign users to specific workspaces with appropriate permissions. Team members can manage their own equipment without accessing other departments' inventories.
---
### Admin Oversight
Administrators see across all workspaces. Monitor activity, review reports, and ensure consistency organization-wide—without managing every detail.
---
### Cross-Workspace Reporting
Generate reports that span multiple workspaces or focus on individual teams. Get the visibility you need at any level.
---
## Benefits
- **Cleaner organization** with separate inventories for each team
- **Better governance** through role-based permissions
- **Simple for admins** with unified oversight across workspaces
- **Ideal for universities and enterprises** with complex, multi-department structures
- **Scalable** as organizations grow and add new teams
---
## Related Features
- [Custody](/features/custody)
- [Bookings](/features/bookings)
- [Location Tracking](/features/location-tracking)
---
# Solutions
## Calibration Tracking
URL: /solutions/calibration-tracking
Keep a calibration register — track due dates, intervals, certificate numbers, and providers, get a reminder before each instrument expires, and filter or export what's due. Open source, free to start.
# Calibration Tracking
For teams that measure for a living, an out-of-calibration instrument is worse than no instrument — the readings can't be trusted, and the work may have to be redone. Calibration tracking is how you keep one clear register of every instrument: what it is, when it's due, and whether it's in date before it leaves the shelf.
Shelf gives you that register using [Custom Fields](/knowledge-base/custom-field-types-in-shelf), [Asset Reminders](/features/asset-reminders), and an automatic change log. Record each instrument's calibration due date, interval, certificate number, and provider; set a reminder before it expires; and filter or export everything that's coming due. It is a **lightweight calibration register — not a metrology suite, and not full calibration management software.** It does not store certificate PDFs, keep a multi-event calibration history, generate certificates, or manage measurement uncertainty. If you need those, see the honest comparison below.
---
## When a Calibration Register Is Enough (and When It Isn't)
Dedicated calibration/metrology platforms are built for labs that *perform* calibrations — managing measurement uncertainty, standards traceability, pass/fail results, and certificate generation. They're powerful, complex, and priced for that job.
Many teams that *use* calibrated instruments don't need all of that. They need to answer simpler questions:
- **Which sound level meters are due for calibration this month?**
- **Is this instrument in date before I send it to a client site?**
- **What's the certificate number and provider for the unit we used on that job?**
- **Who needs reminding that the dosimeter is due soon?**
If that's your need, Shelf covers it. If you must store every certificate PDF, keep a full history of past calibrations per instrument, or record measurement uncertainty, you'll want dedicated calibration software — be honest with yourself about which you are.
---
## How Shelf Handles Calibration Tracking
### Custom Fields — Your Calibration Register
[Custom Fields](/knowledge-base/custom-field-types-in-shelf) turn every instrument into a register entry. Add the fields your workflow needs:
- **Last Calibration Date** (date)
- **Calibration Due Date** (date)
- **Calibration Interval** (text or number — e.g. "12 months")
- **Calibration Certificate Number** (text)
- **Certificate Link** (text — paste a URL to the PDF stored in your drive)
- **Calibration Provider / Lab** (text)
- **Calibration Status** (option: In Date / Due Soon / Overdue)
Fields are searchable and filterable, so you can pull every instrument due in the next 30 days, or export the whole calibration register to CSV for an audit. Custom fields hold the **current** values for each instrument — Shelf stores a cert *number* and *link*, not the certificate file itself.
See: [Custom Field Types](/knowledge-base/custom-field-types-in-shelf)
---
### Reminders — A Heads-Up Before Each Due Date
[Asset Reminders](/features/asset-reminders) email the team members you choose ahead of an instrument's calibration due date, so it doesn't quietly slip out of date. Each reminder is set for a specific date. When an instrument is recalibrated, update its dates and set the reminder for the next due date — a quick step that keeps the register current.
> **Heads-up:** Reminders are set per due date, not auto-recurring — you set the next one after each calibration. Automatic recurring reminders are on our roadmap.
See: [Asset Reminders](/features/asset-reminders)
---
### Booking + Custody — See Status Before an Instrument Goes Out
Because calibration status lives on the asset, your team can see whether an instrument is in date before reserving or checking it out. [Bookings](/features/bookings) let staff reserve a unit for a job, and [custody](/features/custody) records who took which instrument and when. (Shelf shows the status — it doesn't automatically block an out-of-date instrument from being booked.)
See: [Equipment Reservations](/solutions/equipment-reservations)
---
### Change Log — A Timestamped Trail
Every custody change, location update, and field edit is logged automatically with a timestamp and the person who made it. That gives you a trail of when calibration fields were last updated — useful for audits and handovers. It's a change log on the asset, not a structured multi-record calibration history.
---
### Multi-Location Visibility
For teams with instruments spread across several offices, [location tracking](/features/location-tracking) shows the register by site. Filter to see which instruments at each office are due, or view the whole organization to plan calibration runs.
See: [Multi-Location Asset Tracking](/solutions/multi-location-asset-tracking)
---
## What Shelf Does — and Doesn't — Do
Be clear-eyed about the fit. Shelf is honest about where dedicated calibration software is the better tool:
| Need | Shelf | Dedicated calibration software |
|---|---|---|
| **Instrument register with due dates & status** | Yes — via custom fields | Yes |
| **Certificate number & provider** | Yes — text fields | Yes |
| **Reminder before a due date** | Yes — set per due date | Yes |
| **Filter / export what's due** | Yes — dashboard + CSV | Yes |
| **Booking & custody of instruments** | Yes — built-in | Rarely |
| **Multi-location visibility** | Yes | Varies |
| **Automatic recurring scheduling** | No — set the next reminder when you calibrate *(on the roadmap)* | Yes |
| **Certificate file storage (PDF upload)** | No — store the number or a link *(on the roadmap)* | Yes |
| **Full calibration history per instrument** | No — current values + change log | Yes |
| **Pass/fail & measurement uncertainty** | No | Yes |
| **Auto-generated calibration certificates** | No | Yes |
| **Pricing** | Free plan; Team at flat rate | Per-seat, typically $$$ |
**Choose Shelf** if you *use* calibrated instruments and want a simple register, due-date reminders, and custody alongside your other equipment — all in one tool. **Choose dedicated calibration software** if you *perform* calibrations or must store certificates and full histories with uncertainty management.
---
## Who Uses Calibration Tracking
Shelf fits teams whose work depends on in-date, shared instruments:
- **Acoustic and noise consultancies** — sound level meters, dosimeters, calibrators
- **Environmental and air-quality consultants** — monitors, samplers, gas detectors
- **Occupational hygiene and health & safety** — exposure and monitoring equipment
- **NDT, inspection, and surveying** — gauges, test instruments, total stations
- **Engineering and QA teams** — measurement instruments on accreditation cycles
---
## Why Teams Choose Shelf for Calibration Tracking
- **One system**: Register, reminders, booking, and custody together — not a separate tool.
- **Free to start**: Unlimited assets and custom fields on the [free plan](/pricing). No credit card required.
- **Flat-rate pricing**: The Team plan covers unlimited users — no per-seat tax.
- **[Open source](/solutions/open-source-asset-management)**: AGPL licensed. Self-host or use the managed cloud.
- **Set up in minutes**: Add instruments, create calibration fields, set reminders, start tracking.
---
## Frequently Asked Questions
### Is Shelf calibration management software?
Not in the full sense. Shelf is a lightweight calibration *register* — due dates, intervals, certificate numbers, providers, reminders, and a change log. It does not store certificate files, keep a multi-event calibration history, generate certificates, or manage measurement uncertainty. For teams that *use* calibrated instruments and want a simple register alongside their other equipment, it's a good fit; teams that *perform* calibrations should use dedicated calibration software.
### How do I get reminded before calibration expires?
Set an Asset Reminder on an instrument for a date ahead of its calibration due date, and Shelf emails the team members you choose. Reminders are set per due date rather than auto-recurring, so after each calibration you update the dates and set the next reminder. Automatic recurring reminders are on our roadmap.
### Can I store the calibration certificate?
You can store the certificate **number** and a **link** to where the PDF lives (for example, your shared drive) in text fields. Shelf does not currently upload and store the certificate file itself — file attachments are on our roadmap.
### Can I keep a history of every past calibration?
Custom fields hold the current values, and the asset's change log records when those fields were updated. Shelf does not keep a separate, structured record of every past calibration event per instrument — if that's a hard requirement, use dedicated calibration software.
### Can I see which instruments are due across offices?
Yes. Filter by location to see status at each site, or view the whole organization at once to plan calibration runs, and export the register to CSV for audits.
### Is calibration tracking available on the free plan?
Yes — unlimited assets, custom fields, and reminders are on the free plan for a single user. Multi-user access and bookings are on the Team plan.
---
## Related Solutions
- [Maintenance Tracking](/solutions/maintenance-tracking)
- [Equipment Reservations](/solutions/equipment-reservations)
- [Multi-Location Asset Tracking](/solutions/multi-location-asset-tracking)
- [Asset Tracking](/solutions/asset-tracking)
---
## QR Code Asset Tracking
URL: /solutions/qr-code-asset-tracking
Tag every asset with a QR code and track it from any phone — check-in/out, location, custody, and full history with one scan. Open source, free to start.
# QR Code Asset Tracking
QR code asset tracking replaces sign-out sheets and spreadsheets with a single scan. Every asset gets its own QR code; anyone on the team scans it with a phone to see what it is, where it is, who has it, and its full history — then checks it in or out in seconds.
Shelf is QR-first by design. You generate codes, print them as durable asset tags, attach them to your equipment, and start tracking — no special scanner hardware and no training required. It works in any browser and in the free [Shelf Companion app](/mobile-app) for iPhone and Android.
---
## Why QR Codes Beat Spreadsheets and Sign-Out Sheets
Manual tracking breaks down the moment assets start moving between people, rooms, and sites:
- **No real-time status**: A spreadsheet is out of date the second someone forgets to update it.
- **No accountability**: Sign-out sheets don't tell you who *currently* has an item or when it was due back.
- **Slow lookups**: Finding a serial number, warranty date, or service history means digging through files.
- **Lost and duplicate-bought items**: Teams re-buy gear they already own because no one can find it.
- **No audit trail**: When something goes missing, there's no record of who touched it last.
A QR code turns every physical asset into a live record. Scan it and the truth is on your screen.
---
## How QR Code Asset Tracking Works in Shelf
### Generate and Print QR Asset Tags
Every asset in Shelf gets a unique QR code automatically. Print them in batches as labels, size them for anything from a laptop to a hand tool, and use the [Asset Label Designer](/tools/asset-label-designer) to lay out tags with your own text and codes. Prefer to roll your own? The free [QR Code Generator](/tools/qr-code-generator) creates codes on demand.
See: [Asset Label Designer](/tools/asset-label-designer)
---
### Scan to Check In, Check Out, and Update
Point a phone camera at the code. From the scan you can check the item in or out, assign custody, update its location, add notes, or view its complete history. No app install is required to use the web app, and the free [Shelf Companion app](/mobile-app) adds fast, offline-friendly scanning in the field.
See: [Custody](/features/custody)
---
### Know Where Everything Is
Each scan records the asset's current location, so a quick check-in updates its place across rooms, buildings, and sites. Shelf captures the point-in-time location at the moment of a scan — a fast, accurate way to keep records current without continuous GPS hardware on every item.
See: [Location Tracking](/features/location-tracking)
---
### QR *and* Barcode Support
Already labelled your fleet with barcodes? Shelf reads them too — Code128, Code39, DataMatrix, EAN-13, and external QR codes — so you can adopt QR-first workflows without re-tagging everything on day one.
---
### Full History on Every Asset
Every scan, custody change, location update, and field edit is logged automatically with a timestamp and the person who did it. The asset carries its own permanent record — ready for audits, insurance, or handovers with no extra paperwork.
See: [Mobile Asset Auditing](/solutions/mobile-asset-auditing)
---
## Key Features
- **Automatic QR codes** for every asset — no manual generation
- **Batch label printing** with the built-in label designer
- **Scan from any phone** — web app or the free Companion app (iPhone & Android)
- **Check-in / check-out** and custody assignment in one scan
- **Location updates** captured at scan time
- **Barcode support** — Code128, Code39, DataMatrix, EAN-13, external QR
- **Automatic activity log** for a complete audit trail
- **Unlimited assets** on every plan, including the free tier
---
## Common Use Cases
- **IT hardware**: Track laptops, monitors, and peripherals with QR tags; scan to assign to staff.
- **AV and camera gear**: Check kits in and out for shoots and events; flag missing accessories on return.
- **Tools and equipment**: Tag shared tools so the whole team can see who has what.
- **Lab and field instruments**: Scan to record location and custody as equipment moves between sites.
- **Fixed assets**: Run walk-through audits by scanning tags room by room.
---
## Why Teams Choose Shelf for QR Asset Tracking
- **QR-first by design**: Not a bolt-on — scanning is the core workflow.
- **Free to start**: Unlimited assets and QR codes on the [free plan](/pricing). No credit card required.
- **No per-asset fees**: Tag as many items as you like without pricing penalties.
- **[Open source](/solutions/open-source-asset-management)**: AGPL licensed. Self-host or use the managed cloud.
- **Works on any phone**: No proprietary scanner hardware to buy.
---
## Frequently Asked Questions
### Do I need a special scanner for QR code asset tracking?
No. Any smartphone camera works through the web app, and the free Shelf Companion app for iPhone and Android adds dedicated in-field scanning. There's no proprietary hardware to buy.
### Can I print my own QR asset tags?
Yes. Every asset gets a QR code automatically, and you can print them in batches as labels using the built-in Asset Label Designer. You control the size and layout.
### Does Shelf track an asset's location in real time?
Shelf records an asset's location each time its QR code is scanned — an accurate, point-in-time update. It is not continuous GPS tracking; location reflects the most recent scan.
### Can I use existing barcodes instead of QR codes?
Yes. Shelf supports Code128, Code39, DataMatrix, EAN-13, and external QR codes alongside its native QR codes, so you can keep existing labels while adopting QR workflows.
### Is QR code asset tracking free?
Yes — the free plan includes unlimited assets, QR codes, scanning, and custody for a single user. Multi-user features and bookings are on the paid Team plan.
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In/Out](/solutions/equipment-check-in)
- [Multi-Location Asset Tracking](/solutions/multi-location-asset-tracking)
- [Mobile Asset Auditing](/solutions/mobile-asset-auditing)
---
## Maintenance Tracking
URL: /solutions/maintenance-tracking
Schedule preventive maintenance, track service history, and get team notifications when equipment is due — without the complexity of a full CMMS.
# Equipment Maintenance Tracking
Maintenance tracking is the process of scheduling, documenting, and monitoring equipment servicing — calibration dates, safety inspections, preventive maintenance intervals, and repair history. Without a system, maintenance gets skipped, warranties expire unnoticed, and equipment fails at the worst possible moment.
Shelf provides maintenance tracking through [Asset Reminders](/features/asset-reminders) and [Custom Fields](/knowledge-base/custom-field-types-in-shelf) — configurable schedules, automatic team notifications, and service history attached to every asset. It is not a full CMMS (Computerized Maintenance Management System) with work orders, parts inventory, and technician dispatching. It is the maintenance layer that 80% of equipment teams actually need: know what is due, get notified, document what was done.
---
## When You Need Maintenance Tracking (But Not a CMMS)
Full CMMS platforms — UpKeep, Limble, Fiix — are built for facilities and industrial maintenance teams that manage thousands of work orders, parts catalogs, and technician schedules. They are powerful, complex, and expensive.
Most equipment teams do not need that level of complexity. They need answers to simpler questions:
- **When is this forklift's next safety inspection?**
- **Which fire extinguishers expire this month?**
- **Has this camera been serviced since the lens issue?**
- **Who was notified about the overdue calibration on the pressure gauge?**
- **What maintenance has been done on this vehicle in the past year?**
If your maintenance needs center on scheduling reminders, logging completed service, and keeping equipment compliant — rather than dispatching technicians and managing spare parts — Shelf handles it without the overhead of a dedicated CMMS.
---
## How Shelf Handles Maintenance Tracking
### Asset Reminders — Automated Maintenance Schedules
[Asset Reminders](/features/asset-reminders) let you set a reminder for any maintenance event:
- **Preventive maintenance**: Oil changes every 500 hours, filter replacements every quarter, safety inspections annually
- **Calibration**: Lab instruments and testing equipment on manufacturer-specified intervals
- **Certifications and inspections**: Fire extinguisher checks, electrical safety testing, vehicle inspections
- **Warranty expiration**: Get notified before coverage lapses so you can renew or plan for replacement
- **Lease renewals**: Equipment lease end dates with advance notice for budget planning
Each reminder is attached to a specific asset, is set for a specific date, and notifies designated team members by email as the date approaches. When the work is done, log it and set the next reminder.
See: [Asset Reminders](/features/asset-reminders)
---
### Custom Fields — Document Service History
[Custom Fields](/knowledge-base/custom-field-types-in-shelf) turn every asset into a structured maintenance record. Add fields specific to your equipment and maintenance workflows:
- **Last Service Date** (date field)
- **Next Service Due** (date field)
- **Service Provider** (text field)
- **Maintenance Cost** (number field)
- **Service Notes** (text field)
- **Calibration Certificate Number** (text field)
- **Hours Since Last Service** (number field)
Custom fields are fully searchable and filterable. Need to find all assets where the last service was more than six months ago? Filter the dashboard. Need to export maintenance records for an insurance audit? Export to CSV.
See: [Custom Fields](/knowledge-base/custom-field-types-in-shelf)
---
### Activity History — Permanent Maintenance Log
Every action on an asset — check-out, return, location change, field update, reminder triggered — is logged in the asset's activity history with a timestamp and the user who performed it. This creates an automatic maintenance log:
1. Reminder fires: "Annual safety inspection due for Forklift #12"
2. Technician updates custom fields: Last Service Date → 2026-03-12, Service Notes → "Hydraulic fluid replaced, brakes inspected, passed safety check"
3. The update is permanently logged in the asset's activity timeline
No separate maintenance log to maintain. No paperwork to file. The asset itself carries its complete service history.
---
### Multi-Location Maintenance Visibility
For organizations with equipment across multiple sites, Shelf's [location tracking](/features/location-tracking) lets you see maintenance status across every facility. Filter by location to see which equipment at a specific warehouse is overdue for service. Or view the entire organization to identify maintenance patterns — maybe one site's equipment consistently needs more frequent repairs, signaling an environmental or usage issue.
See: [Multi-Location Asset Tracking](/solutions/multi-location-asset-tracking)
---
### Spare Parts and Consumables — Basic Counts
Maintenance runs on supplies: filters, lubricants, gaskets, fasteners, cleaning materials. Shelf lets you keep a simple count of these by [tracking them by quantity](/features/consumables-tracking) — one record per type with a running total, a unit of measure, and a minimum-stock threshold. When the count reaches or falls below that threshold, the workspace owner and every admin get a low-stock email so the part gets reordered before the next service is blocked.
This is a stock count with alerts, not a procurement system. Shelf does not generate purchase orders or link parts consumption to work orders — that is CMMS territory. For most teams, knowing "we're low on filters" in time to reorder is exactly enough.
See: [Track consumables by quantity](/features/consumables-tracking)
---
## Key Maintenance Features
- **Date-based reminders**: Set email notifications ahead of any due date; add the next one after each service
- **Email notifications**: Designated team members receive alerts when maintenance is approaching or overdue
- **Custom fields**: Track service dates, costs, providers, certificate numbers, and any maintenance-specific data
- **Activity history**: Permanent, timestamped log of every maintenance action and field update
- **QR scanning**: Scan equipment in the field to view its maintenance status, last service date, and upcoming reminders
- **Multi-location**: See maintenance status across all sites from one dashboard
- **CSV export**: Pull maintenance records for audits, insurance, or compliance reporting
- **Bulk actions**: Update maintenance fields on multiple assets simultaneously
- **No asset limits**: Track maintenance for unlimited equipment on every plan
---
## Common Use Cases
- **Construction and trades**: Track safety inspections, tool calibrations, and vehicle maintenance intervals for field equipment. Reminders ensure nothing slips through the cracks between job sites.
- **Manufacturing and warehousing**: Schedule preventive maintenance for forklifts, conveyor systems, and production equipment. Log service history with custom fields for audit compliance.
- **IT departments**: Track warranty expiration dates, lease renewal deadlines, and refresh cycles for laptops, servers, and networking equipment. Know when hardware is approaching end-of-life before it fails.
- **Research and laboratories**: Maintain calibration schedules for instruments and testing equipment. Document certification numbers and service provider details for regulatory compliance.
- **Facilities management**: Monitor HVAC servicing, fire extinguisher inspections, elevator certifications, and building equipment maintenance across multiple buildings.
- **Agriculture and land management**: Track maintenance intervals for vehicles, irrigation equipment, and field tools across large properties.
---
## Shelf vs. Full CMMS — Choosing the Right Fit
| Need | Shelf | Full CMMS |
|---|---|---|
| **Scheduled reminders** | Yes — configurable per asset | Yes |
| **Service history log** | Yes — via custom fields + activity history | Yes — dedicated work orders |
| **Team notifications** | Yes — email alerts to assigned members | Yes — plus technician dispatch |
| **Work order management** | No | Yes |
| **Spare-parts stock counts** | Basic — count by quantity with low-stock email | Yes — full parts catalog + purchase orders |
| **Technician scheduling** | No | Yes |
| **Equipment check-out/booking** | Yes — built-in | Rarely included |
| **QR-based field operations** | Yes | Varies |
| **Asset custody tracking** | Yes — full chain | No |
| **Pricing** | Free plan; Team at flat rate | $45–150+/user/month |
| **Setup time** | Minutes | Weeks to months |
| **Open source** | Yes | Rarely |
**Choose Shelf** if your team needs maintenance reminders and service logging alongside equipment tracking, check-out, and booking. One system for everything.
**Choose a full CMMS** if you need dedicated work order workflows, parts inventory management, and technician dispatching as your primary use case.
Many teams start with Shelf for maintenance tracking and only move to a CMMS if their maintenance operations grow to require it. Most never do.
---
## Why Teams Choose Shelf for Maintenance Tracking
- **No CMMS overhead**: Get 80% of the maintenance value without the complexity, cost, or implementation timeline
- **Combined system**: Maintenance tracking, check-out, booking, and custody in one platform — not three separate tools
- **Free to start**: Unlimited assets and reminders on the [free plan](/pricing). No credit card required.
- **Flat-rate pricing**: The Team plan covers unlimited users — no per-seat maintenance tax
- **[Open source](/solutions/open-source-asset-management)**: AGPL licensed. Self-host or use the managed cloud.
- **Set up in minutes**: Import assets, add reminder schedules, start tracking. No consultant required.
---
## Getting Started
1. **Sign up for free** at [app.shelf.nu](https://app.shelf.nu/join) — no credit card required.
2. **Add your equipment** manually or [import from a CSV file](/knowledge-base/importing-assets-to-shelf-csv-guide).
3. **Create custom fields** for maintenance data — service dates, costs, providers, notes.
4. **Set up asset reminders** — add reminders ahead of inspection, calibration, and preventive-maintenance due dates.
5. **Assign team members** to receive notifications when maintenance is due.
6. **Print QR labels** so field technicians can scan equipment to view maintenance status on-site.
---
## Frequently Asked Questions
### Does Shelf replace a CMMS?
For most equipment teams, yes. If your maintenance needs are scheduling reminders, logging service history, and keeping equipment compliant, Shelf covers it. If you need dedicated work order workflows, parts catalog management, and technician dispatching, a full CMMS is a better fit.
### Can I set different maintenance schedules for different equipment?
Yes. Each asset gets its own reminders, set individually. Add a reminder for the forklift's next safety check and another for the fire extinguisher's next inspection — each on its own date.
### How do I log completed maintenance?
Update the asset's custom fields (Last Service Date, Service Notes, etc.) — the change is automatically logged in the activity history with a timestamp and the user who made the update. This creates a permanent maintenance record.
### Can I export maintenance records for audits?
Yes. Export assets with all custom field data to CSV. Filter by category, location, or date range to pull exactly the records your auditor needs.
### Who gets notified when maintenance is due?
You choose. Each reminder can notify specific team members by email. Assign the site manager, the maintenance lead, or the entire operations team — whatever fits your workflow.
### Is there a limit on how many reminders I can set?
No. Set as many reminders as your equipment requires — there is no cap on the number of reminders per asset or across your organization.
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Fixed Asset Tracking](/solutions/fixed-asset-tracking)
- [Multi-Location Asset Tracking](/solutions/multi-location-asset-tracking)
- [Equipment Check-In/Out](/solutions/equipment-check-in)
- [Calibration Tracking](/solutions/calibration-tracking)
---
## Multi-Location Asset Tracking
URL: /solutions/multi-location-asset-tracking
Track equipment across multiple sites, warehouses, campuses, and job sites from a single dashboard. See what is where, who has it, and move assets between locations with a QR scan.
# Multi-Location Asset Tracking
Multi-location asset tracking is the ability to manage equipment across multiple physical sites — offices, warehouses, campuses, job sites, vehicles — from a single system. Instead of separate spreadsheets per location or manual coordination between site managers, a multi-location system provides unified visibility: what is where, who has it, and whether it is available.
Shelf is a free, [open-source](/solutions/open-source-asset-management) asset tracking platform with native multi-location support. Organize sites into hierarchies up to 12 levels deep, transfer equipment between locations with a QR scan, and see real-time availability across every site from one dashboard. Used by 3,000+ teams managing 450,000+ assets.
---
## The Multi-Location Problem
Organizations with equipment spread across multiple sites face a specific set of challenges that single-location tracking tools and spreadsheets cannot solve:
### No Cross-Site Visibility
Each location maintains its own records — a spreadsheet, a whiteboard, a mental model held by one site manager. When the main office needs a projector and one is sitting idle at the satellite office, no one knows. Equipment gets re-purchased because the search radius stops at the building door.
### Transfer Chaos
Moving equipment between sites involves emails, phone calls, and hope. There is no structured way to document that a laptop left Building A and arrived at Building B. Items get lost in transit, arrive without documentation, or sit in a loading dock unclaimed.
### Inconsistent Processes
Different locations develop different tracking habits. The warehouse uses a clipboard. The office uses a shared spreadsheet. The field team uses text messages. Reporting across the organization requires manually combining incompatible data sources.
### Audit Complexity
When it is time to verify equipment counts — for insurance, compliance, or financial reporting — teams spend days reconciling records across sites. Physical audits require travel. Discrepancies are common because the data was never unified in the first place.
---
## How Shelf Handles Multi-Location Tracking
Shelf treats location as a first-class dimension of every asset, not an afterthought field in a spreadsheet.
### Hierarchical Location Structure
Organize your sites into a tree structure that mirrors your real world. Shelf supports [up to 12 levels of location hierarchy](/knowledge-base/sublocations-organize-locations-into-hierarchies):
**Region → City → Campus → Building → Floor → Room → Shelf**
Or for field operations:
**District → Job Site → Vehicle → Toolbox**
Each level is a real location in Shelf with its own inventory, QR code, and activity history. Add, rename, or restructure locations at any time without losing historical data.
See: [Location Tracking](/features/location-tracking)
---
### Cross-Site Transfers via QR Scan
When equipment moves between locations, a QR scan at the destination updates the asset record automatically. The transfer is timestamped, attributed to the person who scanned, and logged in the asset's activity history.
No forms, no emails, no manual spreadsheet updates. The receiving site scans the item and the system reflects reality.
---
### Supplies Stocked per Location
The same multi-site visibility applies to the consumables you [track by quantity](/features/consumables-tracking). Stock a count of supplies at each location, see the available quantity per site, and split or move units between locations as stock shifts — so you know exactly how many cables, batteries, or spare parts are sitting at each site.
See: [Quantity-tracked assets](/glossary/quantity-tracked-assets)
---
### Real-Time Dashboard Across All Sites
A single dashboard shows equipment counts, availability, and status across every location. Filter by site to see what is at a specific warehouse. Filter by category to see all laptops across the organization. Filter by status to see what is checked out, available, or overdue — across every location simultaneously.
Site managers see their own location. Administrators see everything.
---
### Location-Aware Bookings
When a team member reserves equipment, they see availability by location. A camera kit available at the downtown office but checked out at the campus is visible in one view. Cross-site reservations are possible — book it at one location, pick it up there, return it at another.
See: [Bookings](/features/bookings)
---
### Workspaces for Organizational Separation
For larger organizations where departments operate independently — IT, facilities, media, education — Shelf [workspaces](/features/workspaces) provide fully separated inventories. Each workspace has its own assets, users, locations, and settings. Administrators retain visibility across the entire organization without departments seeing each other's equipment.
This is different from shared-folder approaches where everyone sees everything and access control becomes the bottleneck.
See: [Workspaces](/features/workspaces)
---
### Mobile Auditing Across Sites
Conduct physical audits at any location using a smartphone. Walk through a warehouse or equipment room, scan each item's QR code, and Shelf reconciles the scan against the expected inventory. Items that are present get confirmed. Items that are missing get flagged. The entire audit is documented digitally without clipboards or manual tallying.
See: [Mobile Auditing](/solutions/mobile-asset-auditing)
---
## Key Features for Multi-Location Teams
- **Hierarchical locations**: Up to 12 levels of nesting (region → building → room → shelf)
- **QR-based transfers**: Scan at the new location to update the record instantly
- **Cross-site visibility**: One dashboard for all locations, with filters by site, category, and status
- **Location-aware bookings**: Reserve equipment at specific sites with conflict prevention
- **Workspaces**: Departmental separation with organization-wide admin visibility
- **Mobile auditing**: Scan-based inventory verification at any site
- **Custom fields**: Track location-specific data (site manager, access hours, storage conditions)
- **CSV import/export**: Bulk-load assets with location assignments from existing records
- **Activity history**: Full log of every transfer, check-out, and location change per asset
- **Unlimited users**: Every team member at every location can scan and check equipment — no per-seat fees
- **Cross-site reports**: Asset Distribution by location, Custody Snapshot, Asset Inventory, and Idle Assets as built-in [reports](/features/reports) — answer "what is at each site" or "what is sitting idle in Amsterdam" without writing SQL or stitching exports
---
## Common Use Cases
- **Technology companies** with equipment across multiple offices — laptops, monitors, and peripherals tracked from headquarters to satellite sites. Central IT maintains visibility while local teams manage day-to-day check-outs.
- **Universities and school districts** managing gear across campuses, buildings, and department equipment rooms. [Eastern Michigan University](/case-studies/eastern-michigan-university) uses Shelf to track theatre equipment across facilities.
- **Construction and field services** tracking tools and safety equipment across active job sites, vehicles, and a central warehouse. Equipment moves daily — QR scanning keeps records current without paperwork.
- **Media and production companies** with gear distributed across studios, edit suites, and on-location shoots. [Fabel Film](/case-studies/fabel-film-double-bookings) replaced memory-based coordination with real-time multi-location tracking.
- **Healthcare and research facilities** managing instruments, devices, and testing equipment across labs, clinics, and administrative offices. [HAARP](/case-studies/haarp) tracks research assets across seven universities.
- **Nonprofits and churches** with equipment shared across multiple campuses or ministry locations. A central inventory with per-site visibility eliminates duplicate purchases.
---
## Why Teams Choose Shelf for Multi-Location Tracking
- **Free to start**: Unlimited assets and locations on the [free plan](/pricing). No credit card required.
- **Flat-rate pricing**: The Team plan covers unlimited users across all locations — no per-seat or per-site fees.
- **No special hardware**: QR scanning works with any smartphone camera. No app to install.
- **[Open source](/solutions/open-source-asset-management)**: AGPL licensed. Self-host for data sovereignty or use the managed cloud.
- **Set up in minutes**: [Import existing asset lists via CSV](/knowledge-base/importing-assets-to-shelf-csv-guide), create your location hierarchy, print QR labels, and start scanning.
---
## Getting Started
1. **Sign up for free** at [app.shelf.nu](https://app.shelf.nu/join) — no credit card required.
2. **Create your locations** — build a hierarchy that matches your physical sites (buildings, floors, rooms).
3. **Add your equipment** manually or [import from a CSV file](/knowledge-base/importing-assets-to-shelf-csv-guide) with location assignments.
4. **Print QR labels** and attach them to each item. [Custom branding available](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf).
5. **Invite your team** across all sites — unlimited users, no per-seat fees.
6. **Start scanning** — check-outs, transfers, and audits across every location are live immediately.
---
## Frequently Asked Questions
### Can different locations have different administrators?
Yes. Shelf supports role-based access so you can assign site-level managers who oversee their own location's equipment while organization administrators maintain visibility across all sites.
### How do I transfer equipment between locations?
Scan the asset's QR code at the new location. Shelf updates the location record automatically, with a timestamped log of the transfer and who performed it. No forms or approvals required unless you configure them.
### Can I see all equipment across all locations in one view?
Yes. The asset dashboard shows your entire inventory with filters for location, category, status, and assignee. You can view everything at once or narrow down to a specific site.
### How many locations can I create?
There is no limit on the number of locations. You can create as many sites, sub-locations, and hierarchy levels as your organization needs, up to 12 levels deep.
### Does Shelf work offline for remote job sites?
Shelf requires an internet connection to sync data in real time. For remote sites with intermittent connectivity, team members can scan QR codes when they have signal — the records update as soon as the connection is available.
### Can I import my existing location data?
Yes. The [CSV import](/knowledge-base/importing-assets-to-shelf-csv-guide) supports a location column. Map your existing site names to Shelf locations during import, and assets will be assigned to the correct site automatically.
---
## Case Studies
See how multi-location teams manage equipment with Shelf:
- [HAARP — Research Assets Across Seven Universities](/case-studies/haarp)
- [ResQ — 4,000+ Devices Across Contact Center Sites](/case-studies/resq-contact-center)
- [Eastern Michigan University — Theatre Equipment Across Facilities](/case-studies/eastern-michigan-university)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In/Out](/solutions/equipment-check-in)
- [Fixed Asset Tracking](/solutions/fixed-asset-tracking)
- [Mobile Auditing](/solutions/mobile-asset-auditing)
---
## Equipment Management
URL: /solutions/equipment-management
Track, schedule, and manage shared equipment across teams and locations with QR-first workflows.
# Equipment Management Software
Equipment management software helps organizations track, schedule, and maintain shared equipment across teams, locations, and workflows. Shelf is a free, [open-source](/solutions/open-source-asset-management) equipment management platform built around QR code scanning, automatic [custody logging](/features/custody), and [booking calendars](/features/bookings).
---
## How It Works — 3 Steps
**1. Label your equipment.** Print QR code labels and attach them to every item you want to track. Labels are [customizable with your logo](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf) and work with DYMO, Brother, and Zebra printers.
**2. Scan to manage.** Team members scan QR codes with any phone camera to check items in or out, update locations, view booking availability, or see custody history. No app download required.
**3. Track the full lifecycle.** From procurement to retirement — Shelf tracks custody, scheduling, maintenance reminders, and location changes across your entire equipment inventory.
---
## What Is Equipment Management?
Equipment management is the practice of tracking physical equipment throughout its operational life: who has each item, where it is located, when it is available, and what condition it is in.
It covers the full lifecycle of shared equipment:
- **Inventory**: Knowing what equipment you own, where it is stored, and what condition it is in.
- **Scheduling**: Reserving equipment in advance so multiple teams can share limited resources without conflicts.
- **Check-in/check-out**: Recording who takes equipment, when, and when they return it.
- **Accountability**: Maintaining a verifiable record of who was responsible for each item at any point in time.
- **Maintenance awareness**: Tracking warranty dates, service intervals, and condition notes so equipment is kept in working order.
Without a system, teams default to spreadsheets, email threads, and memory. These methods break down as soon as the number of items, users, or locations grows beyond a handful.
---
## Common Equipment Management Challenges
Organizations managing shared equipment face predictable problems:
- **Equipment goes missing** and no one knows who had it last. [CES Utility Solutions](/case-studies/ces-70k-recovery) lost a $70,000 drone kit before adopting Shelf — recovered only because a stranger found and scanned the QR label.
- **Scheduling conflicts** happen when multiple teams assume the same equipment is available. [Fabel Film](/case-studies/fabel-film-double-bookings) described their pre-Shelf process as running on one person's memory — every shoot was a gamble.
- **Spreadsheets are unreliable** the moment more than one person is involved. [Arellano Associates](/case-studies/arellano-associates) called their previous system "Outlook chaos."
- **Accessories get separated** from parent items. A camera without its charger, a laptop without its power adapter, a toolkit missing a drill bit — every incomplete item is a delayed project.
- **Multi-site visibility is nonexistent**. Field crews, satellite offices, and campus departments cannot see what is available at other locations.
- **No audit trail** means disputes about damage or loss have no resolution.
---
## How Shelf Manages Equipment
Shelf replaces fragmented tools with a single platform designed around QR scanning and structured workflows.
### Track Every Item with QR Codes
Every piece of equipment gets a unique QR code. Scan it with any phone camera to view details, check the item in or out, update its location, or see its booking status. No app download required.
Labels are [customizable with your logo and colors](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf), and print on DYMO, Brother, and Zebra printers. [Alternative barcode formats](/knowledge-base/alternative-barcodes) (Code128, Code39, Data Matrix) are also supported.
Shelf supports two tracking methods: individually tracked items for serialized gear that gets its own QR code, and [quantity-tracked assets](/glossary/quantity-tracked-assets) for the consumables and supplies you [track by count](/features/consumables-tracking) as a shared pool with low-stock alerts. Not sure which fits an item? See [How to Choose a Tracking Method](/knowledge-base/how-to-choose-a-tracking-method).
### Know Who Has What — Always
Shelf's custody system automatically records every equipment handoff. When someone checks out a laptop, the system logs who took it, when, and when it is due back. When they return it, a second scan closes the loop.
The custody trail is permanent and searchable, and every assignment and release is timestamped against the user who made it.
See: [Custody](/features/custody)
### Schedule Equipment Without Conflicts
A [visual booking calendar](/features/calendar) (daily, weekly, monthly views) lets team members [reserve equipment](/solutions/equipment-reservations) in advance. Shelf blocks overlapping reservations automatically. Overdue items are highlighted so the next user is not left waiting.
See: [Bookings](/features/bookings)
### Organize by Location
Track equipment across buildings, floors, rooms, job sites, vehicles, and storage areas — up to [12 levels of location hierarchy](/knowledge-base/sublocations-organize-locations-into-hierarchies). QR scans update locations instantly. GPS coordinates from the scanning device are captured automatically.
See: [Location Tracking](/features/location-tracking)
### Bundle Accessories with Kits
Group related items together: camera + lenses + charger + memory cards. When a kit is checked out, everything moves together. Missing items are flagged during check-in.
See: [Kits](/features/kits)
### Set Reminders for Maintenance
Track warranty expirations, calibration due dates, service windows, and license renewals with [custom fields](/knowledge-base/custom-field-types-in-shelf) and time-based reminders. Notifications go to one or multiple team members via email and in-app alerts.
See: [Custom Fields](/features/asset-pages) · [Asset Reminders](/features/asset-reminders)
---
## Who Uses Equipment Management Software
- **Media and video production**: Track cameras, audio gear, and lighting across shoots. [Fabel Film](/case-studies/fabel-film-double-bookings) eliminated double bookings entirely by moving from memory-based coordination to Shelf.
- **IT departments**: Manage laptops, monitors, loaner devices, and peripherals across hybrid and remote workforces. [ResQ](/case-studies/resq-contact-center) tracks 4,000+ devices across multiple contact center sites.
- **Universities and schools**: Students [check out](/solutions/equipment-check-in) cameras, tablets, AV gear, and lab instruments through self-service workflows. [Eastern Michigan University](/case-studies/eastern-michigan-university) streamlined their theatre equipment management with Shelf.
- **Construction and field operations**: Issue [power tools](/solutions/tool-tracking), safety equipment, and testing instruments to crews. [CES Utility Solutions](/case-studies/ces-70k-recovery) uses Shelf's QR labels to maintain accountability across job sites.
- **Research facilities**: [HAARP](/case-studies/haarp) manages research assets across seven universities — cameras, radio receivers, radar systems — in the Alaskan Arctic.
- **Event management**: [Arellano Associates](/case-studies/arellano-associates) coordinates high-demand equipment across simultaneous community events with real-time availability.
---
## Why Teams Choose Shelf
- **Free to start**: Unlimited assets on the free plan. No credit card required.
- **No app to install**: Works in any browser on any device. QR scanning uses the built-in camera.
- **[Open source](/solutions/open-source-asset-management)**: AGPL licensed with a fully public codebase. Transparent, auditable, community-driven.
- **Fast setup**: Most teams are operational within an hour. [Import existing lists via CSV](/knowledge-base/importing-assets-to-shelf-csv-guide).
- **Scales**: Teams managing 50,000+ assets use Shelf in production.
- **Operational [reports](/features/reports) included**: Booking Compliance, Top Booked Assets, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot — with timeframe and filter controls and CSV/PDF export, on every plan.
- **Rated 5.0/5 on G2**: Real reviews from real teams.
---
## Getting Started
1. **Sign up for free** at [app.shelf.nu](https://app.shelf.nu/join).
2. **Add your equipment** manually or import from CSV.
3. **Print QR labels** — custom branding and bulk printing available.
4. **Invite your team** — [assign roles](/knowledge-base/user-roles-and-their-permissions) (admin, self-service, base, or non-registered members).
5. **Start scanning** — custody, location, and availability update automatically.
---
## Frequently Asked Questions
### Is Shelf free?
Yes. The [free plan](/pricing) includes unlimited assets, QR codes, location tracking, and basic custody features for one user. Team and Enterprise plans add unlimited users, booking calendars, and SSO.
### What equipment can I track with Shelf?
Anything physical: cameras, laptops, tools, lab instruments, AV gear, vehicles, furniture, medical devices, safety equipment, drones, maker space tools. If it has a surface for a QR label, Shelf can track it.
### How does Shelf compare to a spreadsheet?
Spreadsheets depend on manual data entry by every team member, every time. One missed update and the data is unreliable. Shelf automates tracking: scan a QR code to check out, scan again to return. Custody, location, and availability update automatically with no manual entry.
### Can I track equipment across multiple locations?
Yes. Shelf supports [hierarchical locations](/knowledge-base/sublocations-organize-locations-into-hierarchies) with up to 12 levels of nesting. Equipment can move between locations via QR scan, and administrators see everything from a single dashboard.
### Does Shelf work offline?
Shelf requires an internet connection for real-time features like custody transfers and booking updates. However, QR codes themselves work offline — scanning opens the asset page when connectivity is restored.
### Can external contractors use the system?
Yes. Non-Registered Members (NRM) allow you to assign custody to people who do not have a Shelf account. This is useful for contractors, event staff, students, or visitors.
---
## Open Source Asset Management
URL: /solutions/open-source-asset-management
Track equipment with a free, open-source asset management platform. Transparent code, production-ready cloud, no black boxes.
# Open Source Asset Management Software
Shelf is a free, open-source [asset management](/solutions/asset-tracking) platform that helps teams track who has what, where it is, and when it is due back. It is built around QR code scanning, [custody logging](/features/custody), and [booking workflows](/features/bookings) — and it is available under the AGPL license for anyone to inspect, modify, or self-host.
---
## Why Open Source Matters for Asset Management
Most asset management software is a black box. You pay a monthly fee, your data lives on someone else's servers, and you have no visibility into how the system works or what happens to your information.
Open source changes this:
- **Transparency**: The entire codebase is public. You can read every line of code that handles your data — no hidden tracking, no mystery logic.
- **No vendor lock-in**: Your data is never held hostage. Export anytime, inspect the schema, or migrate on your terms.
- **Community-driven development**: Features are shaped by real teams using the product, not a sales roadmap. Issues and roadmap are public on GitHub.
- **Trust by default**: When the code is open, claims are verifiable. Security, privacy, and data handling are auditable — not just promised.
Shelf is one of the few asset management platforms that combines open-source transparency with a production-ready cloud offering. Most teams use the hosted version at [app.shelf.nu](https://app.shelf.nu/join) — you get the reliability of managed SaaS with the trust and freedom of open source.
---
## What Shelf Does
Shelf is purpose-built for tracking physical equipment across people, locations, and workflows.
### QR Code Scanning
Every asset gets a unique QR code. Scan it with any phone camera to see details, [check equipment in or out](/solutions/equipment-check-in), update locations, or view booking status. The web app runs in any modern phone browser as a PWA; the free [Shelf Companion app](/mobile-app) on iPhone and Android gives you a native field experience. Labels are [customizable with your logo](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf) and print on DYMO, Brother, and Zebra printers.
### Custody Tracking
Shelf records who is responsible for each asset and when responsibility changed. Every transfer is logged with timestamps and user details, and the full [custody trail](/knowledge-base/custody-feature-for-long-term-equipment-lend-outs) is exportable for audits.
See: [Custody](/features/custody)
### Equipment Booking
Reserve equipment ahead of time with a visual booking calendar. Shelf prevents double-bookings automatically and highlights overdue items. Team members browse availability by day, week, or month.
See: [Bookings](/features/bookings)
### Location Tracking
Organize assets by building, floor, room, job site, or vehicle — up to [12 levels of hierarchy](/knowledge-base/sublocations-organize-locations-into-hierarchies). QR scanning updates locations instantly, and GPS coordinates are captured from the scanning device.
See: [Location Tracking](/features/location-tracking)
### Kits
Group items that belong together (camera + lenses + charger + memory cards). When a kit is checked out, all components move together. Missing items are flagged during check-in.
See: [Kits](/features/kits)
### Custom Fields and Reminders
Track purchase dates, serial numbers, warranty expirations, monetary values, or any metadata your workflow requires using [seven field types](/knowledge-base/custom-field-types-in-shelf). Set time-based reminders for maintenance, renewals, or calibration due dates.
See: [Custom Fields](/features/asset-pages) · [Asset Reminders](/features/asset-reminders)
### Workspaces
Separate inventories by department, location, or team. Each workspace gets its own assets, users, and configuration while administrators retain visibility across the organization.
See: [Workspaces](/features/workspaces)
---
### Reports
Built-in operational reports (Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, Custody Snapshot) with timeframe and filter controls. CSV export on every report; chart-based reports also export to PDF. Available on every plan, including the self-hosted free version. Workspace admins and owners can open them.
See: [Reports](/features/reports)
---
## How Most Teams Use Shelf
The vast majority of Shelf's 3,000+ teams use the **hosted cloud version** at [app.shelf.nu](https://app.shelf.nu/join). It is the fastest way to get started and the easiest to maintain:
- **Sign up and start tracking in minutes** — no servers, no DevOps, no configuration
- **Automatic updates** — new features and security patches are deployed continuously
- **[Free plan](/pricing)** with unlimited assets for one user
- **[Team and Enterprise plans](/pricing)** for multi-user workspaces, SSO, SCIM, and advanced features
- Data stored securely with TLS/SSL encryption and encryption at rest
The hosted version is not a stripped-down product — it runs the same open-source codebase, with managed infrastructure so you do not have to think about servers.
### Self-Hosting Option
For organizations with strict data residency, compliance, or air-gapped network requirements, Shelf can also be self-hosted with Docker. The AGPL license allows free use, modification, and deployment. Self-hosting requires PostgreSQL and Supabase — setup documentation is available in the GitHub repository.
Self-host Shelf without binding yourself to any vendor's app store: the web app installs as a PWA on any phone for everyone, with no Apple or Google dependency in your stack.
From version 1.5.0, the free [Shelf Companion app](/mobile-app) can also sign in against a self-hosted instance rather than only Shelf Cloud. Tap **Connect to a private server** on the sign-in screen, enter your organization's domain, and the app points itself at your server for scanning, audits, custody and bookings. Two conditions apply: Shelf registers your domain first, and your instance is reachable from the phone over HTTPS. See [Connect Shelf Companion to your own Shelf server](/knowledge-base/connect-shelf-companion-to-your-own-server). The PWA remains the app-store-free path, and every path shares the same workspace and data.
---
## How Shelf Compares to Other Open Source Options
Most open-source asset management tools fall into one of two categories: enterprise-grade platforms that require months of configuration, or simple spreadsheet replacements that lack real workflows. Shelf sits in between.
**What sets Shelf apart**:
- **QR-first design**: Scanning is the primary interaction model, not data entry. This makes Shelf fast to adopt across teams that are not technical.
- **Custody and accountability built in**: Most tools track items. Shelf tracks who has them, when they took them, and when they brought them back — every change timestamped against the user who made it.
- **Booking system included**: Equipment reservations with conflict prevention are a core feature, not an add-on.
- **Works on any device**: Progressive web app that runs in any browser, plus a free native iPhone and Android app ([Shelf Companion](/mobile-app)) for teams that want one.
- **Production-ready from day one**: Teams managing 50,000+ assets use Shelf in production. It is not a side project.
---
## Who Uses Shelf
Shelf is used by 3,000+ teams managing 450,000+ assets across 50+ countries. A few examples:
- [**CES Utility Solutions**](/case-studies/ces-70k-recovery) recovered $70,000 in drone equipment thanks to Shelf's QR labels and Found-via-Scan workflow.
- [**Fabel Film**](/case-studies/fabel-film-double-bookings) eliminated double bookings entirely by moving from memory-based coordination to Shelf's booking system.
- [**HAARP**](/case-studies/haarp) unified seven universities under one asset system, tracking research instruments in the Alaskan Arctic.
- [**ResQ**](/case-studies/resq-contact-center) manages 4,000+ contact center devices across multiple sites using Shelf's mobile-first workflows.
- [**Eastern Michigan University**](/case-studies/eastern-michigan-university) streamlined theatre and media [equipment checkout](/solutions/equipment-check-in) for students.
- [**Kansas City Art Institute**](/case-studies/kcai) migrated from Cheqroom to Shelf and preserved their DYMO label printing workflow.
- [**Industrial Artifacts**](/case-studies/industrial-artifacts) keeps 10,000+ one-of-a-kind antiques findable across two buildings, and pulls 360–400 auction lots off the floor every month.
---
## Getting Started
1. **Sign up for free** at [app.shelf.nu](https://app.shelf.nu/join) — no credit card required.
2. **Add assets** manually or [import from CSV](/knowledge-base/importing-assets-to-shelf-csv-guide).
3. **[Print QR labels](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf)** and attach them to your equipment.
4. **[Invite your team](/knowledge-base/user-roles-and-their-permissions)** and start scanning.
Most teams are fully operational within an hour. If your organization requires self-hosting, setup documentation is available in the GitHub repository.
---
## Frequently Asked Questions
### Is Shelf really free?
Yes. The [free plan](/pricing) includes unlimited assets, QR codes, location tracking, and basic custody features for one user. Upgrade to Team for unlimited users, booking calendars, and more.
### What license does Shelf use?
Shelf uses the AGPL (GNU Affero General Public License). This means you can use, modify, and deploy it freely. If you modify the source code and offer it as a service, you must make your modifications available under the same license.
### Can I migrate from another asset management tool?
Yes. Shelf supports [CSV import](/knowledge-base/importing-assets-to-shelf-csv-guide) with flexible column mapping. You can import asset names, descriptions, categories, locations, custom field values, and more.
### Does Shelf have an API?
Shelf does not currently offer a documented public API. The application uses internal routes for its own functionality, but external API access for third-party integrations is not available.
### Can I self-host Shelf?
Yes, if your organization requires it. Self-hosting needs Docker, PostgreSQL, and Supabase. Most teams prefer the hosted cloud version at [app.shelf.nu](https://app.shelf.nu/join) — it requires no setup, includes automatic updates, and has a free plan to get started.
### Does Shelf support SSO?
Yes. SSO with SAML and SCIM is available as a [Team plan](/pricing) add-on or included with Enterprise.
---
## Asset Tracking
URL: /solutions/asset-tracking
Track equipment across people, locations, and workflows with QR-first simplicity, custody logging, and modern operational workflows.
# Asset Tracking Software
Asset tracking software helps teams monitor who has what, where it is, and how it moves — providing visibility, accountability, and control over shared equipment. Shelf is a free, [open-source](/solutions/open-source-asset-management) asset tracking platform built around QR codes, [custody logs](/features/custody), and [booking workflows](/features/bookings).
---
## What Is Asset Tracking?
Asset tracking is the process of monitoring physical equipment throughout its lifecycle: who has it, where it is located, when it moves, and what condition it is in. It applies to any organization that shares, lends, or distributes physical items — from cameras and laptops to tools and lab equipment.
Effective asset tracking answers three questions at any moment: **who has the item**, **where is it**, and **when is it due back**. Without a system in place, teams rely on memory, spreadsheets, and manual sign-out sheets that drift out of sync within days.
---
## How It Works — 3 Steps
**1. Label your assets.** Print QR code labels and attach them to every item you want to track. Labels are [customizable with your logo](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf) and work with standard label printers.
**2. Scan to track.** Team members scan QR codes with any phone camera to check items in or out, update locations, and view booking availability. The web works in any modern phone browser, and the free [Shelf Companion app](/mobile-app) on iPhone and Android gives you a native field experience when you want one.
**3. See everything in real time.** Shelf's dashboard shows who has what, where it is, and when it is due back — across every team and location. Custody, location, and availability update automatically with every scan.
---
## Why Spreadsheets and Manual Tracking Fail
Organizations relying on manual methods hit the same problems:
- **Lost equipment with no responsibility trail**: Items disappear and no one knows who had them last. [CES Utility Solutions](/case-studies/ces-70k-recovery) lost a $70,000 drone kit before switching to Shelf — they recovered it using a QR label scan from a stranger who found it.
- **Spreadsheets that are outdated the moment they are saved**: Manual records require discipline from every team member. One missed entry and the entire sheet is unreliable.
- **Missing accessories**: Chargers, cables, lenses, and components get separated from their parent items. Without [kit-level tracking](/features/kits), teams waste time hunting for parts before every use.
- **Scheduling conflicts**: Multiple people assume the same equipment is available. Double bookings lead to last-minute scrambles, delayed shoots, and missed deadlines.
- **No audit trail**: When something is damaged or missing, there is no history showing who used it, when, or in what condition.
- **No visibility across locations**: Multi-site teams — field crews, campuses, satellite offices — cannot see what equipment exists at other facilities.
These problems compound. A single missing laptop is an inconvenience. A pattern of lost, double-booked, and unaccountable equipment costs thousands of dollars per year and erodes operational trust.
---
## How Shelf Solves Asset Tracking
Shelf replaces scattered spreadsheets and manual processes with a single system built around QR codes and structured workflows. Works in any phone browser, and — if you want a native experience — the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play.
### QR Scanning — Identify Any Asset in Seconds
Every asset in Shelf gets a unique QR code. Scan it with any phone camera to instantly see the item's details, custody history, current location, and booking status. The web works in any modern browser, and the [Shelf Companion app](/mobile-app) on iPhone and Android gives you a focused native scanner for field work.
Shelf supports [custom branded QR labels](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf) with your logo and colors, bulk label printing (compatible with DYMO, Brother, and Zebra printers), and [alternative barcode formats](/knowledge-base/alternative-barcodes) like Code128 and Data Matrix.
---
### Custody Tracking — Know Who Has What, Always
Shelf automatically records who is responsible for each asset and when responsibility changed. Every custody transfer — check-out, return, reassignment — is logged with timestamps and user details.
The custody chain is permanent and searchable. Need to know who had the projector last Thursday? Filter by asset and date range, then export the [custody trail](/knowledge-base/custody-feature-for-long-term-equipment-lend-outs) as a record.
See: [Custody](/features/custody)
---
### Location Tracking — Track Equipment Across Sites
Organize assets by building, floor, room, job site, vehicle, or storage area. Shelf supports up to [12 levels of location hierarchy](/knowledge-base/sublocations-organize-locations-into-hierarchies), so you can model your real-world layout precisely.
When an asset moves, scan it to update the location instantly. Shelf can also capture GPS coordinates from the scanning device, so you always know where an item was last seen.
See: [Location Tracking](/features/location-tracking)
---
### Bookings — Prevent Scheduling Conflicts
Reserve equipment ahead of time with a [visual booking calendar](/features/calendar). Shelf shows real-time availability and prevents double-bookings automatically. Team members can browse by day, week, or month to find open slots.
Bookings integrate with custody: when someone picks up reserved equipment, a scan confirms the checkout and starts the custody clock. Overdue items are highlighted automatically.
See: [Bookings](/features/bookings)
---
### Kits — Bundle Items That Belong Together
Group a camera with its lenses, batteries, charger, and memory cards into a single kit. When the kit is checked out, all components move together. When it is checked back in, Shelf flags any missing items.
This eliminates the "accessories scattered across three departments" problem that plagues equipment-heavy organizations.
See: [Kits](/features/kits)
---
### Workspaces — Separate Inventories by Team
Each workspace gets its own asset inventory, user list, and configuration. An IT department and a media production team can each manage their equipment independently, while administrators retain visibility across the entire organization.
See: [Workspaces](/features/workspaces)
---
### Custom Fields and Reminders
Track whatever matters to your workflow: purchase date, warranty expiration, serial numbers, vendor, condition, or monetary value. Shelf supports [seven field types](/knowledge-base/custom-field-types-in-shelf) including text, number, date, dropdown, boolean, and currency.
Set time-based reminders for maintenance windows, warranty renewals, license expirations, or calibration due dates. Reminders are delivered via email and in-app notifications to one or multiple team members.
See: [Custom Fields](/features/asset-pages) · [Asset Reminders](/features/asset-reminders)
---
## Key Benefits
- **Full visibility** into every asset's location, status, and custody across the organization
- **Clear accountability** with automatic, timestamped custody logging and exportable audit trails
- **Faster check-in/check-out** via QR scanning — in the browser or via Shelf Companion on iPhone and Android
- **Zero scheduling conflicts** through a visual booking calendar with automatic conflict prevention
- **Complete accessory tracking** with kit-aware management and missing-item detection
- **Reduced equipment loss** through consistent workflows and real-time audit trails
- **Works on any device** as a progressive web app, with a native iOS and Android Companion app on the App Store and Google Play
- **Free to start** with unlimited assets, or upgrade for team features like booking calendars and bulk actions
- **Operational reporting on demand** — built-in [reports](/features/reports) (Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, Custody Snapshot) with timeframe and filter controls, CSV/PDF export
---
## Common Use Cases
- **Media and film production**: Track cameras, audio gear, and lighting kits across shoots and crews. [Fabel Film](/case-studies/fabel-film-double-bookings) eliminated double bookings entirely by replacing memory-based gear coordination with Shelf.
- **Education and universities**: Manage laptops, AV equipment, maker space tools, and lab instruments across departments. [Eastern Michigan University](/case-studies/eastern-michigan-university) streamlined their theatre and media [equipment checkout](/solutions/equipment-check-in) workflows with Shelf.
- **IT departments**: Track employee devices, loaner laptops, monitors, and peripherals with [custody chains](/features/custody). [ResQ](/case-studies/resq-contact-center) manages 4,000+ contact center assets across multiple sites using Shelf's mobile-first workflow.
- **Field operations and construction**: Monitor [tools across job sites](/solutions/tool-tracking), vehicles, and crews. [CES Utility Solutions](/case-studies/ces-70k-recovery) recovered $70K in drone equipment thanks to Shelf's QR labels.
- **Research facilities**: [HAARP](/case-studies/haarp) unified seven universities under one asset system, tracking cameras, radio receivers, and diagnostic tools in the Alaskan Arctic.
- **Resale, antiques and auction**: Every online sale ends with someone walking into a building to find one specific object. [Industrial Artifacts](/case-studies/industrial-artifacts) keeps 10,000+ one-of-a-kind pieces findable across two buildings using [location tracking](/features/location-tracking), and scans 360–400 lots into Sold at every auction close.
- **Corporate training and events**: Manage shared equipment for conferences, workshops, and onboarding sessions with advance [booking](/features/bookings) and [kit management](/features/kits).
---
## Why Teams Choose Shelf
- **Free to start**: Unlimited assets on the [free plan](/pricing). No credit card required.
- **Use the browser or the app**: Works in any current browser on any device ([supported versions](/knowledge-base/troubleshooting-browser-out-of-date)). QR scanning uses the built-in camera. The free [Shelf Companion app](/mobile-app) on iPhone and Android adds a native field experience — or [install Shelf on your phone](/knowledge-base/shelf-mobile-app) as a web app.
- **[Open source](/solutions/open-source-asset-management)**: AGPL licensed with a fully public codebase. Transparent, auditable, community-driven.
- **Set up in minutes**: Most teams are operational within an hour. [Import existing lists via CSV](/knowledge-base/importing-assets-to-shelf-csv-guide).
- **Scales**: Teams managing 50,000+ assets use Shelf in production.
- **Rated 5.0/5 on G2**: Real reviews from real teams.
---
## Getting Started
1. **Sign up for free** at [app.shelf.nu](https://app.shelf.nu/join) — no credit card required.
2. **Add your assets** manually or [import them from a CSV file](/knowledge-base/importing-assets-to-shelf-csv-guide). Shelf provides downloadable templates.
3. **Print QR labels** using any label printer (DYMO, Brother, Zebra) or standard paper. [Customize with your logo and colors](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf).
4. **Invite your team** and [assign roles](/knowledge-base/user-roles-and-their-permissions): administrators manage everything, self-service users can check out equipment on their own, and base users can browse and request.
5. **Scan and go** — team members scan QR codes in the browser or via [Shelf Companion](/mobile-app) on iPhone and Android to check equipment in or out, update locations, and view booking calendars.
Setup typically takes less than an hour for teams under 500 assets.
---
Scan assets, manage custody, and run audits in the field with the free [Shelf Companion app](/mobile-app) on the App Store and Google Play. Free with any Shelf account.
## Frequently Asked Questions
### Is Shelf really free?
Yes. The [free plan](/pricing) includes unlimited assets, QR codes, location tracking, and basic custody features for one user. The Team plan adds unlimited users, booking calendars, bulk actions, and more. There is also an Enterprise tier for SSO, SCIM, and multi-workspace setups.
### Does Shelf require a mobile app?
Not mandatory. Shelf is a progressive web app (PWA) that runs in any modern browser, and you can install it to your phone's home screen for an app-like experience. For a native field experience on iPhone and Android, the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play — same workspace, same data. Either path uses your existing Shelf account.
### Can I import assets from a spreadsheet?
Yes. Shelf supports [CSV import](/knowledge-base/importing-assets-to-shelf-csv-guide) with flexible column mapping. You can import asset names, descriptions, categories, locations, custom field values, and more. Downloadable templates are available.
### How does Shelf compare to spreadsheets?
Spreadsheets require every team member to update the same file consistently. One missed entry breaks the system. Shelf automates the hard parts: custody is logged when someone scans a QR code, bookings prevent conflicts automatically, and location updates happen at scan time. There is no manual data entry to forget.
### Is Shelf open source?
Yes. Shelf is [open source](/solutions/open-source-asset-management) under the AGPL license and can be self-hosted with Docker. Most teams use the hosted version at app.shelf.nu, which requires no setup and includes automatic updates.
### What if someone finds a lost item with a QR label?
Shelf's "Found-via-Scan" workflow lets anyone — even without a Shelf account — scan a QR label and notify the owner. This is how [CES Utility Solutions](/case-studies/ces-70k-recovery) recovered a $70,000 drone kit that was found by a stranger at a job site.
---
## Camera Equipment Check-Out
URL: /solutions/camera-equipment-check-out
Track cameras, lenses, and accessories as complete kits — from the cage to the set and back. Shelf gives media teams QR check-out, conflict-free booking, and full custody tracking.
# Camera Equipment Check-Out
Camera equipment check-out software helps film programs and media teams manage the lending, tracking, and return of cameras, lenses, audio gear, lighting, and accessories.
---
## What Is Camera Equipment Check-Out?
Camera equipment check-out is the workflow of issuing production gear to students, staff, or crew members—and ensuring it comes back complete. This includes cameras, lenses, microphones, lighting kits, tripods, batteries, cables, and all the accessories that make a shoot possible.
A modern check-out system replaces paper forms and spreadsheets with digital workflows: scanning, booking, custody assignment, and automatic return tracking. It keeps everyone accountable and ensures gear is ready when productions need it.
---
## Why Teams Need Modern Check-Out Systems
Film programs and media teams face persistent challenges with equipment management:
- **Missing gear**: Cameras and accessories disappear without clear responsibility trails.
- **Missing accessories**: Batteries, cables, and lens caps get separated from their kits.
- **Scheduling conflicts**: Multiple productions book the same equipment for the same time slot.
- **Manual forms**: Paper sign-out sheets get lost, damaged, or ignored.
- **Spreadsheets breaking**: Manual tracking drifts out of sync and fails under production pressure.
Modern check-out systems solve these problems with real-time visibility, automatic conflict prevention, and kit-aware tracking.
---
## How Shelf Supports Camera Check-Out
### Bookings for Shoots
Reserve cameras and gear for upcoming productions. Shelf's booking system shows real-time availability, prevents double-bookings, and lets users plan ahead with confidence.
See: [Bookings](/features/bookings)
---
### QR Check-In/Out
Users scan a QR code to check equipment in or out. It takes seconds, works on any phone, and requires no training. Fast adoption means immediate accountability.
---
### Custody Chain
Shelf logs who has each piece of equipment and when it changed hands. When gear transfers between crew members or returns to the cage, the system updates instantly—providing a complete responsibility trail.
See: [Custody](/features/custody)
---
### Kits for Accessories
Bundle cameras with their lenses, batteries, chargers, and cables. When a kit is checked out, everything goes together. Shelf flags missing components during return, ensuring nothing gets left behind.
See: [Kits](/features/kits)
---
### Locations for Studios
Track equipment across studios, storage rooms, production offices, and field locations. When gear moves, update the location with a quick scan.
See: [Location Tracking](/features/location-tracking)
---
## Key Benefits
- **Complete accountability** with automatic custody logging
- **Zero double-bookings** through conflict-free scheduling
- **Faster check-in/check-out** via QR scanning
- **No missing accessories** with kit-aware tracking
- **Real-time visibility** into what's available and what's out
- **Reduced admin overhead** for equipment managers
- **Usage and idle reports** — Top Booked Assets, Asset Utilization, and Idle Assets as built-in [reports](/features/reports) help replace what is overused and retire what no one is booking
---
## Common Use Cases
- **Film schools and media programs**: Manage camera cages, audio equipment, and lighting for student productions.
- **Production companies**: Track gear across shoots, crews, and locations.
- **Photography labs**: Handle check-out for cameras, lenses, and studio equipment.
- **Corporate video teams**: Manage shared production gear for internal content creation.
---
## Case Studies
See how other teams use Shelf for camera equipment check-out:
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings) — A production company that stopped scheduling conflicts and streamlined their equipment workflows.
---
## Getting Started
1. **Add your equipment**: Import cameras, lenses, audio gear, and accessories.
2. **Create kits**: Bundle related items together for complete handoffs.
3. **Label with QR codes**: Print and attach codes for fast scanning.
4. **Set up locations**: Define studios, storage, and production areas.
5. **Start check-outs**: Users begin booking and checking out gear immediately.
---
## FAQs
**How do students check out equipment?**
Students scan the QR code on equipment with their phone, confirm the check-out, and go. When they return, they scan again to check the item back in.
**Can I track missing accessories?**
Yes. Kits bundle accessories with their parent items. During check-in, Shelf flags anything that's missing from the kit.
**How do I prevent double-bookings?**
Shelf's booking system shows real-time availability. Users only see open time slots—conflicts are prevented automatically.
**Does Shelf work for multiple studios or locations?**
Yes. Use locations to track equipment across studios, storage rooms, and production sites. Use workspaces to separate inventories by program or department.
**Can staff override student bookings?**
Administrators can manage, modify, or cancel bookings as needed. Permissions control who can book and who can override.
---
## Educational Resource Management
URL: /solutions/educational-resource-management
Track cameras, laptops, AV gear, maker tools, and lab equipment across departments with simple QR-based workflows designed for academic institutions.
# Educational Resource Management
Educational resource management software helps schools, universities, and academic programs track shared equipment across departments, labs, and student workflows.
---
## What Is Educational Resource Management?
Educational resource management is the practice of organizing, scheduling, and tracking shared equipment across academic departments. It covers cameras, laptops, AV gear, lab instruments, maker tools, and any resources that move between students, faculty, and staff.
Modern resource management goes beyond static inventories. It supports multi-department workflows: students booking cameras for film projects, IT managing laptop loaners, engineering labs tracking specialized instruments, and media programs handling AV equipment—all from one centralized system.
---
## Why Schools Need Modern Resource Management
Academic institutions face unique challenges with shared equipment:
- **Lost student gear**: Equipment disappears without clear responsibility trails.
- **Departmental silos**: Each program tracks resources separately, creating duplication and confusion.
- **Paper sign-out sheets**: Manual forms get lost, damaged, or ignored.
- **No accountability**: When equipment changes hands, responsibility becomes unclear.
- **Schedule conflicts**: Students and faculty compete for the same gear without visibility.
Modern resource management solves these problems with unified workflows, automatic custody tracking, and conflict-free scheduling.
---
## How Shelf Supports Education
### Bookings
Students and staff reserve equipment ahead of time. Shelf's booking system shows real-time availability, prevents double-bookings, and lets users plan projects with confidence.
See: [Bookings](/features/bookings)
---
### QR Check-In/Out
Users scan a QR code to check equipment in or out. It takes seconds, works on any phone, and requires no training. Students adopt it immediately; staff save time.
---
### Custody Chain
Shelf logs who has each piece of equipment and when it changed hands. When gear transfers between students or returns to the equipment cage, the system updates instantly—providing a complete responsibility trail.
See: [Custody](/features/custody)
---
### Kits
Bundle cameras with lenses, laptops with chargers, and lab instruments with accessories. Shelf tracks what belongs together and flags missing components during check-in.
See: [Kits](/features/kits)
---
### Supplies by Count
Not everything in a lab or maker space gets checked out and returned. 3D printer filament, batteries, glassware, reagents, and other lab supplies are consumed. Track these by quantity instead of one record per unit — a running count, a unit of measure, and a low-stock threshold that emails the workspace owner and every admin before the makerspace runs out of filament mid-term.
See: [Track supplies by quantity](/features/consumables-tracking) · [Quantity-tracked assets](/glossary/quantity-tracked-assets)
---
### Workspaces for Departments
Separate inventories by department, program, or campus. Each workspace manages its own equipment and users while administrators retain oversight across the institution.
See: [Workspaces](/features/workspaces)
---
## Key Benefits
- **Clear accountability** with automatic custody logging
- **Zero scheduling conflicts** through conflict-free bookings
- **Faster check-in/check-out** via QR scanning
- **Complete accessory tracking** with kit-aware management
- **Department-level control** with centralized visibility
- **Reduced equipment loss** through consistent workflows
- **Resource utilization data** — Idle Assets, Asset Utilization, Top Booked Assets, and Custody Snapshot as built-in [reports](/features/reports) for budget defense, equipment redistribution, and end-of-term audits
---
## Common Use Cases
- **Film and media programs**: Manage camera cages, audio equipment, and lighting for student productions.
- **AV departments**: Track projectors, microphones, and video conferencing gear across classrooms.
- **Engineering and science labs**: Handle specialized instruments, measurement tools, and lab equipment.
- **Maker spaces and FabLabs**: Manage 3D printers, CNC machines, and fabrication tools.
- **IT and laptop programs**: Track student loaners, classroom devices, and faculty equipment.
---
## K–12 Schools & Districts
The same workflows that serve universities apply to K–12 — with tighter budgets, higher student turnover, and growing equipment needs as [schools invest in shared media gear after cellphone bans](/blog/school-media-program-equipment-list-after-phone-bans).
Shelf works for yearbook and newspaper programs, CTE media arts pathways, school media centers, and district IT equipment pools. No per-user fees means every student and teacher can participate without inflating costs.
Looking for funding? See our guide: [How to Fund School Media Equipment →](/blog/how-to-fund-school-media-equipment-grants-perkins-cte-title-iv)
---
## Case Studies
See how other institutions use Shelf for educational resource management:
- [Eastern Michigan University](/case-studies/eastern-michigan-university) — Theatre and media programs managing shared equipment across departments with streamlined workflows.
- [Kansas City Art Institute](/case-studies/kcai) — Media Center equipment checkout for student creative work, migrated from Cheqroom with zero disruption.
---
## Equipment Checkout Software
URL: /solutions/equipment-check-in
Replace sign-out sheets with instant QR scanning. Free equipment check-in/check-out software with custody logs, booking integration, and real-time availability.
# Equipment Checkout Software
Equipment checkout software is a system that tracks who has which equipment, when they took it, and when it is due back — replacing paper sign-out sheets, spreadsheets, and manual coordination with structured digital workflows.
Shelf is a free, [open-source](/solutions/open-source-asset-management) equipment checkout platform that uses QR code scanning to make check-in and check-out instant. Scan a code, transfer custody, and move on. Works in any phone browser — [the Shelf mobile app](/knowledge-base/shelf-mobile-app) installs in seconds — and there is a free native iPhone & Android app ([Shelf Companion](/mobile-app)) for teams that prefer it. No special hardware. Used by 3,000+ teams managing 450,000+ assets.
---
## How It Works — 3 Steps
**1. Label your equipment.** Print QR code labels and attach them to every item you want to track. Labels are [customizable with your logo](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf) and print on DYMO, Brother, and Zebra printers.
**2. Scan to check out.** When someone needs equipment, they scan the QR code — either in their phone browser or via the free [Shelf Companion app](/mobile-app) on iPhone and Android. Shelf records who took it, when, and when it is due back. The process takes seconds.
**3. Scan to return.** A second scan completes the cycle. Shelf updates custody, verifies kit completeness, and makes the item available for the next user.
---
## Why Manual Equipment Check-Out Fails
Organizations that rely on manual processes for equipment lending hit the same problems, whether they manage 50 items or 5,000:
- **Sign-out sheets get ignored**: Paper logs, whiteboards, and sticky notes are unreliable the moment a second person is involved. Records get erased, lost, or simply not filled in. When a $2,000 camera goes missing, there is no [custody trail](/features/custody) showing who took it.
- **Spreadsheets drift out of sync**: Manual tracking breaks as soon as two people edit the same file. Version conflicts, stale data, and "I forgot to update the sheet" become the norm. [Arellano Associates](/case-studies/arellano-associates) described their pre-Shelf process as "Outlook chaos" — emails and calendar entries that no one fully trusted.
- **No accountability for damage or loss**: Without a structured system, there is no way to prove who was responsible for a damaged lens or a missing laptop charger. Teams absorb the cost silently.
- **Late returns go unnoticed**: No one realizes equipment is overdue until the next person needs it and finds it gone. Projects stall, shoots are delayed, and students miss deadlines.
- **No visibility across locations**: Multi-site organizations — campuses, satellite offices, field crews — cannot see what is available at other facilities. Without [location tracking](/features/location-tracking), equipment sits idle in one location while another team scrambles to find a replacement.
These problems are expensive. They also erode trust. When people do not believe the check-out system works, they stop using it — and the system fails completely.
---
## How Shelf Streamlines Equipment Check-In/Check-Out
Shelf turns the check-in/check-out process into a two-scan workflow: scan to check out, scan to return. Everything in between is logged automatically.
### QR Scanning — Browser or App, Your Choice
Every asset gets a printable QR label. Users scan the code with any phone camera — in the browser, no install required, or via the free [Shelf Companion app](/mobile-app) on iPhone and Android for a native field experience. Either path uses the same Shelf workspace.
Labels are [customizable with your logo and colors](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf), and print on standard label printers (DYMO, Brother, Zebra) or regular paper. You can also use [Code128, Code39, or Data Matrix barcodes](/knowledge-base/alternative-barcodes).
---
### Automatic Custody Logging
When equipment is checked out, Shelf records who has it, when they took it, and when it is due back. When they return it, a second scan completes the cycle. The full custody chain is permanent, timestamped, and searchable.
Need proof of who had a projector last week? Filter by asset and date range, then export the [custody trail](/knowledge-base/custody-feature-for-long-term-equipment-lend-outs) for your audit records.
Shelf also supports **self-checkouts** — team members can check out equipment without needing an administrator to process the transaction. And **Non-Registered Members** (NRM) allow you to assign custody to external contractors or visitors who do not need a Shelf account.
See: [Custody](/features/custody)
---
### Booking Integration — Reserve Before You Check Out
Check-out works hand-in-hand with [equipment reservations](/solutions/equipment-reservations). Users reserve equipment in advance through a [visual booking calendar](/features/calendar) (daily, weekly, or monthly view), then scan to confirm the pick-up when the reservation begins.
This prevents conflicts automatically. If someone tries to book a camera that is already reserved, Shelf blocks the overlap. Overdue items are highlighted so administrators can follow up before the next booking is affected.
You don't have to hand everything over in one go, either. Check a booking out all at once, or [progressively](/knowledge-base/progressive-checkout-of-bookings) — scan items out one at a time as they're picked up, or in bulk from the Actions menu. The booking goes live on the first item, and a Booked / Checked out / Returned bar shows exactly what's gone out and what's still waiting.
See: [Bookings](/features/bookings)
---
### Kit-Aware Check-Out
Bundle a camera with its lenses, batteries, memory cards, and charger into a single kit. When the kit is checked out, all components move together. When it comes back, Shelf flags any missing items during check-in.
No more hunting for the charger that someone left in a different bag.
See: [Kits](/features/kits)
---
### Multi-Location Support
Track equipment across buildings, campuses, warehouses, job sites, and vehicles. Each location maintains its own inventory while sharing visibility across the organization. Shelf supports up to [12 levels of location hierarchy](/knowledge-base/sublocations-organize-locations-into-hierarchies).
When an asset is checked in at a different site than where it was checked out, the location updates automatically.
See: [Location Tracking](/features/location-tracking)
---
## Key Features at a Glance
- **QR scanning**: Instant check-in/check-out from any phone camera — in the browser, or via [Shelf Companion](/mobile-app) on iPhone and Android
- **Custody trail**: Automatic, timestamped log of who has each item and when it changed hands
- **Exportable records**: Pull custody and booking history to CSV for audits and insurance
- **Bookings**: Reserve equipment ahead of time with conflict-free scheduling
- **Overdue alerts**: Automatic notifications when equipment is not returned on time
- **Kits**: Bundle related items so accessories check out with their parent asset
- **Location tracking**: Know where equipment is across multiple sites
- **User roles**: Control who can check out, who can approve, and who can manage inventory
- **Batch actions**: Check in or reassign multiple items at once
- **CSV import/export**: Bring existing equipment lists into Shelf or export data for reporting
---
## Common Use Cases
- **AV and media equipment**: Production teams and education programs check out cameras, microphones, lighting, and audio gear for shoots and classes. [Fabel Film](/case-studies/fabel-film-double-bookings) eliminated gear chaos by replacing memory-based coordination with Shelf.
- **IT device lending**: Helpdesks manage loaner laptops, monitors, chargers, and peripherals with custody trails. [ResQ](/case-studies/resq-contact-center) tracks 4,000+ contact center devices across multiple sites using Shelf.
- **Construction and field tools**: Site managers issue power tools, safety equipment, and [testing instruments](/solutions/tool-tracking) to crews at the start of each shift, with QR scans documenting every handoff.
- **Lab and research equipment**: Researchers check out instruments and testing equipment with documented custody chains. [HAARP](/case-studies/haarp) manages research assets across seven universities using Shelf.
- **University and school equipment rooms**: Students check out cameras, tablets, and maker space tools through self-service workflows. [Eastern Michigan University](/case-studies/eastern-michigan-university) streamlined their theatre equipment checkout process with Shelf.
- **Event and conference equipment**: [Arellano Associates](/case-studies/arellano-associates) manages high-demand event equipment across simultaneous community events — replacing Outlook-based coordination with real-time availability.
---
## Why Teams Choose Shelf
- **Free to start**: Unlimited assets on the [free plan](/pricing). No credit card required.
- **Use the browser or the iPhone app**: Works in any browser on any device. QR scanning uses the built-in camera. The free [Shelf Companion app](/mobile-app) on iPhone and Android adds a native field experience.
- **[Open source](/solutions/open-source-asset-management)**: AGPL licensed with a fully public codebase. Transparent, auditable, community-driven.
- **Set up in minutes**: Most teams are operational within an hour. [Import existing lists via CSV](/knowledge-base/importing-assets-to-shelf-csv-guide).
- **Scales**: Teams managing 50,000+ assets use Shelf in production.
---
## Getting Started
1. **Sign up for free** at [app.shelf.nu](https://app.shelf.nu/join) — no credit card required.
2. **Add your equipment** manually or [import from a CSV file](/knowledge-base/importing-assets-to-shelf-csv-guide).
3. **Print QR labels** and attach them to each item. [Custom branding available](/knowledge-base/how-to-print-custom-branded-qr-code-labels-with-shelf).
4. **Invite your team** and [assign roles](/knowledge-base/user-roles-and-their-permissions): self-service users can check out on their own, base users can browse and request, administrators manage everything.
5. **Start scanning** — team members scan QR codes (in the browser or via Shelf Companion on iPhone and Android) to check equipment in or out. Custody logs, location updates, and booking confirmations happen automatically.
Most teams are fully operational within an hour.
---
Process checkouts and returns from the floor with the free [Shelf Companion app](/mobile-app) on the App Store and Google Play — scan QR codes, manage custody, confirm handoffs in real time. Free with any Shelf account.
## Frequently Asked Questions
### How is this different from a spreadsheet or sign-out sheet?
A spreadsheet requires every person to manually update the same file, every time, without fail. One missed entry and the data is unreliable. Shelf automates the process: scan a QR code to check out, scan again to return. Custody, location, and availability update automatically. There is no manual data entry to forget.
### Does everyone on my team need an account?
Users with accounts get the full experience: scanning, booking, custody history, and notifications. But Shelf also supports Non-Registered Members (NRM) — you can assign custody to someone by name without them needing to create an account. This is useful for external contractors, event staff, or visitors.
### Can users check out equipment without an admin present?
Yes. Self-service users can check out and return equipment by scanning QR codes on their own. Administrators set the rules (who can self-checkout, checkout duration limits), and Shelf handles the rest.
### What happens when equipment is returned late?
Shelf highlights overdue items in the dashboard and sends automated notifications to the relevant team members. Administrators can see all overdue equipment at a glance and follow up before the next booking is affected.
### Is Shelf free?
Yes. The [free plan](/pricing) includes unlimited assets, QR codes, and basic custody tracking for one user. The Team plan adds unlimited users, booking calendars, batch operations, and more.
### Can I track equipment across multiple locations?
Yes. Shelf supports [hierarchical locations](/knowledge-base/sublocations-organize-locations-into-hierarchies) with up to 12 levels of nesting (e.g., Campus → Building → Floor → Room → Shelf). Equipment can move between locations via QR scan, and you get full visibility across all sites from a single dashboard.
---
## Equipment Reservations
URL: /solutions/equipment-reservations
Prevent double-bookings and streamline scheduling for shared cameras, tools, laptops, and AV gear with a modern reservation system.
# Equipment Reservations
Equipment reservation software helps teams schedule, book, and manage shared gear—preventing conflicts and ensuring availability when it matters most.
---
## What Is Equipment Reservation Software?
Equipment reservation software provides a centralized system for scheduling shared assets. It replaces manual calendars, spreadsheets, and informal coordination with structured workflows that prevent conflicts and keep everyone informed.
A modern reservation system handles availability visibility, conflict prevention, automatic check-in/check-out, and accessory tracking—all in one place. Teams can see what's available, book equipment ahead of time, and hand off responsibility seamlessly.
---
## Equipment Scheduling Software, Built In
Shelf works as a complete equipment scheduling tool. Teams see real-time availability, reserve gear for specific dates, and let the system block conflicting requests automatically. Whether you call it equipment scheduling software, a reservation system, or a booking tool, the workflow is the same: check what is free, claim a time slot, and hand off responsibility without double-bookings.
Unlike a shared calendar or a spreadsheet, every reservation is tied to the physical asset and its custody record, so scheduling and accountability stay in sync across teams, departments, and locations.
---
## Why Teams Need Modern Equipment Reservations
Teams that share equipment face recurring challenges:
- **Conflicting requests**: Multiple people book the same camera, laptop, or projector for the same time slot.
- **Spreadsheets that break**: Manual tracking drifts out of sync and fails under pressure.
- **Forgotten accessories**: Chargers, cables, and adapters get separated from their parent devices.
- **Manual coordination overhead**: Staff spend time resolving conflicts instead of doing their actual work.
- **Poor visibility**: No one knows what's available, what's overdue, or who has what.
- **Last-minute chaos**: Requests pile up before events, productions, or training sessions.
Modern equipment reservation software eliminates these problems with automated scheduling, real-time availability, and unified custody tracking.
---
## How Shelf Supports Equipment Reservations
### Simple, Fast Booking Interface
Shelf's availability grid shows exactly when equipment is free. Users select a time slot, confirm the booking, and move on. No back-and-forth emails, no calendar conflicts, no guesswork.
---
### Bookings + Custody Unified
When a booking starts, custody transfers automatically. When equipment is returned, the system updates instantly. Reservations and responsibility live in the same workflow—no separate systems to maintain.
See: [Bookings](/features/bookings)
See: [Custody](/features/custody)
---
### QR Check-In/Out
Users scan a QR code to check equipment in or out. It takes seconds, requires no training, and works on any device with a camera. Fast adoption, immediate accountability.
---
### Kit-Aware Reservations
Book a camera kit and all its accessories come along. Shelf tracks what belongs together, flags missing components, and ensures complete handoffs every time.
See: [Kits](/features/kits)
---
### Workspaces for Departments
Separate inventories by department, program, or location. Each workspace manages its own equipment and bookings while admins retain oversight across the organization.
See: [Workspaces](/features/workspaces)
---
### Granular Notification Control
Shelf gives admins full control over who receives booking email notifications — without flooding everyone's inbox.
Configure workspace-wide defaults: choose whether booking creators are automatically notified, whether all admins receive new booking alerts, and add an "always notify" list for people who need visibility across every reservation. On individual bookings, add per-booking recipients for high-priority checkouts where a department head or extra stakeholder needs to stay in the loop.
A real-time notification preview on the booking form shows exactly who will be emailed and why — before saving.
See: [Booking Notification Settings](/knowledge-base/booking-notification-settings)
---
## Key Benefits
- **Zero double-bookings** with automatic conflict prevention
- **Real-time availability** visible to all team members
- **Faster check-in/check-out** through QR scanning
- **Complete accessory tracking** with kit-aware reservations
- **Reduced coordination overhead** for staff and managers
- **Clear accountability** with unified booking and custody logs
- **Right people, right emails** with granular notification controls per workspace and per booking
- **Booking analytics on demand** — Booking Compliance, Top Booked Assets, Monthly Booking Trends, and Overdue Items as built-in [reports](/features/reports), filterable by timeframe, custodian, and location, exportable to CSV and PDF
---
## Common Use Cases
- **Film and media programs**: Reserve cameras, lighting kits, and audio equipment for student productions.
- **AV departments**: Schedule projectors, microphones, and video conferencing gear for events.
- **Corporate training**: Manage laptop loaners, presentation equipment, and training room assets.
- **Engineering and research labs**: Tool reservation for shared instruments, analyzers, and testing rigs across teams.
- **Field gear operations**: Book tools, safety equipment, and specialized instruments for job sites.
---
## Case Studies
See how other teams use Shelf for equipment reservations:
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings) — A production company that stopped scheduling conflicts with Shelf's booking system.
- [Eastern Michigan University](/case-studies/eastern-michigan-university) — Theatre and media programs managing shared equipment across departments.
---
## Getting Started
1. **Import your equipment**: Add assets via CSV or manually enter items.
2. **Define availability rules**: Set booking windows, durations, and access permissions.
3. **Label assets with QR codes**: Print and attach codes for fast scanning.
4. **Invite your team**: Add users with appropriate booking permissions.
5. **Start reserving**: Team members begin booking equipment immediately.
---
## FAQs
**How does Shelf prevent double-bookings?**
Shelf's booking system checks availability in real time. When a user selects a time slot, the system only shows open windows—preventing conflicts before they happen.
**Can I book kits with accessories?**
Yes. Kits bundle parent assets with their accessories. Booking a kit reserves everything together, and Shelf flags missing components during check-in.
**Does Shelf support recurring reservations?**
You can create bookings for specific time slots. For recurring needs, users can book ahead or administrators can reserve blocks of time.
**How do users check equipment in and out?**
Users scan the asset's QR code with their phone. The system logs the transaction instantly—no paperwork, no delays.
**Can different departments have separate booking systems?**
Yes. Workspaces let you separate inventories and bookings by department, location, or team while maintaining centralized oversight.
**Can I control who gets booking notification emails?**
Yes. Admins configure workspace-level defaults (notify creators, admin broadcasts, always-notify user list) and can add per-booking recipients for individual reservations. A notification preview shows exactly who will be emailed before saving.
**Is Shelf an equipment scheduling tool?**
Yes. Shelf is an equipment scheduling tool and reservation system in one. Teams check real-time availability, schedule shared gear for specific dates, and rely on automatic conflict prevention so two people never book the same item for the same slot.
**What is the difference between equipment scheduling and reservations in Shelf?**
They are the same workflow. Scheduling is the act of claiming a time slot for a piece of equipment, and a reservation is the record Shelf creates for it. Because every reservation is linked to the asset and its custody log, scheduling doubles as an accountability trail.
---
## Fixed Asset Tracking
URL: /solutions/fixed-asset-tracking
Track high-value equipment across locations and departments with QR-first workflows, custody logs, and service reminders.
# Fixed Asset Tracking
Fixed asset tracking software helps organizations monitor high-value equipment across locations, departments, and lifecycle stages—from acquisition to retirement.
---
## What Is Fixed Asset Tracking?
Fixed asset tracking is the practice of monitoring long-term, high-value assets that an organization owns and uses over time. These include machinery, vehicles, IT infrastructure, furniture, specialized equipment, and any items that appear on a balance sheet.
Organizations track fixed assets to maintain accurate records, support audits, plan maintenance, manage depreciation, and ensure accountability. Modern fixed asset tracking replaces spreadsheets and manual inventories with real-time visibility and automated workflows.
---
## Why Teams Need Modern Fixed Asset Tracking
Organizations face persistent challenges with fixed asset management:
- **Outdated spreadsheets**: Manual records drift out of sync and fail during audits.
- **No accountability**: When assets change hands or locations, responsibility becomes unclear.
- **Location ambiguity**: No one knows where high-value equipment actually sits.
- **Depreciation ignored**: Lifecycle data isn't captured or maintained consistently.
- **Lack of usage visibility**: Decisions about replacement or reallocation happen without data.
Modern fixed asset tracking solves these problems with QR identification, automatic custody logs, and centralized visibility across the organization.
---
## How Shelf Supports Fixed Asset Tracking
### QR Identification
Every asset gets a QR code. Scan to instantly view details, custody history, location, and service status. Fast, accurate, and works on any device.
---
### Custody Chain
Shelf logs who is responsible for each asset and when responsibility changed. Transfers update automatically—providing a complete audit trail.
See: [Custody](/features/custody)
---
### Locations
Track assets across buildings, floors, rooms, and storage areas. When equipment moves, update the location with a quick scan.
See: [Location Tracking](/features/location-tracking)
---
### Kits
Group related assets and accessories together. Shelf tracks what belongs to what and flags missing components during audits.
See: [Kits](/features/kits)
---
### Reminders for Service
Schedule maintenance alerts, inspection cycles, and warranty expirations. Keep assets operational and compliant.
See: [Asset Reminders](/features/asset-reminders)
---
### Asset Models for Identical Items
When you onboard a batch of identical fixed assets — a row of the same monitor, a fleet of matching workstations — Asset Models save the repetitive setup. Define a model once with its category and valuation defaults, then bulk-create individually tracked assets from it. Each item still gets its own QR code, custody history, and record; the model just pre-fills the shared fields so a register of 40 identical units takes minutes, not an afternoon. The model also holds one cover image, so 40 identical monitors that have no photo of their own show the product photo from a single upload rather than 40 copies of the same file. Manage models under Settings → Asset models.
A register you have already built can be organized the same way after the fact. Filter the asset index down to the units that belong together, select them, and use **Actions → Update asset model** to group the whole set in one pass; **Remove from asset model** reverses it. Only the model link changes, so category, valuation, and custody on those records stay exactly as your audit trail recorded them.
---
## Key Benefits
- **Audit-ready records** with complete custody and location history
- **Real-time visibility** into asset status across the organization
- **Clear accountability** through automatic responsibility tracking
- **Proactive maintenance** with scheduled service reminders
- **Faster asset lookups** via QR scanning
- **Reduced loss and misplacement** through consistent workflows
- **Audit-ready reports** — Asset Inventory, Asset Distribution, and Custody Snapshot exports for insurance, grant, and financial reporting (see [Reports](/features/reports))
---
## Common Use Cases
- **Corporate IT**: Track laptops, monitors, docking stations, and peripherals across offices and remote workers.
- **Facilities management**: Monitor HVAC systems, furniture, fixtures, and building equipment across campuses.
- **Healthcare**: Track medical devices, diagnostic equipment, and specialized instruments across departments.
- **Research labs**: Manage instruments, testing rigs, and calibration-sensitive equipment with service reminders.
- **Nonprofits**: Maintain accurate asset registers for grant reporting and audit compliance.
---
## Case Studies
See how organizations use Shelf for fixed asset tracking:
- [HAARP — 7 Universities Under One System](/case-studies/haarp) — Unified multi-university research assets across one of the most extreme environments on Earth.
- [ResQ — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center) — Tracking contact center infrastructure with real-time visibility.
---
## Get Started
Shelf is free to start with unlimited assets for one user. No credit card required.
1. **Sign up** at [app.shelf.nu](https://app.shelf.nu/join)
2. **Add your assets** manually or [import from CSV](/knowledge-base/importing-assets-to-shelf-csv-guide)
3. **Print QR labels** and attach them to your equipment
4. **Start tracking** — most teams are operational within an hour
---
## Home Inventory Management
URL: /solutions/home-inventory-management
Track personal belongings with QR tags, location mapping, and custom fields — perfect for insurance, moving, or organization.
# Home Inventory Management
Most people have no idea what they own until they need to file an insurance claim, pack for a move, or settle an estate. Shelf gives individuals and families a simple way to catalog personal belongings with QR tags, photos, location mapping, and custom fields — all accessible from any device.
---
## Why Track Home Inventory
Maintaining a home inventory is one of those tasks everyone knows they should do but few actually complete. The reasons to start are compelling:
- **Insurance claims**: After a fire, flood, or theft, insurance companies require a detailed list of lost or damaged items with descriptions and estimated values. Without documentation, claims are slow, disputed, or underpaid.
- **Moving**: Knowing exactly what you own, where it is packed, and which room it belongs in makes relocations dramatically more efficient.
- **Organization**: A cataloged inventory helps families keep track of valuable items, seasonal equipment, and rarely used belongings stored in attics, garages, and storage units.
- **Estate planning**: A documented inventory simplifies the process of distributing belongings and reduces conflict among family members.
---
## How Shelf Works for Home Use
### QR Tagging
Print small QR labels and attach them to items, storage bins, or shelves. Scan a tag with your phone to pull up the item's full record — no app required, just the phone's camera and browser.
---
### Custom Fields
Track whatever matters to you: purchase date, price paid, warranty expiration, serial number, condition, or sentimental value. Define your own fields to match the way you think about your belongings.
---
### Location Rooms
Organize assets by room, closet, garage, storage unit, or any other location. When items move, update the location with a quick scan. During a move, filter by location to see exactly what needs to come from each space.
---
### Photo Documentation
Upload photos of each item to create visual records for insurance and personal reference. Capture serial numbers, receipts, condition details, and packaging — all attached to the item's profile.
---
### Sharing
Invite family members or roommates to the same workspace so everyone can view and update the inventory. Multi-user sharing is included on the [Team plan](/pricing) — the free plan covers a single user. Permissions control who can add, edit, or delete records, keeping the data reliable.
---
## Benefits
- **Insurance readiness**: File faster, more accurate claims with documented proof of ownership, condition, and value.
- **Moving efficiency**: Know exactly what you own, where it is, and where it goes in the new space. No more mystery boxes.
- **Family sharing** *(Team plan)*: Multiple household members can access and contribute to the same inventory from their own devices.
- **Peace of mind**: A complete home inventory removes the guesswork from insurance, organization, and life transitions.
---
## Common Use Cases
- **Homeowners**: Catalog electronics, furniture, appliances, and valuables for insurance purposes.
- **Renters**: Document belongings covered under renter's insurance with photos and estimated values.
- **Collectors**: Track collections of art, wine, instruments, or memorabilia with custom fields for provenance and valuation.
- **Families in transition**: Inventory belongings before a move, renovation, or estate settlement.
---
## Get Started — It's Free
Shelf's free plan includes unlimited assets for one user — perfect for a personal home inventory. No credit card required.
1. **Sign up** at [app.shelf.nu](https://app.shelf.nu/join)
2. **Add your belongings** room by room — include photos, values, and serial numbers
3. **Print QR labels** for storage bins, shelves, and high-value items
4. **Invite your household** *(Team plan)* to view and contribute to the same inventory
---
## Related
- [Location Tracking](/features/location-tracking)
- [Asset Pages](/features/asset-pages)
- [Kits](/features/kits)
---
## IT Asset Tracking
URL: /solutions/it-asset-management
Track laptops, tablets, chargers, and hybrid-workforce equipment with QR-first workflows, custody history, and streamlined IT operations.
# IT Asset Tracking
IT asset tracking is the practice of managing the lifecycle, location, and responsibility of devices across your organization—from laptops and tablets to chargers, monitors, and peripherals.
---
## What Is IT Asset Tracking?
IT asset tracking covers the full lifecycle of devices: procurement, deployment, assignment, usage, maintenance, and eventual retirement or replacement. It provides visibility into who has what, where devices are located, when they're due for return, and whether they need service.
Modern IT asset tracking goes beyond static inventory lists. It supports dynamic workflows like loaner programs, hybrid-workforce device assignments, onboarding/offboarding handoffs, and multi-location visibility—all from a centralized system.
---
## Why Teams Need a Modern IT Asset Tracking Solution
IT departments face persistent challenges with device management:
- **Missing devices**: Laptops, chargers, and peripherals disappear without clear trails.
- **No ownership history**: When devices change hands, responsibility becomes unclear.
- **Outdated spreadsheets**: Manual records drift out of sync and fail under real operational pressure.
- **Hybrid work complexity**: Remote employees, rotating offices, and distributed teams make visibility harder.
- **Disconnected systems**: Reservations, custody, and maintenance live in separate tools—or don't exist at all.
A modern IT asset tracking solution consolidates these workflows into a single, intuitive platform that fits how IT teams actually work.
---
## How Shelf Supports IT Asset Tracking
### QR-First Identification
Every device gets a QR code. Scanning instantly shows device details, custody history, booking status, and maintenance notes. No training required—anyone with a phone can check or update an asset in seconds.
---
### Bookings for Loaners
IT loaner programs need conflict-free scheduling. Shelf prevents double-bookings, shows real-time availability, and lets users reserve devices ahead of time.
See: [Bookings](/features/bookings)
---
### Custody Tracking
Shelf automatically logs who has each device and when it was assigned. When an employee returns a laptop or hands off a charger, the system updates instantly—providing a complete responsibility trail.
See: [Custody](/features/custody)
---
### Locations for Offices / Rooms
Track devices across buildings, floors, rooms, and storage areas. When equipment moves, update the location with a quick scan. Ideal for classroom tech, meeting room setups, and multi-site IT operations.
See: [Location Tracking](/features/location-tracking)
---
### Kits for Accessories
Group chargers, adapters, cables, and peripherals with their parent devices. Shelf flags missing components and keeps kits together so nothing gets left behind.
See: [Kits](/features/kits)
---
### Quantity Tracking for Stockroom Accessories
Serialized devices — laptops, monitors, tablets — stay individually tracked, each with its own QR code and custody history. The interchangeable accessories you keep in bulk don't need that. Chargers, dongles, USB-C adapters, and spare cables can be tracked by quantity instead: one record per type, a running count, and a unit of measure. Set a minimum threshold on each and the workspace owner and every admin get a low-stock email before the dongle drawer runs dry — so reordering happens before a new hire is left waiting.
See: [Track consumables by quantity](/features/consumables-tracking) · [Quantity-tracked assets](/glossary/quantity-tracked-assets)
---
### Workspaces
Separate IT inventories by department, campus, or team. Each workspace operates independently with its own users, permissions, and assets—while admins retain central oversight.
See: [Workspaces](/features/workspaces)
---
## Key Benefits for IT Teams
- **Full visibility** into device location and status at any moment
- **Clear accountability** with automatic custody logs
- **Faster onboarding/offboarding** with streamlined device handoffs
- **Fewer lost devices** through consistent check-in/check-out workflows
- **Reduced admin overhead** with self-service scanning and booking
- **Audit-ready records** for compliance and reporting — run the Asset Inventory, Asset Utilization, and Custody Snapshot [reports](/features/reports) on demand and export to CSV or PDF
---
## Common Use Cases
- **Loaner laptop programs**: Manage short-term device loans with conflict-free scheduling and automatic returns.
- **Classroom technology**: Track projectors, tablets, and AV carts across rooms and buildings.
- **Hybrid workforce equipment**: Assign devices to remote employees and maintain visibility across locations.
- **Corporate onboarding/offboarding**: Ensure new hires receive equipment and departing employees return everything.
- **Shared peripherals**: Manage monitors, docking stations, and accessories that rotate between users.
---
## Case Studies
See how other organizations use Shelf for IT asset tracking:
- [ResQ Contact Center](/case-studies/resq-contact-center) — Improved accountability and reduced device loss across distributed teams.
- [Eastern Michigan University](/case-studies/eastern-michigan-university) — Streamlined equipment management for theatre and media programs.
---
## Getting Started
1. **Import assets**: Upload your existing device inventory via CSV or add items manually.
2. **Create locations**: Define buildings, rooms, and storage areas for accurate tracking.
3. **Label devices**: Print and attach QR codes to laptops, chargers, and peripherals.
4. **Invite your team**: Add IT staff and end users with appropriate permissions.
5. **Start workflows**: Begin booking, custody assignments, and location updates immediately.
---
## FAQs
**How does Shelf handle device assignments?**
Shelf uses custody tracking to log who has each device. Assignments update automatically when users scan QR codes during check-out or return.
**Can I track accessories like chargers and cables?**
Yes. Use kits to group accessories with their parent devices, or [track consumables by quantity](/features/consumables-tracking) for the interchangeable ones you keep in bulk — one record per type with a running count and low-stock alerts. Shelf flags missing kit components when items are checked in or out.
**Does Shelf work for hybrid or remote teams?**
Absolutely. Devices can be assigned to remote employees, and location updates can reflect home offices, shipping, or any custom location.
**How do I prevent double-bookings for loaner devices?**
Shelf's booking system shows real-time availability and prevents conflicts automatically. Users see open time slots and reserve devices without overlap.
**Is Shelf suitable for multi-site IT operations?**
Yes. Use workspaces to separate inventories by site, department, or team—while maintaining centralized visibility for IT leadership.
---
## Mobile Asset Auditing
URL: /solutions/mobile-asset-auditing
Audit assets from any device — scan QR labels, verify locations, update records, and generate compliance reports on the go.
# Mobile Asset Auditing
Asset audits should not require a clipboard or a desktop computer. With Shelf, teams can audit equipment from any phone or tablet — in the browser or via the free [Shelf Companion app](/mobile-app) on iPhone and Android. Scan QR labels, verify locations, update records, and confirm asset conditions in the field. Everything syncs in real time, so the back office sees results the moment they happen.
---
## Why Mobile Auditing Matters
Traditional asset audits are slow, error-prone, and disruptive:
- **Field operations**: Teams working across job sites, warehouses, or campuses cannot return to a desk to update records. Data entry gets delayed or skipped entirely.
- **Multi-site organizations**: Auditing equipment spread across multiple locations requires coordination, travel, and manual consolidation of results.
- **Compliance pressure**: Regulatory bodies and insurance providers expect up-to-date records. Outdated spreadsheets do not hold up under scrutiny.
- **Manual processes**: Paper-based audits introduce transcription errors, duplicate entries, and gaps that undermine the entire exercise.
Mobile auditing eliminates these problems by putting the audit tool in every team member's pocket.
---
## How Shelf Enables Mobile Audits
### Works on Any Device
Shelf runs in the browser on any phone, tablet, or laptop — nothing to install on the web side. For a native field experience, the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play. If a device has a camera and a browser, it can run an audit; if you want a native app on iPhone or Android, you have one.
---
### QR Scanning
Each asset has a unique QR label. During an audit, the user scans the code to pull up the asset record instantly. This confirms the item's existence, identity, and current data — all in one step.
---
### GPS Updates on Scan
When a QR code is scanned, Shelf can record where the scan happened from the device's GPS coordinates, so an asset's record shows where it was last seen. This keeps location data current without requiring manual entry, which is especially valuable for equipment that moves between sites. It works in the web app from the browser, and from version 1.3.0 in the [Shelf Companion app](/mobile-app) on iPhone and Android. On the phone it is opt-in: the app asks for permission once when you first open the scanner, and scanning works normally if you decline.
---
### Real-Time Sync
Every scan and update syncs immediately to the central database. Managers monitoring the audit from the office see results as they happen. There is no batch upload step, no file merging, and no risk of conflicting edits.
---
## Key Features
- **Multi-device support**: Audit from phones, tablets, or laptops in the browser, or from iPhone and Android via the Shelf Companion app.
- **Evidence on every scan**: Attach a condition note and a photo to any scanned asset, from the web or from the Companion app, with the camera or the photo library — then read it back on either, with who recorded it and when.
- **Correct a mis-scan on the spot**: Scan the wrong label and take it straight back off, from the web or, from Companion 1.5.0, from the phone. An expected asset returns to Not scanned, an unexpected one leaves the audit, and the counts recount from the rows. Notes and photos survive the correction, because evidence is attached to the audit's row for the asset rather than to the scan.
- **Custom fields**: Verify and update any field during the audit — condition, serial number, notes, or organization-specific data.
- **Location tracking**: Confirm or update asset locations as part of the audit workflow. In Companion 1.5.0 a scanned row on the phone shows where the asset lives instead of repeating "Found", so a walk through a room tells you which of the found items are not where your records say they are. Anything the audit did not expect reads **Not on this audit**, and the count of those is tappable to see just them.
- **Dashboard reporting**: View audit progress and results from the central dashboard in real time.
---
## Common Use Cases
- **Warehouse audits**: Walk the floor with a phone, scan each item, and confirm inventory counts match records.
- **Field inspections**: Verify equipment at remote job sites, construction zones, or client locations without returning to the office.
- **Compliance checks**: Generate documented proof that assets were verified at specific times and locations for regulatory requirements.
- **Insurance documentation**: Maintain current records for policy renewals and claims, with per-asset photos captured on the spot from the phone or added later from the web.
---
## Case Studies
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery) — Field operations team using QR-first workflows for accountability across job sites.
- [HAARP — 7 Universities Under One System](/case-studies/haarp) — Multi-site research asset auditing in extreme environments.
---
## Get Started
Shelf is free to start with unlimited assets for one user. No credit card required.
1. **Sign up** at [app.shelf.nu](https://app.shelf.nu/join)
2. **Add your assets** manually or [import from CSV](/knowledge-base/importing-assets-to-shelf-csv-guide)
3. **Print QR labels** and attach them to your equipment
4. **Walk the floor** — [scan from your phone](/knowledge-base/shelf-mobile-app), verify, and update (browser or Shelf Companion on iPhone & Android)
---
Run audits live from the floor with the free [Shelf Companion app](/mobile-app) on the App Store and Google Play: scan, watch found/expected counts update in real time, attach a note or a photo to any scan, and complete the audit when done. Free with any Shelf account.
## Related
- [Audits](/features/audits)
- [Location Tracking](/features/location-tracking)
- [Dashboard](/features/dashboard)
- [Asset Tracking](/solutions/asset-tracking)
---
## Tool Tracking
URL: /solutions/tool-tracking
Track tools across job sites, crews, and trucks with QR scanning, custody chains, and simple field workflows designed for operations teams.
# Tool Tracking
Tool tracking software helps field teams manage the location, responsibility, and movement of tools across job sites, vehicles, and crew members.
---
## What Is Tool Tracking?
Tool tracking is the practice of monitoring who has which tools, where they're located, and when they move between sites, trucks, or storage. It ensures accountability across crews, reduces loss, and keeps operations running smoothly.
Modern tool tracking goes beyond static lists. It supports dynamic field workflows: technicians scanning tools onto trucks, supervisors checking inventory across sites, and crews handing off equipment during shift changes—all with instant visibility.
---
## Why Teams Need Modern Tool Tracking
Field teams face persistent challenges with tool management:
- **Lost tools**: Equipment disappears across job sites without clear trails.
- **No responsibility tracking**: When tools change hands, accountability becomes unclear.
- **Manual sign-out sheets**: Paper forms get lost, damaged, or skipped entirely.
- **Scattered kits**: Accessories and components get separated from their parent tools.
- **Confusion on job sites**: No one knows what's available, what's missing, or who had it last.
Modern tool tracking solves these problems with QR scanning, automatic custody logs, and real-time location updates.
---
Teams also need a simple way to reserve shared tools in advance — a tool reservation system that prevents conflicts and keeps everyone on the same page. Shelf combines tool tracking with built-in reservations, so field crews and workshop teams always know what's available.
---
## How Shelf Supports Tool Tracking
### QR Scanning
Every tool gets a QR code. Technicians scan to check tools in or out—no paperwork, no delays. It works on any phone, requires no training, and updates instantly.
---
### Custody Chain
Shelf logs who has each tool and when it changed hands. During shift changes, crew rotations, or site transfers, responsibility updates automatically—providing a complete trail.
See: [Custody](/features/custody)
---
### Locations for Sites & Trucks
Track tools across job sites, storage facilities, vehicles, and tool cribs. When equipment moves, update the location with a quick scan.
See: [Location Tracking](/features/location-tracking)
---
### Kits
Bundle tools with their accessories and cases. Shelf tracks what belongs together and flags missing components during check-in.
See: [Kits](/features/kits)
---
### Consumables by Quantity
Reusable tools stay individually tracked — one QR code per drill, saw, or instrument. But the consumables that ride along with them — blades, fasteners, tape, lubricants — don't need a record per unit. Pick "Tracked by quantity" when you create the item and Shelf tracks them as a pool: one record, a total count, and a unit of measure (pcs, boxes, liters). Set a low-stock threshold and the workspace owner and every admin get an email when stock runs low, so the crew never shows up to a job site without consumables.
See: [Track consumables by quantity](/features/consumables-tracking) · [Quantity-tracked assets](/glossary/quantity-tracked-assets)
---
### Reminders
Schedule maintenance alerts, inspection cycles, and calibration reminders. Keep tools safe, compliant, and ready for use.
See: [Asset Reminders](/features/asset-reminders)
---
## Key Benefits
- **Full visibility** into tool locations across sites and crews
- **Clear accountability** with automatic custody tracking
- **Faster check-in/check-out** via QR scanning
- **Reduced tool loss** through consistent workflows
- **Complete accessory tracking** with kit-aware management
- **Proactive maintenance** with scheduled reminders
- **Tool utilization and custody reports** — Top Booked Assets, Asset Utilization, Idle Assets, and Custody Snapshot as built-in [reports](/features/reports) to track what's in the field, what's on the shelf, and who has what
---
### Tool Reservation
Reserve shared tools, specialty equipment, and high-demand items in advance. Shelf's booking system prevents double-bookings and shows real-time availability — so crews always know what's free and when.
See: [Bookings](/features/bookings)
---
## Common Use Cases
- **Construction crews**: Track power tools, safety equipment, and specialty gear across active job sites.
- **Utilities teams**: Manage tools across service vehicles, substations, and field operations.
- **Engineering workshops**: Reserve shared instruments, testing rigs, and specialty tools across teams.
- **Field survey operations**: Track surveying instruments, GPS units, and measurement tools.
- **Maintenance departments**: Monitor shared tools across facilities and technician teams.
---
## Case Studies
See how other teams use Shelf for tool tracking:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery) — A field operations team that recovered high-value equipment using Shelf's QR-first workflows.
---
## Get Started
Shelf is free to start with unlimited assets for one user. No credit card required.
1. **Sign up** at [app.shelf.nu](https://app.shelf.nu/join)
2. **Add your tools** manually or [import from CSV](/knowledge-base/importing-assets-to-shelf-csv-guide)
3. **Print QR labels** and attach them to each tool
4. **Start scanning** — your crew is operational within an hour
---
# Industries
## Engineering & Research Labs
URL: /industries/engineering
Track lab instruments, testing equipment, and shared tools across research facilities, engineering workshops, and R&D labs with simple, QR-first workflows.
# Equipment Tracking for Engineering & Research Labs
Research facilities, engineering workshops, and R&D labs manage specialized instruments and shared tools that move between teams, benches, and buildings. Oscilloscopes, multimeters, testing rigs, calibration tools, and prototype equipment are expensive to replace and critical to keep calibrated and available.
Traditional tracking methods — shared spreadsheets, paper sign-out logs, or memory — break down when multiple teams share the same instruments across shifts and locations. Shelf provides fast, QR-first workflows that give lab managers clear visibility into who has what, where it is, and when it needs attention.
---
## Common Challenges in Labs & Engineering Facilities
Engineering and research teams face recurring equipment management problems:
- **Instruments disappearing between teams**: Shared oscilloscopes, analyzers, and testing tools end up on someone's bench with no record.
- **Missed calibration cycles**: Critical instruments go out of calibration because no one tracked the schedule.
- **No visibility across buildings**: Equipment moves between labs, cleanrooms, and workshops without anyone updating a central record.
- **Unclear responsibility**: When a shared instrument is damaged or misconfigured, there's no audit trail showing who used it last.
- **Duplicate purchases**: Teams buy new equipment because they can't find or locate existing inventory.
- **Compliance gaps**: ISO 17025 and GLP requirements demand documented equipment logs that spreadsheets can't reliably provide.
---
## How Shelf Supports Engineering & Research Workflows
### QR-First Instrument Tracking
Every instrument, tool, and piece of equipment gets a QR code. Researchers scan to check items in or out — no paperwork, no delays. It works on any phone and requires no training.
See: [QR Code Asset Tracking](/solutions/qr-code-asset-tracking) · [Custody](/features/custody)
---
### Calibration & Maintenance Reminders
Set reminders for calibration, preventive maintenance, and inspection dates. Shelf notifies the right people before instruments go out of compliance — so nothing slips through the cracks.
See: [Asset Reminders](/features/asset-reminders)
---
### Track Equipment Across Labs & Buildings
Shelf supports multi-location tracking across labs, cleanrooms, workshops, storage rooms, and field sites. When equipment moves, a quick QR scan updates its location instantly.
See: [Location Tracking](/features/location-tracking)
---
### Kit Tracking for Test Setups
Bundle instruments with their probes, cables, adapters, and accessories. Shelf tracks what belongs together and flags missing components during check-in — keeping test setups complete and ready.
See: [Kits](/features/kits)
---
### Lab Consumables & Supplies by Quantity
Reagents, gloves, vials, pipette tips, and filters don't need a QR per unit—they need a running count. Shelf lets you [track consumables by quantity](/features/consumables-tracking): one record represents the whole pool of identical units in your chosen unit of measure, with quick adjustments to restock, record usage, or correct counts. Every adjustment is logged with a note and attribution in the asset's activity, giving you a clear audit trail of what was used and when.
Set a minimum-quantity threshold and Shelf emails the workspace owner and every admin when supplies fall low, so a critical reagent or consumable is reordered before it stops an experiment.
See: [Consumables Tracking](/features/consumables-tracking) · [How to Choose a Tracking Method](/knowledge-base/how-to-choose-a-tracking-method)
---
### Tool Reservation for Shared Instruments
Prevent conflicts when multiple teams need the same analyzer, testing rig, or specialty tool. Shelf's booking system shows real-time availability and prevents double-bookings.
See: [Bookings](/features/bookings)
---
### Workspaces for Departments & Research Groups
Separate inventories by department, research group, or facility. Each workspace manages its own equipment independently while central management retains oversight across the organization.
See: [Workspaces](/features/workspaces)
---
### Audit Trails for Compliance
Shelf logs every custody change, location update, and status change automatically. When auditors ask for equipment usage history, the data is already there — no manual record-keeping required.
See: [Mobile Asset Auditing](/solutions/mobile-asset-auditing)
---
### Reports for Engineering & Research
PIs, lab managers, and engineering operations leads answer "which instruments are over-utilized?", "what's been idle this quarter?", and "who has what loaned out?" from built-in reports — **Asset Utilization**, **Idle Assets**, **Top Booked Assets**, **Custody Snapshot**, and **Asset Inventory**. Export to CSV for grant reporting and capital planning, or PDF for review committees and audit responses.
See: [Reports](/features/reports)
---
## Who This Helps
Shelf works across engineering and research environments:
- **R&D labs** tracking shared testing and measurement instruments
- **University research groups** managing grant-funded equipment across departments
- **Manufacturing engineering** tracking tools, jigs, and fixtures across production lines
- **Quality assurance labs** maintaining calibration schedules for certified instruments
- **Energy and cleantech teams** managing field sensors, monitoring equipment, and prototypes
- **Pharmaceutical and biotech labs** tracking regulated instruments with audit requirements
---
## Relevant Solutions
- [Tool Tracking](/solutions/tool-tracking) — QR-based tracking for shared tools and instruments
- [Equipment Reservations](/solutions/equipment-reservations) — Conflict-free booking for shared resources
- [Asset Tracking](/solutions/asset-tracking) — Full lifecycle tracking from procurement to disposal
- [Mobile Asset Auditing](/solutions/mobile-asset-auditing) — Walk-through audits with your phone
- [Maintenance Tracking](/solutions/maintenance-tracking) — Preventive schedules and service history
- [Calibration Tracking](/solutions/calibration-tracking) — Due dates, certificates, and reminders for instruments
- [Consumables Tracking](/features/consumables-tracking) — Track supplies by quantity with low-stock alerts
---
## Getting Started
1. **Import your equipment**: Add instruments via CSV or manually enter items with serial numbers, calibration dates, and custom fields.
2. **Label assets with QR codes**: Print and attach codes for fast scanning in labs and workshops.
3. **Set up calibration reminders**: Add a reminder for each instrument's next calibration and inspection date.
4. **Invite your team**: Add researchers, technicians, and lab managers with appropriate permissions.
5. **Start tracking**: Teams begin scanning, booking, and managing equipment immediately.
---
## Construction
URL: /industries/construction
Track tools, equipment, and job-site gear with fast, mobile-first workflows built for crews working across locations, vehicles, and storage areas.
# Tool & Equipment Tracking for Construction Teams
Construction crews rely on tools, vehicles, and equipment that move across job sites daily. Power tools, safety gear, testing equipment, and specialty items travel between trucks, storage areas, and active sites—often with little visibility into who has what.
Traditional inventory systems are too slow or too rigid for field use. Shelf provides fast, mobile-friendly workflows designed for real-world job sites where crews need to check tools in and out without delays.
---
## Common Challenges in Construction
Construction teams face recurring equipment management problems:
- **Tools disappearing**: Items go missing between crews, vehicles, and job sites.
- **Unclear responsibility**: No one knows who had the equipment last.
- **No visibility into location**: Tools end up at the wrong site without anyone knowing.
- **Missing accessories**: Batteries, bits, chargers, and PPE components get separated.
- **Outdated tracking systems**: Spreadsheets drift out of sync and fail under field conditions.
- **Slow software**: Complex systems that don't work well on mobile devices.
---
## How Shelf Supports Construction Workflows
### Clear Custody for Crews & Technicians
Shelf assigns responsibility automatically when tools are checked out. It supports daily hand-offs between crews, shift changes, and site transfers—with a complete audit trail.
See: [Custody](/features/custody)
---
### Track Tools Across Job Sites & Vehicles
Fast QR scans update location instantly. Supervisors see where tools last were, which truck they're on, and which site they're assigned to.
See: [Location Tracking](/features/location-tracking)
---
### Manage Tool Kits & Equipment Bundles
Track related items together:
- Drill + batteries + bits
- PPE kits with all components
- Testing equipment with accessories
Shelf flags missing components during check-in so nothing gets left behind.
See: [Kits](/features/kits)
---
### Track Bulk Job-Site Consumables by Quantity
Not everything is a serialized power tool. Cable ties, blades, drill bits, fasteners, PPE, and fluids are consumed by the box on every job. Instead of one QR per item, [track these supplies by quantity](/features/consumables-tracking): one record holds the whole pool of identical units in your unit of measure (pcs, boxes, liters), with quick stock adjustments to restock or record loss—each logged with a note and who made the change.
Set a minimum-quantity threshold and Shelf emails the workspace owner and every admin when stock runs low, so a crew never shows up to a bare bin. This sits alongside your individually-tracked tools, not on top of them—each asset's tracking method is chosen when it's created.
See: [Consumables Tracking](/features/consumables-tracking)
---
### Schedule Shared Resources
Book trailers, generators, and specialty equipment ahead of time. Shelf prevents conflicts and ensures shared resources are available when jobs need them.
See: [Bookings](/features/bookings)
---
### Multi-Job, Multi-Crew Visibility
Workspaces fit the way construction operations work: separate inventories for subcontractors, site supervisors, and regional operations—with central oversight for management.
See: [Workspaces](/features/workspaces)
---
### Reports for Construction Operations
Foremen and equipment managers answer "which tools are on which job site?", "what's overdue from the last crew?", and "what's getting the most use this quarter?" from built-in reports — **Asset Distribution** by location, **Overdue Items**, **Top Booked Assets**, and **Custody Snapshot**. Export to CSV for site reports or PDF for safety and insurance reviews.
See: [Reports](/features/reports)
---
## Relevant Solutions
- [Tool Tracking](/solutions/tool-tracking)
- [Asset Tracking](/solutions/asset-tracking)
---
## Case Study
See how construction and field teams use Shelf:
- [CES Utility Solutions — $70K Recovery](/case-studies/ces-70k-recovery) — A field operations team that recovered high-value equipment using Shelf's QR-first workflows.
---
## Education
URL: /industries/education
Shelf helps universities, colleges, and K–12 programs manage shared equipment—AV gear, cameras, laptops, lab resources, and more—with simple workflows built for students and staff.
# Equipment Tracking for Education
Schools and universities manage a wide range of shared assets—cameras, laptops, AV gear, lab instruments, and specialized equipment that moves constantly between students, staff, and departments.
Students, teaching assistants, and rotating staff need a system that works immediately, with minimal training. Shelf provides fast, QR-first workflows designed for high-turnover environments where simplicity matters as much as accountability.
---
## Common Challenges in Education
Educational institutions face unique equipment management problems:
- **Equipment disappearing without ownership trails**: Gear goes missing and no one knows who had it last.
- **Double-booked resources**: Cameras, projectors, and lab equipment get reserved by multiple classes or productions.
- **Accessories missing from kits**: Batteries, cables, and adapters get separated from their parent items.
- **Rotating student workers**: New assistants each semester mean constant retraining on complex systems.
- **Outdated tracking systems**: Paper sign-out sheets and scattered spreadsheets fail under real usage.
- **Growing equipment fleets without matching systems**: As schools invest in shared cameras, audio recorders, and production gear, the inventory grows faster than the processes to manage it.
---
## How Shelf Supports Educational Environments
### Student-Friendly Workflows
Shelf is designed for fast onboarding and minimal clicks. Students scan a QR code, confirm the check-out, and go. No training sessions, no complex interfaces—just mobile-first interactions that work immediately.
See: [Custody](/features/custody)
---
### Reliable Bookings for Classes & Productions
Shelf prevents double-bookings with conflict-free scheduling. Professors, lab managers, and students see real-time availability and reserve equipment with confidence.
See: [Bookings](/features/bookings)
---
### Manage Kits for Media & AV Programs
Camera kits, audio packages, and lighting setups stay complete. Shelf tracks parent items with their accessories and flags missing components during check-in.
See: [Kits](/features/kits)
---
### Track Equipment Across Campuses and Rooms
Shelf supports multi-building, multi-department setups. Track equipment across classrooms, labs, storage rooms, and campus locations—with workspace separation for each program.
See: [Location Tracking](/features/location-tracking)
See: [Workspaces](/features/workspaces)
---
### Reports for Educational Operations
Schools answer "what equipment is sitting idle this semester?" or "who's overdue with a loaner?" without exporting and pivoting. The **Idle Assets**, **Asset Utilization**, **Top Booked Assets**, and **Custody Snapshot** reports give department heads and IT a current operational picture; export to CSV for facilities and budgeting reviews, or PDF for board updates.
See: [Reports](/features/reports)
---
## Who This Helps
### Universities & Colleges
- **Film schools** managing camera cages and production equipment
- **AV departments** tracking projectors, microphones, and video gear
- **Library loan programs** with laptops, tablets, and devices
- **IT lending programs** for student and faculty equipment
- **Engineering labs** with specialized instruments and tools
### K–12 Schools & Districts
- **Student media programs** — yearbook, newspaper, broadcast journalism, and morning show teams that rely on shared cameras, audio recorders, and video equipment
- **Career & Technical Education (CTE)** — media arts, digital media production, and film pathways managing equipment across multiple class sections
- **Media centers and libraries** — shared devices, production gear, and classroom technology checked out to students and teachers
- **District IT departments** — laptop lending, 1:1 device programs, and equipment pools across multiple buildings
---
## The Shift Happening in K–12
A growing number of states are enacting bell-to-bell cellphone bans in schools. As of March 2026, [33 U.S. states had enacted statewide K-12 cellphone bans](https://news.ballotpedia.org/2026/03/26/kansas-becomes-thirty-third-state-to-enact-a-k-12-cellphone-ban/) — and the trend is accelerating.
For many K–12 programs, this creates a practical challenge that goes beyond discipline and mental health: **student media programs that relied on personal phones for photography, video, audio recording, and content creation now need school-owned equipment to continue operating.**
Yearbook teams, school newspapers, broadcast journalism programs, morning show crews, and CTE media arts pathways are all affected. Schools that previously had students bring their own capable devices are now building equipment inventories from scratch — cameras, microphones, tripods, audio recorders, lighting, and editing stations.
This means new budgets, new procurement, and a new operational question: **how do you manage dozens or hundreds of shared devices across students, class periods, and school buildings?**
That's exactly what Shelf was built for. Schools like [Kansas City Art Institute](/case-studies/kcai) already use Shelf to manage equipment checkout for student creative work — with QR-based workflows that require minimal training and zero per-seat fees.
---
## Compliance & Accessibility
Public universities and government-funded institutions often require vendors to demonstrate accessibility compliance before procurement can proceed.
Shelf maintains a **Voluntary Product Accessibility Template (VPAT)** documenting conformance with Section 508 and WCAG 2.1 standards. If your institution requires a VPAT, accessibility documentation, or has questions about ADA compliance, reach out directly:
**[Request VPAT or Accessibility Documentation →](mailto:carlos@shelf.nu?subject=VPAT%20%2F%20Accessibility%20Documentation%20Request&body=Hi%20Carlos%2C%0A%0AI%27m%20evaluating%20Shelf%20for%20our%20institution%20and%20need%20accessibility%20documentation%20(VPAT%2C%20Section%20508%2C%20WCAG%202.1).%0A%0AInstitution%3A%20%0ARole%3A%20%0A%0AThanks!)**
---
## Relevant Solutions
- [Equipment Check-In/Out](/solutions/equipment-check-in) — Fast QR-based check-in/out workflows
- [Equipment Reservations](/solutions/equipment-reservations) — Conflict-free booking for shared gear
- [Mobile Asset Auditing](/solutions/mobile-asset-auditing) — Walk-through audits with your phone
---
## Case Studies
See how educational institutions use Shelf:
- [Eastern Michigan University](/case-studies/eastern-michigan-university) — Theatre and media programs managing shared equipment across departments.
- [Kansas City Art Institute](/case-studies/kcai) — Media Center equipment management with seamless migration from Cheqroom, preserving existing label workflows.
---
## IT & Technology
URL: /industries/it
Shelf helps IT teams track laptops, loaner devices, peripherals, and shared equipment with fast QR-first workflows, custody tracking, and conflict-free bookings.
# Equipment Tracking for IT & Technology Teams
IT teams manage a constant flow of devices: laptops, chargers, peripherals, carts, cameras, VR sets, and more. Equipment moves between employees, departments, classrooms, and storage—often with little visibility into who has what.
Traditional asset systems are often too rigid or too slow for daily equipment movement. Shelf provides fast, intuitive workflows built for loaner programs and shared equipment environments where speed and accountability matter.
---
## Common Challenges for IT Teams
IT departments face recurring equipment management problems:
- **Unclear device ownership**: No one knows who has which laptop or peripheral.
- **Loaner laptops not returned**: Devices stay out longer than expected without follow-up.
- **Missing accessories**: Chargers, adapters, and cables disappear from kits.
- **Scattered tracking systems**: Asset info lives in spreadsheets, ticket comments, or shared docs.
- **Multi-location confusion**: Devices move between offices and storage rooms without updates.
- **No reservation system**: Staff can't reserve equipment in advance, creating conflicts.
---
## How Shelf Supports IT Equipment Workflows
### Custody Tracking for Loaner Devices
Shelf transfers responsibility automatically when devices are checked out. It works for short-term loaners, long-term assignments, and everything in between—with a complete audit trail.
See: [Custody](/features/custody)
---
### Bookings for Loaners, Events & Deployments
Shelf prevents conflicts with conflict-free scheduling. Staff, departments, and classrooms can reserve equipment ahead of time without overlap.
See: [Bookings](/features/bookings)
---
### Track Devices Across Rooms, Offices & Storage
Shelf supports multi-site visibility with scan-based location updates. Know where every device is—whether it's in a storage closet, a classroom, or a remote office.
See: [Location Tracking](/features/location-tracking)
---
### Manage Kits & Peripheral Bundles
Track related items together:
- Laptop + charger + stylus
- VR kit + controllers
- Camera + SD cards + case
Shelf flags missing components during check-in so nothing gets left behind.
See: [Kits](/features/kits)
---
### Track Bulk Accessories by Quantity
Chargers, dongles, adapters, and cables move by the drawer, not the serial number. Rather than a QR per unit, [track these by quantity](/features/consumables-tracking) as a single pooled record with a running count. Set a minimum-quantity threshold and Shelf emails the workspace owner and every admin when stock runs low—so IT reorders before the last USB-C charger walks off.
See: [Consumables Tracking](/features/consumables-tracking) · [IT Asset Tracking](/solutions/it-asset-management) · [How to Choose a Tracking Method](/knowledge-base/how-to-choose-a-tracking-method)
---
### Multi-Department Administration
IT can manage multiple programs—loaners, classroom equipment, event gear—using workspaces. Each program operates independently while administrators retain central oversight.
See: [Workspaces](/features/workspaces)
---
### Reports for IT Equipment Operations
IT teams answer "who has what right now?", "which loaners are overdue?", and "which laptops are idle in storage?" from a single Reports area — **Custody Snapshot**, **Overdue Items**, **Asset Inventory**, **Idle Assets**, and **Asset Utilization**. Export to CSV for ServiceNow / Jira tickets or PDF for compliance audits.
See: [Reports](/features/reports)
---
## Who This Helps
Shelf works across IT environments:
- **Campus IT departments** managing student and faculty devices
- **Corporate IT teams** tracking employee equipment
- **Help desk and support operations** handling loaner programs
- **Device loaner programs** for training, events, and onboarding
- **Hardware labs** with shared testing equipment
- **Hybrid/remote equipment managers** tracking devices across locations
---
## Relevant Solutions
- [IT Asset Tracking](/solutions/it-asset-management)
- [Asset Tracking](/solutions/asset-tracking)
---
## Case Studies
See how IT teams use Shelf:
- [ResQ — Contact Center](/case-studies/resq-contact-center) — Improved accountability and reduced device loss.
- [Eastern Michigan University](/case-studies/eastern-michigan-university) — Managing shared equipment across educational programs.
---
## Media & Production
URL: /industries/media-production
Shelf helps film programs, production crews, and AV teams manage cameras, lighting gear, audio kits, and accessories with simple, fast workflows designed for real-world shoots.
# Equipment Tracking for Media & Production Teams
Media programs and production teams rely on high-value equipment that moves constantly—cameras, lenses, lighting rigs, audio kits, and accessories worth tens of thousands of dollars.
Gear is shared across students, assistants, crews, and different productions. Without clear workflows, things disappear, schedules conflict, and accountability breaks down. Shelf provides simple, reliable workflows that keep equipment organized and available when productions need it.
---
## Common Challenges in Media Environments
Production teams face recurring equipment management problems:
- **Missing accessories**: Batteries, microphones, SD cards, and cables disappear from kits without anyone noticing.
- **Double-booked cameras or kits**: Multiple shoots get scheduled with the same gear, discovered too late.
- **Unclear responsibility**: When gear is damaged or lost, no one knows who had it last.
- **High turnover**: Students and crew members rotate constantly, requiring ongoing retraining.
- **Scattered calendars and check-out sheets**: Manual systems drift out of sync and fail before major productions.
---
## How Shelf Fits Media Workflows
### Workflow-First Check-Outs
Shelf makes check-outs fast: scan the QR code, view the item details, confirm the transaction. It's designed for rotating crews and student environments where training time is limited.
See: [Custody](/features/custody)
---
### Conflict-Free Bookings for Shoots
Shelf prevents double-bookings with real-time availability. Classes, productions, and independent projects all see the same schedule—no conflicts, no surprises on shoot day. The same month view is on the phone in the free [Shelf Companion app](/mobile-app), so whoever is asked on set whether the gear is free next week can answer without getting back to a desk.
See: [Bookings](/features/bookings)
---
### Kit Tracking for Cameras, Audio & Lighting
Shelf tracks kits with component-level visibility. When a camera kit returns, the system flags missing accessories automatically. No more incomplete kits sitting in storage.
See: [Kits](/features/kits)
---
### Track Consumables by Quantity
Batteries, SD cards, gaffer tape, and cable runs get used up shoot after shoot. Instead of one QR per item, [track these supplies by quantity](/features/consumables-tracking) as a single pooled record, and set a minimum-quantity threshold so Shelf emails the workspace owner and every admin before the battery drawer runs dry on shoot day.
See: [Consumables Tracking](/features/consumables-tracking) · [How to Choose a Tracking Method](/knowledge-base/how-to-choose-a-tracking-method)
---
### Track Gear Across Studios, Rooms & Sets
Shelf supports multi-location tracking across studios, storage rooms, and sets. Fast QR scanning keeps location data current, and workspaces separate inventories by department or program.
See: [Location Tracking](/features/location-tracking)
See: [Workspaces](/features/workspaces)
---
### Reports for Media & Production
When a producer asks "which lenses get used the most?" or "what's idle in the camera cage?" the **Top Booked Assets**, **Asset Utilization**, and **Idle Assets** reports answer in seconds. **Booking Compliance** shows late returns by crew or shoot for accountability conversations. Export to CSV for editorial planning or PDF for studio reviews.
See: [Reports](/features/reports)
---
## Who This Helps
Shelf works across media and production environments:
- **Film schools** managing camera cages and production equipment
- **Photography programs** tracking cameras, lenses, and studio gear
- **AV departments** handling projectors, microphones, and video equipment
- **Creative agencies** managing shared production resources
- **Production houses** tracking gear across shoots and crews
- **Streaming and broadcast teams** coordinating equipment for live events
---
## Relevant Solutions
- [Camera Equipment Check-Out](/solutions/camera-equipment-check-out)
- [Equipment Reservations](/solutions/equipment-reservations)
- [Mobile Asset Auditing](/solutions/mobile-asset-auditing) — Walk-through inventory audits with your phone
---
## Case Studies
See how media teams use Shelf:
- [Fabel Film — No More Double Bookings](/case-studies/fabel-film-double-bookings) — A production company that eliminated scheduling conflicts.
- [Eastern Michigan University](/case-studies/eastern-michigan-university) — Theatre and media programs managing shared equipment.
---
# Use Cases
## Equipment Management for Consultancies
URL: /use-cases/consultancy-equipment-management
How acoustic, environmental, and engineering consultancies manage shared instruments across offices — booking, calibration tracking, and a clean audit trail.
# Equipment Management for Consultancies
Consultancies run on a pool of expensive, shared instruments — sound level meters, monitors, gauges, samplers, total stations — that move between staff, offices, and client sites every week. Two things have to be true at all times: the right instrument is **available** when a job needs it, and it's **in calibration** when it's used. Miss either and the work stalls or has to be redone.
Shelf brings booking, calibration tracking, and a complete audit trail into one place, so a small ops team can run a multi-office instrument pool without spreadsheets or sign-out sheets.
---
## The Problems Consultancies Hit
- **Double-booked instruments**: Two jobs need the same meter on the same day and nobody finds out until the morning of.
- **Kit stuck at the wrong office**: Equipment lives across several offices with no shared view of what's where.
- **Calibration surprises**: An instrument goes out of calibration mid-project, and the readings are suddenly in question.
- **No chain of custody**: When a unit comes back damaged, there's no record of who had it last.
- **Audit scramble**: A client or accreditation body asks for calibration and usage records, and the team rebuilds them by hand.
---
## How Shelf Solves It
### Book Shared Instruments Across Offices
Staff reserve the instruments a job needs and see real-time availability, so two projects never claim the same unit. [Bookings](/features/bookings) prevent double-bookings and show what's free, what's out, and when it's due back.
See: [Equipment Reservations](/solutions/equipment-reservations)
---
### Keep Every Office's Kit in Calibration
Record each instrument's calibration due date, certificate number, and provider, and set a reminder before each one is due. Check calibration status before reserving a unit — so an out-of-date instrument doesn't get sent to site by mistake.
See: [Calibration Tracking](/solutions/calibration-tracking)
---
### One View Across Three Offices (or Thirty)
Track where every instrument lives and moves with [location tracking](/features/location-tracking). A quick QR scan updates an item's location, so the whole firm shares one accurate picture across every office and site.
See: [Multi-Location Asset Tracking](/solutions/multi-location-asset-tracking)
---
### Custody and Audit Trail Built In
Every check-out, return, location change, and calibration update is logged automatically with a timestamp and the person responsible. When a client or auditor asks for the record, it's already there.
See: [Custody](/features/custody)
---
### Field-Ready on Any Phone
Staff scan instruments with the free [Shelf Companion app](/mobile-app) for iPhone and Android — check kit in and out, run audits, and update custody from the van or the site, no laptop required.
---
## Who This Fits
- **Acoustic and noise consultancies** — sound level meters, dosimeters, calibrators
- **Environmental and air-quality consultancies** — monitors, samplers, gas detectors
- **Occupational hygiene and H&S consultancies** — exposure monitoring equipment
- **NDT, inspection, and surveying firms** — gauges, test instruments, total stations
- **Engineering and building-services consultancies** — shared diagnostic and measurement kit
---
## Why Consultancies Choose Shelf
- **One system** for booking, calibration tracking, custody, and audit — not a stack of tools.
- **Built for shared, mobile kit** that travels between offices and client sites.
- **Free to start**: unlimited assets on the [free plan](/pricing); booking and multi-user on the flat-rate Team plan.
- **[Open source](/solutions/open-source-asset-management)**: AGPL licensed — self-host or use the managed cloud.
---
## Frequently Asked Questions
### Can different offices share one instrument pool?
Yes. Track every instrument's location and availability in one workspace, so any office can see what's free and where it is, and book it for a job.
### How does Shelf help keep instruments in calibration?
Record calibration due dates and certificate numbers as custom fields and set a reminder per instrument. Shelf notifies the team before a calibration is due, and staff can check status before reserving a unit. See [Calibration Tracking](/solutions/calibration-tracking).
### Is booking included for free?
Booking and multi-user access are on the Team plan. The free plan covers a single user with unlimited assets, custom fields, and reminders.
### Can field staff use it without a laptop?
Yes. The free Shelf Companion app for iPhone and Android lets staff scan, check in/out, and run audits from the field.
---
## Related Solutions
- [Calibration Tracking](/solutions/calibration-tracking)
- [Equipment Reservations](/solutions/equipment-reservations)
- [Multi-Location Asset Tracking](/solutions/multi-location-asset-tracking)
- [Equipment Check-In/Out](/solutions/equipment-check-in)
---
## AV Equipment Management
URL: /use-cases/av-equipment-management
How AV teams manage cameras, audio gear, lighting kits, and accessories using modern asset tracking, bookings, and QR-first workflows.
# AV Equipment Management
AV teams manage high-value equipment that moves constantly between students, staff, technicians, and locations. Shelf provides a clean, workflow-first way to track usage, prevent loss, and keep accessories organized.
---
## Challenges in AV Teams
AV departments typically experience:
- missing accessories (batteries, cables, mics)
- double-booked cameras or kits
- manual calendars that fail under pressure
- no clear trail of responsibility
- inconsistent check-out processes
- last-minute studio chaos
---
## How Shelf Solves AV Equipment Management
### **1. QR-First Identification**
Scan a camera, mic, or lighting case to instantly view:
- accessories
- availability
- booking schedule
- custody history
See: [Asset Tracking](/solutions/asset-tracking)
---
### **2. Conflict-Free Bookings**
Students and staff reserve equipment without double-bookings.
See: [Bookings](/features/bookings)
---
### **3. Custody Tracking for Accountability**
Shelf automatically assigns responsibility when equipment is checked out.
See: [Custody](/features/custody)
---
### **4. Kit & Accessory Tracking**
AV kits often include microphones, lenses, clamps, cables, batteries, and stands.
Shelf flags missing components and keeps kits together.
See: [Kits](/features/kits)
---
### **5. Maintenance and Repairs**
AV gear requires cleaning, calibration, and battery replacements.
Shelf schedules reminders and logs service.
See: [Asset Reminders](/features/asset-reminders)
---
## Relevant Case Studies
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## IT Asset Management
URL: /use-cases/it-asset-management
Track laptops, chargers, carts, peripherals, and user-assigned equipment with modern asset tracking and custody workflows.
# IT Asset Management
IT departments manage high volumes of equipment spread across employees, classrooms, and labs. Shelf provides fast visibility, accountability, and maintenance workflows.
---
## IT Equipment Challenges
IT teams often deal with:
- unknown device locations
- lost chargers and accessories
- onboarding/offboarding complexity
- inconsistent records
- unclear ownership trails
- maintenance cycles slipping
- carts and shared AV equipment disappearing
---
## How Shelf Solves IT Asset Management
### **1. Custody for Employee-Assigned Assets**
Track which employee has laptops, tablets, monitors, headsets, or chargers.
See: [Custody](/features/custody)
---
### **2. Location Updates for Shared Assets**
Track movement across rooms, buildings, labs, carts, and mobile AV setups.
See: [Location Tracking](/features/location-tracking)
---
### **3. Maintenance & Lifecycle Reminders**
Automate battery replacements, firmware updates, and inspections.
See: [Asset Reminders](/features/asset-reminders)
---
### **4. Dashboards for IT Visibility**
Instant answers to:
- What's overdue?
- What needs service?
- Who last used this?
- What's assigned to new employees?
See: [Dashboard](/features/dashboard)
---
## Tool Tracking
URL: /use-cases/tool-tracking
Track tools across job sites, technicians, vehicles, and storage using a fast QR-first workflow designed for field-heavy teams.
# Tool Tracking
Field teams, construction crews, and technicians use tools across constantly changing environments. Shelf provides visibility, accountability, and simple scanning workflows suited for fast-paced operations.
---
## Tool Tracking Challenges
Teams often experience:
- missing tools
- unclear responsibility
- tools left on job sites
- no record of technician transfers
- trucks acting as moving storage
- difficulty tracking accessories and consumables
---
## How Shelf Supports Tool Tracking
### **1. QR Codes for Instant Identification**
Identify tools in seconds — even in the field.
See: [Asset Tracking](/solutions/asset-tracking)
---
### **2. Custody for Technicians & Crews**
Technicians can quickly assign tools during handoffs, shift changes, or crew rotations.
See: [Custody](/features/custody)
---
### **3. Location Tracking for Sites & Vehicles**
Track movement between job sites, storage rooms, vehicles, and tool cribs.
See: [Location Tracking](/features/location-tracking)
---
### **4. Maintenance & Safety**
Track wear, inspections, and tool lifespan.
See: [Asset Reminders](/features/asset-reminders)
---
### **5. Dashboards for Supervisors**
Supervisors see overdue tools, last-known locations, usage history, and maintenance status.
See: [Dashboard](/features/dashboard)
---
# Comparisons
## Reftab Alternative
URL: /alternatives/reftab
Compare Reftab and Shelf to understand how each platform approaches asset tracking, equipment workflows, and team-level operations.
# Reftab Alternative
Reftab is a cloud-based IT asset management platform founded in 2013. It has built a solid reputation for quick setup, responsive customer support, and a clean interface that small IT teams can adopt without deep technical skills. Reftab tracks hardware, software, and equipment with barcode and QR scanning, approval workflows, and integrations with tools like Zendesk, Microsoft 365, and Okta. Teams exploring alternatives typically need equipment booking, custody workflows, kit management, or open-source flexibility that Reftab does not provide.
---
## Overview: Reftab vs Shelf
Reftab offers four tiers: Free (50 assets, limited features), Starter ($31.25/month billed annually, 250 assets), Pro ($62.50/month, more assets with changelogs and access control), and Business ($125/month, full integrations). Each tier caps the number of assets you can track, and organizations managing more than 3,000 assets need custom pricing. Reftab is proprietary SaaS — there is no self-hosted option and the source code is not available.
Shelf focuses on what happens when equipment moves between people. Instead of optimizing for static asset registries, Shelf tracks custody chains, reservations, and kit completeness. Every interaction — check-out, return, location update — happens through a QR scan on any smartphone. Shelf is open source with unlimited assets and unlimited users on every plan.
---
## Quick Comparison
| Capability | Reftab | Shelf |
|---|---|---|
| **Primary focus** | IT asset registry + approval workflows | Equipment check-out, booking, custody |
| **Pricing** | Free (50 assets); paid from $31.25/month | Free (self-hosted) or managed cloud |
| **Asset limits** | 50–3,000+ depending on tier | No asset caps on any plan |
| **User limits** | Unlimited on paid plans | Unlimited on every plan |
| **Equipment booking** | No native booking system | Built-in with conflict prevention |
| **Custody tracking** | Assignment-based checkout | Full custody chain with history |
| **Kit management** | Individual asset tracking; limited kit printing | Kit-aware booking and return verification |
| **Open source** | No — proprietary SaaS | Yes — full codebase available |
| **Self-hosting** | Not available | Available |
| **Mobile experience** | Native iOS and Android apps | Native iOS & Android app (Shelf Companion) + mobile web |
| **Integrations** | Zendesk, M365, Okta, NinjaOne, Zapier, Jira | Open source codebase; CSV import/export |
| **Multi-team workspaces** | Single instance with role-based access | Separated workspaces per department |
| **Operational reports** | Asset and assignment reports with CSV export | Built-in operational reports (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
---
## Where Shelf Takes a Different Approach
### 1. Equipment Booking and Reservations
Reftab handles asset assignment — an administrator checks out a device to a user and checks it back in when returned. There is no native booking or reservation system for scheduling shared equipment in advance.
Shelf includes a full [booking system](/features/bookings) with real-time availability calendars, automatic double-booking prevention, and multi-day reservation support. Users can self-serve their own reservations without needing administrator intervention. This matters for environments where multiple people share the same equipment and need to plan ahead — film crews, university gear rooms, or IT loaner pools.
See: [Bookings](/features/bookings)
---
### 2. No Asset Caps or Tier Pressure
Reftab gates the number of assets by pricing tier. The Free plan allows 50 assets. Even the Starter tier caps you at 250 assets for $31.25/month. Organizations that outgrow these limits face incremental upgrades, and managing more than 3,000 assets requires custom pricing.
Shelf does not cap assets or users on any plan. Whether you track 200 items or 20,000, the pricing stays predictable. For teams that grow quickly or manage large inventories across departments, this eliminates the pressure of tier-based limits.
See: [Location Tracking](/features/location-tracking)
---
### 3. Full Custody Chain vs Assignment Logs
Reftab records who has a device and when it was assigned. This works for tracking which laptop belongs to which employee. But for shared equipment that changes hands frequently — loaner devices, field tools, production gear — a simple assignment log does not capture the full picture.
Shelf maintains a permanent, timestamped [custody chain](/features/custody) for every asset. Every check-out, return, and transfer is recorded with the user's identity, location, and timestamp. Need proof of who had a projector last Thursday? Filter by asset and date, then export the trail as a record.
See: [Custody](/features/custody)
---
### 4. Kit Tracking and Component Verification
Reftab tracks assets individually. Reviewers have noted that you cannot print a list of items in a kit and that accessory management feels limited. If you manage a camera kit with a body, lenses, batteries, and a charger, those are separate records with no inherent relationship during checkout.
Shelf groups related equipment into [kits](/features/kits) that are booked, checked out, and verified as a single unit. When a kit comes back, Shelf flags missing components before the next user picks it up. This prevents the gradual loss of accessories that plagues every shared equipment operation.
See: [Kits](/features/kits)
---
### 5. Open Source and Self-Hosting
Reftab is proprietary SaaS. The source code is not available, there is no self-hosted option, and your data lives on Reftab's infrastructure. For organizations with data sovereignty requirements, compliance mandates, or a preference for inspectable code, this is a hard constraint.
Shelf is [open source](/solutions/open-source-asset-management) with a fully public codebase. Teams can inspect every line of code, self-host on their own infrastructure, or use Shelf's managed cloud. There is no vendor lock-in, and teams with development resources can extend Shelf to connect with any system their organization uses.
---
### 6. Multi-Department Workspaces
Reftab operates as a single inventory with role-based permissions. This works for a single IT team managing one equipment pool. When multiple departments — IT, facilities, media, education — need to manage their own equipment within the same organization, permissions get complex and cross-department clutter is hard to avoid.
Shelf uses [workspaces](/features/workspaces) to give each team a fully separate inventory. Each workspace has its own assets, users, and settings. Administrators retain visibility across the entire organization without any department seeing another's equipment.
See: [Workspaces](/features/workspaces)
---
### 7. Platform Consistency
Reftab offers both a web interface and native mobile apps for iOS and Android. However, reviewers on Capterra and Software Advice have noted that the desktop and mobile versions feel different, making it difficult to adapt to both. Some editing tasks — like managing accessory barcodes — are limited on mobile.
Shelf is a mobile-first web application. The same interface works on desktop and mobile browsers with consistent behavior — QR scanning, custody transfers, and booking confirmations work in either context. For field-heavy iPhone workflows, the free [Shelf Companion app](/mobile-app) is also on the App Store and Google Play. The web stays the canonical experience either way.
---
## When Teams Choose Shelf Instead of Reftab
Teams typically choose Shelf over Reftab when their equipment needs go beyond static tracking:
- **Shared equipment needs scheduling**: Multiple people need the same assets on different days, and a booking system prevents conflicts
- **Custody accountability matters**: Knowing the full chain of who had equipment — not just the current assignee — is important for compliance, insurance, or dispute resolution
- **Kits need to stay complete**: Production, education, and field teams managing grouped equipment need kit-level tracking and return verification
- **Asset caps are a concern**: Growing teams and large inventories should not be penalized with forced tier upgrades
- **Open source is a requirement**: Data sovereignty, self-hosting, and codebase transparency are organizational priorities
- **Multiple departments share one platform**: IT, facilities, and media teams each need their own workspace without cross-department noise
---
## When Reftab May Be a Better Fit
Reftab has genuine strengths that make it the right choice for certain teams:
- **Quick IT inventory setup**: Teams that need to be tracking laptops and devices within a single afternoon will appreciate Reftab's streamlined onboarding
- **Approval workflows**: Reftab's service catalog and request approval system is useful for IT departments managing hardware and software provisioning
- **Enterprise integrations**: Native connections to Zendesk, Microsoft 365, Okta, NinjaOne, and Jira Cloud are valuable for teams already embedded in those ecosystems
- **Responsive support**: Reftab consistently receives high marks for customer service speed and helpfulness
- **Native mobile on both iOS and Android**: Reftab ships native apps on both platforms today, and Shelf Companion is on the App Store and Google Play
- **Managed-only simplicity**: Teams that do not want to think about hosting, updates, or infrastructure benefit from Reftab handling everything
Both platforms track physical assets — but they optimize for different realities. Reftab is built for IT teams that need a clean asset register with approval workflows. Shelf is built for teams where equipment circulates and the daily reality is check-outs, bookings, and custody transfers.
---
## Case Studies
See how teams operate with QR-first equipment workflows:
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [IT Asset Tracking](/solutions/it-asset-management)
- [Equipment Check-In/Out](/solutions/equipment-check-in)
- [Open Source Asset Management](/solutions/open-source-asset-management)
---
## Spreadsheet Alternative
URL: /alternatives/spreadsheets
Stop tracking equipment in Excel and Google Sheets. Shelf replaces manual spreadsheets with QR scanning, automatic custody logs, and real-time availability.
# Spreadsheet Alternative for Equipment Tracking
Spreadsheets are where equipment tracking starts — and where accountability goes to die. Excel, Google Sheets, and Airtable are flexible enough to list what you own, but they cannot answer the question that actually matters: who has it right now?
Every organization that tracks equipment in a spreadsheet eventually hits the same wall. The file gets stale. Someone forgets to update it. Two people edit at the same time. A $3,000 camera goes missing and the last entry says "checked out — Tuesday." No name, no return date, no accountability.
Shelf replaces that cycle with a system built specifically for equipment that moves between people.
---
## Why Spreadsheets Fail for Equipment Tracking
Spreadsheets were designed for financial modeling and data analysis, not operational workflows. When you use one to track physical equipment, every limitation compounds over time:
### No Real-Time Visibility
A spreadsheet only reflects reality if every person updates it, every time, without fail. One missed entry and the data is wrong. Two missed entries and no one trusts the file. The moment trust breaks, people stop updating altogether — and the system collapses.
### No Accountability Trail
When a laptop charger disappears or a projector comes back damaged, a spreadsheet cannot tell you who was responsible. Manual entries can be edited, deleted, or simply never made. There is no permanent, timestamped record of who had what and when.
### Version Conflicts and Stale Data
Even with Google Sheets, concurrent editing creates confusion. Multiple tabs, color-coded rows, and conditional formatting become a maintenance burden. Excel files shared via email are worse — you end up with five versions of the truth, none of them current.
### No Booking or Scheduling
Spreadsheets cannot prevent double-bookings. If two people need the same drone kit on Friday, they both write their name on the sheet and someone finds out the hard way. Calendar-based coordination happens outside the spreadsheet — in Slack, email, or hallway conversations.
### Scale Breaks Everything
A spreadsheet tracking 50 items works. At 500 items across three locations with 20 team members, it becomes unmanageable. Finding a specific item requires scrolling or searching. Filtering by location, status, or assignee requires increasingly complex formulas. And one accidental row deletion can erase an entire asset record.
---
## How Shelf Replaces Your Spreadsheet
Shelf is not a fancier spreadsheet. It is a purpose-built system for tracking equipment that moves between people, locations, and projects.
### QR Scanning Instead of Manual Entry
Every asset gets a printable QR label. Team members scan the code with any phone camera to check equipment in or out. The web works in any modern phone browser, and the free [Shelf Companion app](/mobile-app) on iPhone and Android gives you a native-feeling field experience when you want one. Either path, the process takes seconds and the record is automatic.
See: [QR Code Label Designer](/tools/asset-label-designer)
---
### Automatic Custody Logs
Every check-out, return, and transfer is recorded with a timestamp, the user's identity, and the location. The custody chain is permanent and searchable. No one can quietly "un-check-out" an item or claim they never had it.
Need proof of who had a projector last Thursday? Filter by asset and date, then export the [custody trail](/knowledge-base/custody-feature-for-long-term-equipment-lend-outs) as a record.
See: [Custody](/features/custody)
---
### Built-In Booking Calendar
Reserve equipment in advance through a visual calendar. Shelf prevents double-bookings automatically — if someone tries to reserve a camera that is already booked, the conflict is blocked before it happens. No more Slack messages asking "is the projector free on Tuesday?"
See: [Bookings](/features/bookings)
---
### CSV Import — Bring Your Spreadsheet With You
You do not start from scratch. Export your existing spreadsheet as a CSV file and [import it directly into Shelf](/knowledge-base/importing-assets-to-shelf-csv-guide). Asset names, categories, locations, and custom fields map over in minutes. Your historical data becomes the foundation, not something you abandon.
---
### Bulk Update via Spreadsheet — Keep Your Workflow
Once you are in Shelf, you can still use Excel or Google Sheets to make bulk edits. Export any selection of assets as a CSV, edit the values in your spreadsheet, and re-import the file. Shelf shows you a **preview of every change** — field by field, old value next to new value — before anything is saved.
This means you can update hundreds of asset names, categories, locations, and custom fields in one pass without leaving the tools your team already knows. The spreadsheet workflow stays available; the accountability, booking calendar, and QR tracking layer on top of it.
See: [Bulk Updating Assets via CSV](/knowledge-base/bulk-updating-assets-via-csv)
---
### Multi-Location Visibility
Track equipment across buildings, campuses, warehouses, and job sites from a single dashboard. See what is available at each location, transfer assets between sites with a QR scan, and use [hierarchical locations](/knowledge-base/sublocations-organize-locations-into-hierarchies) to organize by region, building, floor, and room.
A spreadsheet shows you a flat list. Shelf shows you a map of where everything is — and who has it.
See: [Location Tracking](/features/location-tracking)
---
### Kit Tracking
Group related items — a drone with its controller, batteries, and carrying case — into a single bookable unit. Check the kit out as one item, and Shelf verifies all components return together. Spreadsheets track items individually, which means accessories drift apart silently until someone needs a charger that is not there.
See: [Kits](/features/kits)
---
### Built-In Reports — No More Pivot Tables
In a spreadsheet, answering "what was our on-time return rate last quarter?" or "which assets have not been booked in 90 days?" means writing pivot tables and filter formulas that break the moment someone re-sorts the sheet. Shelf includes ready-to-run reports — Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot. Set a timeframe, apply a filter, and read the result. Every report exports to CSV when a spreadsheet is genuinely the right destination; chart-based reports also download as PDF for board packs and audits.
See: [Reports](/features/reports)
---
## Quick Comparison
| Capability | Spreadsheets | Shelf |
|---|---|---|
| **Real-time accuracy** | Only if everyone updates manually | Automatic via QR scan |
| **Custody accountability** | Honor system | Timestamped, permanent log |
| **Booking and scheduling** | Not possible | Built-in calendar with conflict prevention |
| **Double-booking prevention** | None | Automatic |
| **Multi-user editing** | Version conflicts and stale data | Real-time, single source of truth |
| **Kit tracking** | Individual rows per item | Grouped components with return verification |
| **Multi-location** | Separate tabs or sheets | Unified dashboard with hierarchical locations |
| **Mobile access** | Awkward on phone screens | Native iOS & Android app (Shelf Companion) + mobile web with QR scanning |
| **Bulk data editing** | Native (it's a spreadsheet) | Export → edit in Sheets → preview diff → apply |
| **Reporting** | Manual pivot tables and formulas | Built-in dashboards and exports |
| **Cost** | Free (but hours of maintenance) | Free plan available; Team plan at flat rate |
---
## When Teams Switch From Spreadsheets to Shelf
The trigger is usually one of these moments:
- **Something goes missing** and the spreadsheet cannot prove who had it
- **A double-booking** causes a project delay, a missed deadline, or an angry team
- **The spreadsheet maintainer leaves** and no one understands the formulas, color codes, or hidden tabs
- **A second location opens** and the single-sheet model cannot handle two sites
- **The team grows** beyond five people and manual coordination stops working
- **An audit or compliance check** requires proper custody documentation that a spreadsheet cannot provide
---
## What Switching Looks Like
1. **Export your spreadsheet** as a CSV file
2. **Sign up for Shelf** at [app.shelf.nu](https://app.shelf.nu/join) — free, no credit card
3. **Import your CSV** — assets, categories, locations, and custom fields carry over
4. **Print QR labels** and attach them to your equipment
5. **Invite your team** — unlimited users on the Team plan, no per-seat fees
6. **Start scanning** — check-outs, returns, and bookings are live within an hour
Most teams are fully operational the same day they switch.
---
## Frequently Asked Questions
### Can I import my existing Excel or Google Sheets data?
Yes. Export your spreadsheet as a CSV file and [import it into Shelf](/knowledge-base/importing-assets-to-shelf-csv-guide). The import wizard maps your columns to Shelf fields — asset name, category, location, serial number, and any custom fields you have been tracking.
### Is Shelf free?
Yes. The [free plan](/pricing) includes unlimited assets, QR codes, and basic custody tracking. The Team plan adds unlimited users, booking calendars, and more — at a flat annual rate with no per-user fees.
### Do I need to install an app?
Not mandatory. The web app works in any modern phone browser — QR scanning uses the phone's built-in camera, no install required. For a native field experience on iPhone and Android, the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play. Either path uses the same workspace and login.
### Will my team actually use it?
This is the question that matters. Spreadsheets fail because they add friction — every action requires a manual update. Shelf removes friction — scan a QR code and the system updates itself. The less effort a system requires, the more consistently people use it.
### How is this different from a more complex asset management system?
Shelf is designed to be as easy as a spreadsheet but with the accountability of a proper system. You do not need weeks of implementation, custom consultants, or enterprise sales calls. Sign up, import, print labels, start scanning.
---
## Case Studies
See how teams replaced spreadsheets with QR-based equipment tracking:
- [Arellano Associates — Replacing Outlook Chaos With Real-Time Tracking](/case-studies/arellano-associates)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In/Out](/solutions/equipment-check-in)
- [Equipment Reservations](/solutions/equipment-reservations)
- [Tool Tracking](/solutions/tool-tracking)
---
## Limble CMMS Alternative
URL: /alternatives/limble
Compare Limble CMMS and Shelf to understand how maintenance-focused CMMS differs from QR-first equipment tracking with bookings and custody workflows.
# Limble CMMS Alternative
Limble is a cloud-based CMMS (Computerized Maintenance Management System) trusted by over 50,000 maintenance professionals at manufacturing plants, hospitals, hotels, and commercial facilities. It manages work orders, preventive maintenance scheduling, spare parts inventory, and equipment uptime — the full maintenance lifecycle.
But many teams searching for Limble are not maintenance teams. They are operations managers, IT departments, and media teams who need to track who has which equipment, where it is, and when it is due back. For those teams, a full CMMS adds complexity without solving their actual problem. Shelf is built specifically for that use case — equipment tracking, custody, and bookings — without the maintenance management overhead.
---
## Overview: Limble vs Shelf
Limble and Shelf solve fundamentally different problems, even though both deal with physical assets.
**Limble** is a maintenance management system. Its core workflow revolves around work orders: a technician receives a request, diagnoses the issue, logs parts used, and closes the ticket. Preventive maintenance schedules trigger automatically based on time or meter readings. Asset tracking exists within Limble as a supporting function — you track assets so you can maintain them.
**Shelf** is an equipment operations platform. Its core workflow revolves around custody: someone checks out a piece of equipment, uses it, and returns it. Booking calendars prevent scheduling conflicts. QR codes make every transaction instant. You track assets so you know who has what, where it is, and whether it is available.
The distinction matters because the interfaces, pricing, and onboarding complexity are designed around these different workflows. Teams that primarily need custody and checkout workflows will find a CMMS adds unnecessary steps to simple operations.
---
## Where Shelf Takes a Different Approach
### 1. Equipment Tracking Without CMMS Overhead
Limble's asset tracking is embedded within its maintenance management framework. To track an asset in Limble, you also adopt work order management, PM scheduling, spare parts tracking, and vendor management — whether you need them or not. Limble's Standard plan starts at $28 per user per month (annually) for these capabilities, and many of the advanced features like automations, detailed analytics, and API access are locked behind the $69/month Premium+ tier.
Shelf provides focused equipment tracking starting with a free tier. The Team plan at $67/month covers unlimited users with custody tracking, bookings, kits, and multi-location support. There is no work order system to configure, no spare parts module to ignore, and no maintenance scheduling to work around.
---
### 2. QR-First Check-In/Check-Out
Shelf uses QR codes as the primary interface for every equipment interaction. Scan to check out, scan to return, scan to transfer custody — all in seconds, on any phone, with no app download required. The QR code is the entry point to the asset's full profile, history, and available actions.
Limble also supports QR codes for asset identification, but they function as lookup tools within the maintenance workflow rather than as operational triggers. Reviewers on Capterra have noted that Limble's QR code customization options are limited compared to what they need.
See: [Custody](/features/custody)
---
### 3. Built-In Booking Calendar for Shared Equipment
Shelf includes native equipment scheduling with conflict-free reservations. Users can browse available equipment, reserve items for specific dates, and receive confirmation — all self-service. The system prevents double-bookings automatically and shows real-time availability across the organization.
Limble does not include a dedicated equipment reservation system. Its scheduling capabilities are built around preventive maintenance tasks and work order timelines, not around shared equipment availability. Teams using Limble for equipment lending end up building workarounds or adding a separate booking tool alongside it.
See: [Bookings](/features/bookings)
---
### 4. Kit Management with Component Tracking
Shelf groups items that belong together — a camera with its lenses and batteries, a laptop with its charger and bag, an audio kit with microphones, cables, and a mixer. When a kit is checked out, every component moves as a unit. Return it, and Shelf flags what is missing.
Limble tracks individual assets and their hierarchical relationships (parent-child), but this is designed for maintenance dependency mapping — understanding which subcomponents affect a machine's uptime. It does not offer kit-level checkout workflows where grouped items move together as a single bookable unit.
See: [Kits](/features/kits)
---
### 5. Simpler Onboarding for Non-Technical Users
Limble is well-regarded for its ease of use compared to other CMMS platforms, but it is still a CMMS. Reviewer feedback on G2 and Capterra notes that initial setup can be complex — asset relationships need to be configured in a specific manner to fully utilize preventive maintenance features, and the system assumes familiarity with maintenance workflows.
Shelf is designed for organizations where the people checking equipment in and out are not maintenance technicians. Students borrowing AV gear, employees checking out laptops, field teams picking up tools — they scan a QR code and follow a guided flow. No training sessions, no CMMS terminology, no work order concepts to learn.
---
### 6. Multi-Team Workspaces
Shelf separates inventories by department, program, or location using workspaces. IT, media, facilities, and field teams can coexist in the same organization while each managing their own equipment pool independently — with their own categories, team members, and checkout workflows.
Limble supports multi-location setups, but its organizational model is structured around maintenance hierarchies (facilities, systems, components) rather than departmental equipment pools. Teams that share equipment across departments but need independent management benefit from Shelf's workspace model.
See: [Workspaces](/features/workspaces)
---
### 7. Open Source and Self-Hostable
Limble is closed-source commercial software with no self-hosting option. Shelf is open source under the AGPL license — the entire codebase is publicly available on GitHub, auditable, and community-driven. Organizations that require on-premise deployments for data sovereignty, need to pass security audits with code review, or want to avoid vendor lock-in can inspect and deploy every line of code themselves.
---
## Pricing Comparison at a Glance
Limble's per-user pricing model can scale quickly for larger teams. The Standard plan at $28/user/month (annually) means a 20-person team pays $560/month before adding Premium+ features. Advanced automations, detailed analytics, and API access require the $69/user/month tier — $1,380/month for the same 20 users.
Shelf's Team plan is $67/month total (not per user) and includes custody tracking, bookings, kits, location tracking, and unlimited team members. For teams where many people need to check equipment in and out, the cost difference is significant. Shelf also offers a free Personal tier and a $34/month Plus plan for smaller operations.
---
### Reports — Operational Visibility
Limble's reporting strength is maintenance KPIs — work-order completion, MTBF, and PM compliance — built around the CMMS data model. Shelf's [Reports area](/features/reports) covers a different surface: built-in operational reports for bookings, custody, and asset utilization (Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, Custody Snapshot). Every report exports to CSV; chart-based reports also export to PDF.
---
## When Teams Choose Shelf Instead of Limble
Teams typically choose Shelf over Limble when their core need is equipment operations rather than maintenance management:
- **Operations teams tracking shared equipment**: QR checkout workflows, booking calendars, and custody chains are the priority — not work orders or PM schedules
- **Media and production teams**: Equipment check-out and kit management drive daily operations, and staff need to reserve gear without learning a CMMS
- **Education institutions**: Students and faculty need simple self-service equipment checkout — a CMMS interface is overkill for borrowing a projector or camera kit
- **IT departments managing devices**: Laptop and peripheral tracking with custody trails, not maintenance scheduling and spare parts management
- **Field service teams with mobile equipment**: Knowing which technician has which tools and when they are coming back matters more than logging repair history
- **Organizations wanting open-source transparency**: Code visibility, self-hosting options, and no vendor lock-in
---
## When Limble May Be a Better Fit
Limble is genuinely strong for teams whose primary challenge is keeping equipment running, not tracking who has it:
- **Facility maintenance teams**: Organizations whose core need is work order management, PM scheduling, and compliance tracking for building systems like HVAC, plumbing, and electrical
- **Manufacturing operations**: Teams focused on equipment uptime, mean-time-to-repair metrics, and spare parts inventory management for production lines
- **Regulated industries requiring maintenance documentation**: When audit trails for maintenance procedures are legally required — healthcare facilities, food processing plants, or pharmaceutical manufacturing
- **Teams that need IoT and sensor integration**: Limble integrates with ERP systems and IoT sensors for condition-based maintenance monitoring, which Shelf does not offer
Both tools serve legitimate but different operational needs. If your primary question is "is this machine running correctly?" Limble is the right tool. If your primary question is "who has this equipment and when is it coming back?" Shelf is built for that.
---
## Case Studies
See how teams use Shelf for equipment operations:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Management](/solutions/equipment-management)
- [Equipment Check-In/Out](/solutions/equipment-check-in)
- [IT Asset Tracking](/solutions/it-asset-management)
- [Tool Tracking](/solutions/tool-tracking)
---
## AssetGuru Alternative
URL: /alternatives/asset-guru
Compare AssetGuru and Shelf to understand differences in approval workflows, equipment check-out speed, and operational simplicity.
# AssetGuru Alternative
Asset.Guru is a cloud-based fixed asset management platform founded in 2014 and headquartered in Sydney, Australia. It grew out of the accounting and compliance space, and that heritage is clear: Asset.Guru is strongest in depreciation calculations, financial reporting, and integration with accounting systems like Xero, QuickBooks Online, and NetSuite. Teams evaluating alternatives typically need faster day-to-day equipment operations—check-outs, bookings, kit management—rather than depreciation journals and fixed asset registers.
---
## Overview: Asset.Guru vs Shelf
Asset.Guru offers three tiers: Micro Edition Plus ($99/month for up to 500 assets and 3 users), Starter Edition ($179/month for up to 1,000 assets and 10 users), and Enterprise Edition (custom pricing for 5,000+ assets and 50 users). Critically, check-in/check-out functionality is only available on the Starter Edition and above, meaning the entry-level plan lacks the most basic equipment circulation feature. Asset.Guru also does not offer a public API, limiting integration and automation possibilities.
Shelf focuses on what happens when people interact with equipment every day. Instead of treating assets primarily as financial line items to depreciate, Shelf's QR-first approach makes every interaction intentional: scan to check out, scan to return, scan to see who booked it next. Shelf is also open source, so teams can inspect the codebase, self-host for free, or extend functionality without vendor dependency. All features are available on every plan—no critical capabilities locked behind higher tiers.
---
## Quick Comparison
| Capability | Asset.Guru | Shelf |
|---|---|---|
| **Primary focus** | Depreciation, financial reporting, fixed asset register | Equipment check-out, booking, custody |
| **Pricing** | From $99/month (500 assets, 3 users) | Free (self-hosted) or managed cloud |
| **Check-in/check-out** | Starter Edition and above only ($179/month) | Available on all plans |
| **Equipment booking** | Not a core feature | Built-in with conflict prevention |
| **Kit management** | Individual asset tracking only | Kit-aware booking and verification |
| **Depreciation tracking** | Yes — automated with accounting sync | No — operational focus |
| **Accounting integration** | Xero, QuickBooks Online, NetSuite | No native accounting sync |
| **Open source** | No — proprietary SaaS | Yes — full codebase available |
| **User limits** | 3–50 depending on plan | Unlimited on Team, at a flat rate |
| **Mobile experience** | iOS app available | Native iOS & Android app (Shelf Companion) + mobile web |
| **Multi-team workspaces** | Divisional structure | Separated workspaces per department |
| **Operational reports** | Asset register and basic exports | Built-in operational reports (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
---
## Where Shelf Takes a Different Approach
### 1. Operational Equipment Tracking vs Financial Asset Registers
Asset.Guru was built for the finance team. Its core value proposition is knowing what assets your organization owns, what they cost, what they are worth today, and how depreciation affects your tax position. This is valuable for accounting—but it does not solve the daily operational question of who has the laptop, when the projector is coming back, or whether the camera kit is available next Tuesday.
Shelf was built for the operations team. Every feature is designed around equipment circulation: who has it, when it is due back, who needs it next, and whether all the pieces came back. Financial tracking and operational tracking are different problems, and trying to solve both with an accounting-first tool leaves operations underserved.
See: [Custody](/features/custody)
---
### 2. Check-Out Without Tier Restrictions
Asset.Guru's check-in/check-out feature is locked behind the Starter Edition at $179/month. Teams on the Micro Edition Plus plan—the most affordable tier—cannot assign equipment to staff or track who has what. This means the most fundamental equipment operation requires upgrading before you can even start.
Shelf includes check-in and check-out on every plan, including the free self-hosted option. There is no feature gating on core equipment workflows. A team of five and a team of five hundred both get the same custody tracking, the same QR scanning, and the same audit trail.
See: [Location Tracking](/features/location-tracking)
---
### 3. Purpose-Built Booking and Reservations
Asset.Guru focuses on tracking asset ownership and location, but it does not offer a dedicated booking and reservation system. If a team needs to schedule shared equipment—conference room AV gear, pool vehicles, camera kits—they need to manage that outside the platform or rely on manual coordination.
Shelf's booking system is designed for high-frequency shared equipment environments: real-time availability calendars, automatic double-booking prevention, and multi-day reservation support. This matters for film productions scheduling camera packages, universities managing student gear loans, or IT teams coordinating laptop pools.
See: [Bookings](/features/bookings)
---
### 4. Kit Tracking and Component Verification
Asset.Guru tracks assets as individual records in a register. If you manage a camera kit with a body, three lenses, batteries, and a tripod, those are five separate entries with no inherent relationship between them. Grouping and verifying them as a unit requires manual effort.
Shelf groups related equipment into kits that are booked, checked out, and verified as a single unit. When a kit comes back missing a lens cap or a battery charger, Shelf flags the discrepancy before the next user picks it up. This prevents the slow bleed of accessories that plagues shared equipment operations.
See: [Kits](/features/kits)
---
### 5. Unlimited Users vs Seat-Based Limits
Asset.Guru caps users by plan: 3 on Micro Edition Plus, 10 on Starter, and 50 on Enterprise. For organizations where dozens or hundreds of people need to check out equipment—schools, production companies, multi-site operations—these limits either force an expensive upgrade or leave most staff unable to self-serve.
Shelf's Team plan includes unlimited users at a flat rate. Students, freelancers, field staff, and temporary workers can all participate in equipment workflows without consuming a seat license. This is particularly important for education and media production environments where the user base fluctuates.
See: [Workspaces](/features/workspaces)
---
### 6. Open Source
Asset.Guru is a closed-source platform. Feature requests enter a backlog with no visibility into prioritization or timelines. Reviewers have noted that support documentation does not always cover every scenario.
Shelf is open source with transparent pricing. The full codebase is available for inspection, self-hosting, or extension — teams that need custom behaviour can fork the application rather than wait on a vendor roadmap. There is no vendor lock-in: your data and your deployment are yours.
---
### 7. QR-First Field Operations
Asset.Guru supports barcode and serial number scanning for asset identification, but its workflow is centered on the desktop interface and asset register. Field operations—checking out gear on a loading dock, verifying returns in a gear room—require navigating to the right record and updating it through the platform.
Shelf treats QR codes as the operational interface. Staff scan a code to see availability, check out an item, transfer custody, or flag an issue. Every smartphone becomes a scanner in the browser, and the free [Shelf Companion app](/mobile-app) on iOS and Android gives you a native-feeling field experience when you want one. Every interaction is logged automatically.
See: [Custom Fields](/knowledge-base/custom-field-types-in-shelf)
---
## When Teams Choose Shelf Instead of Asset.Guru
Teams often choose Shelf over Asset.Guru when their daily operations center on equipment circulation rather than financial asset accounting:
- **Equipment moves between people daily**: Check-outs, returns, and transfers happen constantly, and the tool needs to keep up without tier restrictions
- **Budget is constrained**: Asset.Guru's Starter plan at $179/month with 10 user seats adds up quickly; Shelf's Team plan is a flat $67/month however many people you add, and the self-hosted option is free
- **Kits need to stay complete**: Production, education, and field teams managing grouped equipment need kit-level workflows that track components together
- **Multiple departments share one platform**: Workspaces let IT, facilities, and media teams operate independently without seat-license contention
- **Non-technical users need to participate**: Students, freelancers, and field staff can scan a QR code without training or a platform login
- **Open source is a requirement**: Data sovereignty, self-hosting capability, and codebase transparency are priorities
---
## When Asset.Guru May Be a Better Fit
Asset.Guru has genuine strengths that matter for certain use cases:
- **Depreciation and financial reporting**: Organizations that need automated depreciation calculations, tax compliance reporting, and amortization schedules will find Asset.Guru's accounting-first approach more mature. Its depreciation calculators are designed for regulatory compliance and integrate directly with general ledger systems.
- **Accounting system integration**: Teams deeply embedded in Xero, QuickBooks Online, or NetSuite who want automatic depreciation journals and draft asset imports flowing between systems will benefit from Asset.Guru's native connectors.
- **Fixed asset register compliance**: Industries where auditors need a formal fixed asset register with book value, tax value, and disposal tracking—Asset.Guru is purpose-built for this requirement.
- **Small teams with simple needs**: An organization with fewer than 500 assets, three users, and a primary need for knowing what they own and what it is worth may find Asset.Guru's Micro Edition Plus sufficient at $99/month.
Both platforms manage assets, but they solve different problems. Asset.Guru is strongest when depreciation tracking, tax compliance, and accounting integration drive the decision. Shelf is strongest when equipment circulation, custody accountability, and booking workflows are the daily reality.
If your team spends more time tracking who has the gear than calculating what the gear is worth, Shelf is likely the better fit.
---
## Case Studies
See how teams operate with QR-first equipment workflows:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Fixed Asset Tracking](/solutions/fixed-asset-tracking)
- [IT Asset Management](/solutions/it-asset-management)
---
## Asset Infinity Alternative
URL: /alternatives/asset-infinity
Compare Asset Infinity and Shelf to see how RFID-centric tracking differs from QR-first asset operations.
# Asset Infinity Alternative
Asset Infinity is a cloud-based asset management platform developed by PcsInfinity, with offices in the UAE and India. The platform is built around multi-technology tagging support--barcodes, QR codes, RFID, and NFC--along with modules for depreciation management, preventive maintenance, inventory tracking, and compliance auditing. Asset Infinity targets mid-market and enterprise organizations across industries like manufacturing, healthcare, oil and gas, and facilities management. Teams evaluating alternatives typically find that Asset Infinity's strength in hardware-integrated tracking and financial compliance comes with complexity that outweighs its benefits when daily operations center on equipment circulation, bookings, and custody accountability.
---
## Overview: Asset Infinity vs Shelf
Asset Infinity uses asset-based pricing, where cost scales with the number of assets tracked. Plans start around $49/month for smaller inventories and increase significantly at scale--$490/month for 100 assets, $990/month for 500 assets, and $1,490/month for 1,000 assets, with enterprise pricing on request. All plans include unlimited users, which is a genuine strength. The platform offers broad tracking technology support (RFID, NFC, barcodes, QR codes) and integrations with ERP systems like SAP, Oracle, and Microsoft Dynamics.
Shelf takes a fundamentally different approach. Instead of charging per asset or requiring specialized hardware, Shelf focuses on what happens when people interact with equipment: scan a QR code to check out, return, transfer custody, or confirm a booking. Location and accountability are captured as part of the workflow, not through separate hardware infrastructure. Shelf is also open source, giving teams the option to self-host, inspect the codebase, or extend functionality without vendor lock-in.
---
## Quick Comparison
| Capability | Asset Infinity | Shelf |
|---|---|---|
| **Primary focus** | Multi-technology tracking + depreciation + maintenance | Equipment check-out, booking, custody |
| **Pricing model** | Per-asset tiers (from ~$49/month) | Free (self-hosted) or managed cloud |
| **Tracking technology** | RFID, NFC, barcode, QR | QR-first, no hardware needed |
| **Depreciation management** | Yes — straight-line and WDV methods | No |
| **Equipment booking** | Not a core feature | Built-in with conflict prevention |
| **Kit management** | Individual asset tracking only | Kit-aware booking and verification |
| **Maintenance scheduling** | Yes — preventive and breakdown | No |
| **Open source** | No — proprietary SaaS | Yes — full codebase available |
| **Unlimited users** | Yes (all tiers) | Yes, on Team |
| **ERP integrations** | SAP, Oracle, Dynamics, Intune | Not a current focus — open source codebase and CSV import/export |
| **Mobile experience** | Native app (reviewers note performance issues) | Native iOS & Android app (Shelf Companion) + mobile web |
| **Multi-team workspaces** | Single inventory with role-based access | Separated workspaces per department |
| **Operational reports** | Comprehensive register, depreciation, and audit reports | Built-in operational reports (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
---
## Where Shelf Takes a Different Approach
### 1. Custody Workflows vs Asset Ledger Tracking
Asset Infinity excels at recording asset movements in a ledger--check-in timestamps, location transfers, employee assignments. But the interaction model is administrative: someone logs into the system and updates records. Shelf's custody system makes the person holding the equipment the active participant. Scanning a QR code transfers custody instantly, creates an accountability chain, and shows who has the asset, when it's due back, and who needs it next. For shared equipment environments, this real-time accountability matters more than retroactive ledger entries.
See: [Custody](/features/custody)
---
### 2. No Hardware Investment to Get Started
Asset Infinity supports RFID readers, NFC tags, and barcode scanners--but that flexibility comes with procurement overhead. Fixed RFID readers for doorway tracking, handheld readers for audits, and compatible tags for every asset add hardware costs that can rival the software subscription itself. For a 500-asset deployment, tags and readers alone can run into thousands of dollars before a single asset is tracked.
Shelf uses printed QR labels that cost pennies per asset. Any smartphone camera becomes the scanner. No batteries to replace, no reader firmware to update, no signal dead zones in basements or metal-heavy environments where RFID struggles.
See: [Location Tracking](/features/location-tracking)
---
### 3. Purpose-Built Booking and Reservations
Asset Infinity's core modules focus on tracking, maintenance, and depreciation. Equipment reservation--scheduling who gets which gear on which dates--is not a primary workflow in the platform. Teams that share laptops, cameras, tools, or lab equipment between users end up managing availability outside the system, typically in spreadsheets or email threads.
Shelf's booking system handles high-frequency equipment sharing natively: real-time availability calendars, automatic double-booking prevention, and multi-day reservation support. This matters for film crews scheduling camera packages, universities managing student gear loans, or IT teams coordinating laptop pools across departments.
See: [Bookings](/features/bookings)
---
### 4. Kit Tracking and Component Verification
Asset Infinity tracks assets as individual records. If you manage an audio kit with a mixer, four microphones, cables, and a carrying case, those are six separate items with no inherent grouping. Auditing whether the kit is complete requires checking each item manually.
Shelf groups related equipment into kits that are booked, checked out, and verified as a single unit. When a kit returns missing an accessory or adapter, Shelf flags the discrepancy before the next user picks it up. This prevents the slow bleed of accessories and components that plagues shared equipment operations, especially in media production and education.
See: [Kits](/features/kits)
---
### 5. Pricing Simplicity and Open Source
Asset Infinity's per-asset pricing means costs increase as your inventory grows. Tracking 1,000 assets at $1,490/month is a significant line item, and organizations with larger inventories need custom enterprise quotes. The pricing model creates a direct tension: the more thorough your tracking, the more you pay.
Shelf is open source with transparent pricing. Teams can self-host for free or use the managed cloud service. There are no per-asset charges, no features locked behind opaque enterprise tiers, and no vendor lock-in. Your data and deployment are yours to control.
---
### 6. Mobile-First Experience
Asset Infinity offers native mobile apps for iOS and Android, but reviewers on Capterra and G2 consistently note that the mobile app can be slow and that the interface is better optimized for desktop use. For teams doing equipment check-outs on loading docks, in gear rooms, or across campus, mobile performance is not optional--it is the primary interface.
Shelf is designed mobile-first. QR scanning, custody transfers, and booking confirmations all work in any smartphone browser, and the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play for a native experience on iPhone and Android. Either path, there are no app store updates to manage on the web side, and the phone gets the same feature set as the desktop rather than a cut-down one.
See: [Asset Tracking](/solutions/asset-tracking)
---
### 7. Multi-Team Workspaces
Asset Infinity organizes assets into a single inventory with role-based access controls. This works for single-department deployments but becomes cumbersome when multiple teams--IT, facilities, media production, education--need to manage their own equipment independently within the same organization. Cross-department visibility comes at the cost of cross-department clutter.
Shelf uses workspaces to separate inventories by department, program, or location. Each team manages their own equipment independently, with organization-level visibility for administrators. IT doesn't see the theater department's sound equipment, and the theater department doesn't wade through IT's laptop fleet.
See: [Workspaces](/features/workspaces)
---
## When Teams Choose Shelf Instead of Asset Infinity
Teams often choose Shelf over Asset Infinity when their daily operations center on equipment circulation rather than financial asset compliance:
- **Hardware budget is limited or zero**: QR-first tracking eliminates RFID reader procurement, NFC tag costs, and barcode scanner purchases entirely
- **Assets leave the building regularly**: RFID readers only work at fixed checkpoints; QR codes work anywhere a phone goes--job sites, client offices, film locations
- **Booking and scheduling are daily workflows**: Reserving shared equipment, preventing double-bookings, and managing availability queues need a booking-first platform
- **Kits need to stay complete**: Production, education, and field teams managing grouped equipment need kit-level workflows that track components together
- **Multiple departments share one platform**: Workspaces let IT, facilities, and media teams operate independently without permission complexity
- **Non-technical users need to participate**: Students, contractors, and field staff can scan a QR code without training; RFID dashboards require administrator involvement
- **Open source matters**: Data sovereignty, self-hosting capability, and codebase transparency are requirements, not nice-to-haves
---
## When Asset Infinity May Be a Better Fit
Asset Infinity has genuine strengths that matter for certain use cases:
- **Depreciation and financial compliance**: Organizations that need to track asset depreciation schedules (straight-line or written-down value methods) for accounting and regulatory compliance will find Asset Infinity's financial modules more mature than what Shelf offers
- **Preventive maintenance workflows**: Manufacturing plants, utilities, and facilities teams that need automated maintenance scheduling, breakdown ticketing, and service history documentation will benefit from Asset Infinity's maintenance management module
- **ERP integration requirements**: Asset Infinity offers pre-built integrations with SAP, Oracle, Microsoft Dynamics, Intune, Azure AD, and Okta--valuable for organizations deeply embedded in those ecosystems
- **RFID-based bulk auditing**: Warehouses and large facilities where scanning hundreds of RFID-tagged items simultaneously during physical inventory counts saves significant time compared to scanning individual QR codes
- **Utility and meter monitoring**: Asset Infinity includes utility monitoring capabilities for tracking equipment energy consumption and operational metrics, which falls outside Shelf's scope
Both platforms solve asset management, but they prioritize different problems. Asset Infinity is strongest when financial compliance, maintenance scheduling, and hardware-integrated tracking drive the decision. Shelf is strongest when equipment circulation, custody accountability, and booking workflows define the daily reality.
---
## Case Studies
See how teams operate with QR-first equipment workflows:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [IT Asset Tracking](/solutions/it-asset-management)
- [Educational Resource Management](/solutions/educational-resource-management)
---
## Asset Panda Alternative
URL: /alternatives/asset-panda
Compare Asset Panda and Shelf to understand differences in workflow speed, configurability, equipment tracking, and day-to-day usability.
# Asset Panda Alternative
Asset Panda is a cloud-based asset management platform founded in 2012 and headquartered in Frisco, Texas. It has built a strong reputation for deep customization, serving over 140 industries across more than 60 countries. Asset Panda's core strength is its configurable template system -- organizations can define their own fields, statuses, workflows, and actions without writing code. It is particularly popular in education, government, and IT environments where compliance auditing and detailed asset records are priorities. Teams evaluating alternatives typically need faster day-to-day equipment workflows -- check-outs, bookings, kit management -- rather than spending weeks configuring templates before tracking begins.
---
## Overview: Asset Panda vs Shelf
Asset Panda uses a per-user pricing model, starting at $50 per user per month (billed annually) on the Starter plan with a 5-user minimum, putting the entry point at $3,000 per year for up to 1,000 assets. The Business+ tier begins at $60 per user per month with a 10-user minimum ($7,200/year). Enterprise pricing requires a custom quote. Per-user fees mean costs climb quickly as organizations onboard more staff -- a significant consideration for teams where dozens of people need to check equipment in and out.
Shelf takes a different approach. Instead of charging per user, Shelf's Team plan carries unlimited users at one flat price, and focuses on operational equipment workflows -- check-outs, bookings, custody transfers, and kit management. Shelf is also open source, so teams can inspect the codebase, self-host, or extend functionality without vendor lock-in. Where Asset Panda asks you to build your tracking system through configuration, Shelf provides ready-to-use workflows that work immediately.
---
## Quick Comparison
| Capability | Asset Panda | Shelf |
|---|---|---|
| **Primary focus** | Customizable asset database + compliance | Equipment check-out, booking, custody |
| **Pricing model** | Per user/month (from $50/user) | Flat pricing; unlimited users on Team |
| **Customization depth** | Highly configurable templates and fields | Streamlined, opinionated workflows |
| **Mobile app** | Native iOS/Android with offline mode | Native iOS & Android app (Shelf Companion) + mobile web |
| **Equipment booking** | Not a core feature | Built-in with conflict prevention |
| **Consumables / low-stock alerts** | DIY — build a threshold field plus a scheduled automation | Native — quantity, unit of measure, min-quantity email alerts |
| **Kit management** | Individual asset records only | Kit-aware booking and verification |
| **Integrations** | Zendesk, Jira, SCCM, Intune, Zapier | Open source codebase; CSV import/export |
| **Open source** | No -- proprietary SaaS | Yes -- full codebase available |
| **Compliance/audit trail** | Strong -- built for regulatory audits | Activity history per asset |
| **Multi-team workspaces** | Single database with role-based access | Separated workspaces per department |
| **Operational reports** | Mature, highly customizable reports including depreciation and compliance | Built-in operational reports (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
---
## Where Shelf Takes a Different Approach
### 1. Ready-to-Use Workflows vs Configuration-First
Asset Panda's flexibility is its defining feature -- and its biggest time investment. Organizations typically spend weeks defining custom fields, building action templates, configuring status workflows, and training administrators before a single asset is tracked. For teams that need very specific data structures, this is a strength. For teams that need to start tracking equipment next week, it is a bottleneck.
Shelf ships with built-in workflows for the operations most teams actually perform daily: custody transfers, equipment check-outs, return processing, and booking management. Teams add their assets, print QR labels, and start scanning. The time from sign-up to first tracked check-out is measured in hours, not weeks.
See: [Custody](/features/custody)
---
### 2. No Per-User Fees
Asset Panda's per-user pricing creates a tension familiar to many operations teams: the more people who need to interact with equipment, the more expensive the platform becomes. A university department with 10 staff members and 50 student workers who need check-out access faces a choice between paying for 60 seats or limiting access to a handful of administrators who become bottlenecks.
Shelf's Team plan includes unlimited users at one flat price. Students, freelancers, rotating staff, and seasonal workers all get access without increasing costs. This matters most in environments with high personnel turnover -- education programs cycling through new students each semester, production companies onboarding freelance crews, or IT departments supporting an entire organization's equipment needs.
---
### 3. Purpose-Built Booking and Reservations
Asset Panda excels at recording asset details, tracking depreciation, and maintaining audit trails. Equipment reservation and scheduling, however, are not a primary focus of the platform. Teams managing shared equipment pools often resort to spreadsheets or calendar tools alongside Asset Panda to handle bookings.
Shelf's booking system is designed for high-frequency shared equipment environments: real-time availability calendars, automatic double-booking prevention, and multi-day reservation support. When a camera kit is booked for Tuesday, everyone in the organization can see that and plan accordingly -- no separate calendar, no Slack messages asking if the projector is free.
See: [Bookings](/features/bookings)
---
### 4. QR-First Speed Across Web and Native App
Asset Panda offers a well-regarded native mobile app for iOS and Android with barcode and QR scanning. Reviewers consistently praise the app's functionality, though some note performance issues with slow loading and syncing delays during large operations.
Shelf gives users both options: scan QR codes from any phone browser with no install required, or use the free [Shelf Companion app](/mobile-app) on iPhone and Android for a native-feeling field experience. The web path is especially useful when onboarding temporary staff — telling a student worker to scan a QR with their phone camera takes seconds, no app, no account creation friction.
See: [Location Tracking](/features/location-tracking)
---
### 5. Kit Tracking and Component Verification
Asset Panda tracks assets as individual database records. If you manage an AV kit with a projector, cables, remote, and carrying case, those are four separate records with no inherent relationship. Checking them all out requires four separate transactions, and verifying a complete return means manually confirming each item.
Shelf groups related equipment into kits that are booked, checked out, and verified as a single unit. When a kit comes back missing a cable or adapter, Shelf flags the discrepancy before the next user picks it up. This prevents the gradual disappearance of accessories that plagues shared equipment operations across education, media, and events.
See: [Kits](/features/kits)
---
### 6. Multi-Department Workspaces
Asset Panda organizes everything in a single configurable database with role-based access controlling visibility. This works for single-team deployments but introduces complexity when multiple departments -- IT, facilities, media production, education labs -- need to manage their own equipment independently within the same organization.
Shelf uses workspaces to separate inventories by department, program, or location. Each team manages their own equipment without seeing unrelated assets from other departments. Administrators retain cross-workspace visibility for reporting and auditing. No permission matrix to maintain, no filters to manage.
See: [Workspaces](/features/workspaces)
---
### 7. Native Consumables vs DIY Configuration
Asset Panda is quantity-capable, but tracking supplies and spare parts the way teams actually use them means building it yourself: add a custom threshold field, then wire up a scheduled automation to watch it and notify someone. It is the same configuration-first pattern that defines the rest of the platform.
Shelf handles this out of the box. Any item can [track consumables by quantity](/features/consumables-tracking) with a unit of measure (pcs, boxes, liters, kg), a min-quantity threshold that emails the workspace owner when stock runs low, and a per-item choice of whether stock is **used up** (one-way, consumed) or **returnable** (two-way, returned at check-in). No threshold fields to invent, no automations to maintain.
See: [Consumables Tracking](/features/consumables-tracking)
---
### 8. Open Source and Data Ownership
Asset Panda is a proprietary SaaS platform. Your asset data lives in their cloud, exported via their tools, governed by their terms. For many organizations this is perfectly fine. For teams in government, education, or regulated industries where data sovereignty is a requirement, it introduces vendor dependency.
Shelf is open source with a publicly available codebase. Teams can self-host on their own infrastructure, audit the code, build custom integrations, and maintain full ownership of their data. There is no vendor lock-in -- if priorities change, the data and the software remain under the organization's control.
---
## When Teams Choose Shelf Instead of Asset Panda
Teams often choose Shelf over Asset Panda when their daily reality centers on equipment movement rather than asset database management:
- **Per-user costs are unsustainable**: Organizations where 30, 50, or 100+ people need check-out access cannot justify per-seat pricing for occasional users
- **Configuration fatigue**: Teams that tried Asset Panda's template builder and realized they spent more time configuring the system than using it
- **Equipment circulates daily**: Frequent check-outs, returns, and reservations need booking-first workflows, not a database you query for records
- **Kits need to stay complete**: Production, education, and AV teams managing grouped equipment need kit-level tracking that follows components together
- **Non-technical users must participate**: Students, freelancers, and field staff can scan a QR code without training or an app download
- **Multiple departments share one platform**: Workspaces let IT, media, and facilities operate independently without permission complexity
- **Open source matters**: Data sovereignty, self-hosting capability, and codebase transparency are requirements for procurement
---
## When Asset Panda May Be a Better Fit
Asset Panda has genuine strengths that serve specific needs well:
- **Deep customization is the priority**: Organizations with unique asset data structures, custom approval workflows, or highly specific field requirements will benefit from Asset Panda's template engine -- it is one of the most configurable platforms in the category
- **Compliance and audit-readiness**: Government agencies, healthcare organizations, and regulated industries that must demonstrate detailed audit trails for compliance reviews will find Asset Panda's reporting and documentation capabilities mature and battle-tested
- **IT asset management with ITSM integration**: Teams already using Zendesk, Jira, or SCCM benefit from Asset Panda's pre-built connectors that link asset records to service tickets without custom development
- **Offline-heavy field work**: Asset Panda's native mobile app with full offline mode is a real advantage for teams working in areas with unreliable connectivity -- warehouses, construction sites, or remote facilities where web-based tools struggle
- **Cross-platform**: both ship native iOS and Android apps — Shelf Companion is on the App Store and Google Play
- **Static assets with complex records**: Environments tracking fixed assets that rarely move but require detailed depreciation schedules, warranty records, and compliance documentation
Both platforms solve asset management problems, but from different angles. Asset Panda is strongest when you need a configurable database that adapts to complex data requirements. Shelf is strongest when equipment moves between people constantly and the priority is operational speed over configuration depth.
---
## Case Studies
See how teams operate with QR-first equipment workflows:
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [IT Asset Tracking](/solutions/it-asset-management)
- [Equipment Reservations](/solutions/equipment-reservations)
- [Educational Resource Management](/solutions/educational-resource-management)
---
## AssetTiger Alternative
URL: /alternatives/asset-tiger
Compare AssetTiger and Shelf to understand how free cloud-based tracking differs from workflow-driven asset management.
# AssetTiger Alternative
AssetTiger is a cloud-based asset tracking tool built by MyAssetTag.com (SmartSign, LLC), the largest online retailer for physical asset tags. It offers a free tier for up to 250 assets, making it a popular first step for small teams moving off spreadsheets. AssetTiger covers the basics—barcode scanning, check-in/check-out, depreciation tracking, and maintenance alerts—but teams that need reservation workflows, kit-level tracking, or custody chains typically look for a platform built around those operational needs.
---
## Overview: AssetTiger vs Shelf
AssetTiger is structured as an asset register with financial tracking capabilities. Its strength is giving small teams a no-cost way to catalog what they own, where it is, and who has it, along with depreciation schedules, warranty dates, and maintenance reminders. The free plan covers up to 250 assets with 2 users, 50 sites, and 5 custom fields. Paid plans scale from $220/year (500 assets) up to $5,500/year (500,000 assets), with all plans including unlimited users.
Shelf is built around equipment workflows. Beyond the asset record, Shelf provides the operational layer teams need when equipment is actively shared: scan-to-act QR codes, real-time booking calendars, custody transfer chains, kit grouping with component verification, and multi-department workspaces. Teams choose Shelf when knowing what they own is not enough—they need to manage how equipment flows between people and places every day.
---
## Where Shelf Takes a Different Approach
### 1. Operational Workflows vs Asset Registry
AssetTiger tracks assets as records—serial numbers, purchase dates, assigned users, depreciation values. It is effective when the primary goal is maintaining an accurate inventory list and financial picture of your assets.
Shelf adds an operational layer on top of the asset record. Beyond who has an item, Shelf tracks who booked it next, what kit it belongs to, when it is due back, and the full custody chain from the moment it left the shelf. For teams where equipment moves daily, this difference shapes how quickly staff can act.
See: [Custody](/features/custody)
---
### 2. QR Codes That Trigger Actions vs Barcodes for Identification
AssetTiger supports barcode scanning through its mobile apps for iOS and Android. Scanning a barcode pulls up the asset record so administrators can view details or update fields. This works well for audits and inventory counts.
Shelf uses QR codes as interactive entry points. Scanning a Shelf QR code opens a context-aware page where any authorized user—not just an admin—can check out, return, transfer custody, view history, or make a booking, all from their phone in seconds. The difference is between scanning to look something up and scanning to do something.
See: [Location Tracking](/features/location-tracking)
---
### 3. Built-In Booking and Reservation System
AssetTiger does not include a reservation or booking system. Teams that need to schedule shared equipment in advance have to manage that process outside the platform—typically with spreadsheets, shared calendars, or email threads. This is one of the most frequently cited gaps in user reviews, because it introduces double-booking risk and coordination overhead that grows with team size.
Shelf includes native booking functionality with a real-time availability calendar. Users can reserve items ahead of time, see conflicts before they happen, and check out directly from a confirmed reservation. For shared equipment environments like production houses, universities, and IT departments, this eliminates the most common source of operational friction.
See: [Bookings](/features/bookings)
---
### 4. Kit and Accessory Management
AssetTiger supports basic parent-child relationships between assets. Shelf takes this further with purpose-built kit functionality—book a camera kit, and all its lenses, batteries, cables, and cards are reserved together. Return it, and Shelf verifies each component was actually returned. This matters for organizations managing equipment sets where a missing adapter can render the whole kit unusable.
See: [Kits](/features/kits)
---
### 5. Multi-Department Workspaces
AssetTiger organizes assets by sites and locations (up to 50 sites on the free plan), which works for basic physical separation. However, all assets share the same pool—there is no way to give different departments independent control over their own inventory.
Shelf goes further with workspaces that provide full inventory separation by department, program, or function. IT, media, facilities, and education teams can each manage their own equipment with independent permissions, categories, and workflows—all within the same organization account. Leadership gets cross-department visibility without departments stepping on each other.
See: [Workspaces](/features/workspaces)
---
### 6. Scalable Custom Fields and Reporting
AssetTiger’s free plan limits teams to 5 custom fields and 100 email notifications per day. Paid plans remove these caps, but reviewers consistently note that reporting and customization options feel constrained—particularly for teams that need to filter, export, or analyze assets across complex criteria. The interface is functional but dated, and integrations with external platforms (Google Workspace, Slack, SSO providers) are not available.
Shelf provides flexible custom fields across all plans and a built-in [Reports area](/features/reports) with ready-to-run reports designed around the operational questions: Booking Compliance (on-time vs late), Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot. Each report supports timeframe and filter controls; every report exports to CSV and chart-based reports also export to PDF.
---
### 7. Open Source with Full Transparency
AssetTiger is closed-source, meaning teams have no visibility into how their data is handled, what the development roadmap looks like, or whether a feature they need will ever be prioritized. The platform is ultimately a companion product to a physical tag business, and its development priorities may not always align with user needs.
Shelf is open source. Teams can inspect the codebase, contribute to development, or self-host if their data governance requirements demand it. This transparency is especially important for organizations in regulated industries or those with strict IT procurement policies.
---
## Pricing and Scaling Considerations
AssetTiger's pricing is based on asset count. The free plan covers up to 250 assets with limited customization (2 users, 5 custom fields, 50 sites). Paid plans start at $220/year for 500 assets and scale to $5,500/year for 500,000 assets. All paid plans include unlimited users and remove the custom field cap, which is a strong value proposition for large teams.
However, the asset-count model means costs increase as your inventory grows, regardless of how actively those assets are used. A warehouse full of stored furniture costs the same to track as a fleet of actively circulating laptops.
Shelf uses flat-rate pricing, not per-asset. The Team plan at $67/month includes unlimited users and unlimited assets, which means teams with large inventories can track thousands of items without cost pressure from the asset count. For organizations where a few coordinators manage equipment for many end users, this model often works out more favorably.
The right model depends on your shape: large inventories favor flat-rate pricing (Shelf), while very small operations with under 250 assets may find AssetTiger's free tier sufficient.
---
## When Teams Choose Shelf Instead of AssetTiger
Teams typically move to Shelf when they hit specific operational limits:
- **Outgrowing the 250-asset free tier**: Teams that started with AssetTiger’s free plan and need to scale without per-asset pricing constraints
- **Shared equipment requires reservations**: Departments lending cameras, laptops, tools, or AV gear need booking workflows that AssetTiger does not offer
- **Kits and accessories travel together**: Film programs, event teams, and labs need grouped equipment to check out and return as verified units
- **Multiple departments need separate inventories**: Organizations where IT, operations, and media each manage their own gear but leadership needs cross-department visibility
- **Non-technical staff need self-service access**: Teams where students, volunteers, or field workers need to check out equipment without admin intervention
- **Data transparency matters**: Organizations that require open-source licensing, self-hosting options, or full visibility into how their asset data is managed
---
## When AssetTiger May Be a Better Fit
AssetTiger may suit teams better when:
- **Budget is the top constraint and assets are under 250**: The free tier provides genuine value for very small teams that need a digital catalog at zero cost
- **Depreciation and financial tracking are the primary goal**: AssetTiger’s built-in depreciation schedules, warranty tracking, and financial reporting serve accounting-focused teams well
- **Assets are mostly static**: Equipment that is cataloged and assigned to individuals or rooms—rather than frequently shared, checked out, and returned—fits AssetTiger’s registry model
- **Maintenance scheduling is the core need**: AssetTiger includes automated maintenance reminders and alerts that work well for facilities and fleet management where equipment stays in place
Both platforms serve asset management needs. The choice comes down to whether you primarily need a financial register of what you own or an operational system for managing how equipment moves.
---
## Case Studies
See how teams manage active equipment workflows with Shelf:
- [Arellano Associates — Event Equipment Management](/case-studies/arellano-associates)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Camera Equipment Check-Out](/solutions/camera-equipment-check-out)
- [Equipment Reservations](/solutions/equipment-reservations)
---
## BlueTally Alternative
URL: /alternatives/blue-tally
Compare BlueTally and Shelf to see how simple small-team tracking differs from scalable equipment operations.
# BlueTally Alternative
BlueTally is a cloud-based IT asset management platform built for tracking hardware assignments, software licenses, and warranty lifecycles. It integrates with MDM tools like Intune, Jamf, and Kandji, making it a strong fit for IT departments that need to sync device data and manage employee onboarding and offboarding workflows. Teams searching for a BlueTally alternative often need capabilities BlueTally does not offer—equipment scheduling, kit-based tracking, or workflows designed for non-IT staff like students, film crews, or operations teams.
---
## Overview: BlueTally vs Shelf
BlueTally is designed around IT asset registries. It tracks which laptops, monitors, and peripherals are assigned to which employees, monitors warranty expirations and end-of-life dates, and integrates with enterprise identity providers like Azure AD, Okta, and Google Workspace. Its strength is keeping IT departments informed about device assignments and license compliance across the organization.
Shelf takes a different approach, focusing on operational equipment workflows. Instead of tracking static assignments, Shelf is built for equipment that moves—checked out, returned, reserved, transferred between people and locations. Shelf provides booking calendars, custody chains, kit grouping, QR-powered field operations, and workspace separation for departments. Where BlueTally answers "who has this laptop?", Shelf answers "who has this gear, when is it due back, who needs it next, and is everything accounted for?"
---
## Where Shelf Takes a Different Approach
### 1. Equipment Booking and Scheduling
BlueTally does not include reservation or scheduling features. Assets are assigned to employees and stay assigned until manually reassigned or returned. This works for laptops and monitors that stay with one person, but breaks down for shared equipment like projectors, cameras, tools, or vehicles that multiple people need on different days.
Shelf includes a real-time booking calendar with automatic conflict detection. Users reserve equipment in advance, see what is available for specific dates, and avoid the double-bookings that happen when teams rely on spreadsheets or Slack messages to coordinate shared gear.
See: [Bookings](/features/bookings)
---
### 2. QR-First Field Operations vs Browser-Only Workflows
BlueTally generates barcodes for assets and supports label printing through Brother printers and Avery sticker sheets. However, scanning a BlueTally barcode pulls up the asset's detail page—it does not trigger an action. Checking out or returning an asset still requires navigating the web interface.
Shelf uses QR codes as operational triggers. Scan a Shelf QR code and the system immediately presents contextual actions: check out, return, transfer custody, or reserve. Warehouse staff, event crews, and field technicians can process equipment without logging into a dashboard or navigating menus—scan and go.
See: [Custody](/features/custody)
See: [Location Tracking](/features/location-tracking)
---
### 3. Kit Tracking for Multi-Part Equipment
BlueTally tracks accessories and components as separate line items linked to a parent asset. This works for recording that a charger belongs to a laptop, but it does not support operational kit workflows—booking an entire set together, checking out all components as a unit, or flagging missing pieces on return.
Shelf groups related items into kits with parent-child relationships. Book a camera kit and all its lenses, batteries, and cables are reserved together. Return it and Shelf verifies every component is accounted for. This matters for film production houses, university media labs, and any team where equipment sets need to move as a unit.
See: [Kits](/features/kits)
---
### 4. Custody Chains and Accountability
BlueTally tracks asset assignment—who currently has what—with digital signature checkouts for accountability. When an employee leaves, the offboarding workflow flags unreturned equipment.
Shelf tracks the full custody chain: every handoff, transfer, and return is logged with timestamps and user attribution. This creates an auditable trail that goes beyond current assignment to show the complete movement history of each piece of equipment. For organizations that need to document chain of custody for compliance, insurance, or loss prevention, this level of detail matters.
See: [Custody](/features/custody)
---
### 5. Open Source Transparency
BlueTally is a closed-source SaaS product. Teams trust the vendor with their asset data and rely on the company's roadmap for feature development.
Shelf is open source under the AGPL license. Organizations can inspect the codebase, self-host if required, and contribute to development. For teams in regulated industries, education institutions with data sovereignty requirements, or organizations that want to avoid vendor lock-in, open source availability is a meaningful differentiator.
---
### 6. Multi-Department Workspaces
BlueTally offers internal multi-tenancy on its Corporate plan ($399/month annually), allowing organizations to separate asset inventories for different subsidiaries or departments.
Shelf provides workspace separation across all plans. IT, media, facilities, and operations teams each manage their own inventory while administrators maintain organization-wide visibility. This is particularly valuable for universities where IT lending, theatre equipment, and lab instruments all need separate management but unified oversight.
See: [Workspaces](/features/workspaces)
---
### 7. Pricing Structure
BlueTally starts at $59/month (billed annually) on its Starter plan, scaling to $399/month for Corporate. All plans include unlimited assets and users, but features like multi-tenancy and direct reports visibility are locked to higher tiers. A free tier covers up to 50 assets.
Shelf offers a free tier for individuals — a single user, with no cap on assets — and paid plans that include booking, custody, kits, and workspace features. Team is the plan that adds teammates, at a flat rate rather than per seat. Shelf's open-source option also means teams can self-host at no licensing cost—an option BlueTally does not provide.
See: [Pricing](/pricing)
---
### Reports — Operational Visibility
BlueTally focuses on asset registry workflows; reporting is limited to asset lists and basic exports. Shelf includes a built-in [Reports area](/features/reports) with ready-to-run reports — Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot — each with timeframe and filter controls. Every report exports to CSV; chart-based reports also export to PDF.
---
## When Teams Choose Shelf Instead of BlueTally
- **Shared equipment pools that need scheduling**: Film gear, AV equipment, tools, and vehicles require booking and availability tracking that BlueTally does not offer
- **Education programs with lending workflows**: Universities and schools need students to check out and return equipment with clear accountability—not just static assignment records
- **Organizations scaling beyond IT asset tracking**: When operations, facilities, or media departments also need asset management, Shelf's workspace model avoids paying for separate BlueTally tenants
- **Teams that need field-ready workflows**: Warehouse staff, event crews, and technicians need QR-scan operations that work without navigating a browser dashboard
- **Multi-part equipment sets**: Camera kits, tool kits, and presentation setups need to be tracked as operational units, not just linked line items
- **Open-source requirements**: Organizations with data sovereignty mandates, self-hosting needs, or vendor lock-in concerns
---
## When BlueTally May Be a Better Fit
- **IT-focused asset registries**: Organizations primarily tracking laptops, monitors, and peripherals assigned to employees—where equipment rarely changes hands—may prefer BlueTally's IT-centric design
- **MDM integration is the priority**: Teams heavily invested in Intune, Jamf, or Kandji that want one-click device syncing will find BlueTally's MDM integrations more mature
- **Warranty and lifecycle management**: If the primary goal is tracking warranty expirations, end-of-life dates, and depreciation across a fleet of IT hardware, BlueTally's purpose-built features serve this well
- **Enterprise identity provider integration**: Organizations already using Azure AD, Okta, or JumpCloud for employee management may benefit from BlueTally's SCIM provisioning and SSO workflows
- **Software license tracking**: Teams that need to manage license seat counts, renewal dates, and compliance alongside hardware may find BlueTally's unified approach convenient
Both platforms handle asset tracking effectively. The choice depends on whether your assets are mostly assigned-and-static (BlueTally) or shared-and-moving (Shelf).
---
## Case Studies
See how teams manage equipment operations with Shelf:
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
- [KCAI — Art College Equipment Management](/case-studies/kcai)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [IT Asset Tracking](/solutions/it-asset-management)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Equipment Reservations](/solutions/equipment-reservations)
- [Educational Resource Management](/solutions/educational-resource-management)
---
## BriteCheck Alternative
URL: /alternatives/brite-check
Compare BriteCheck and Shelf to understand how field service asset management differs from QR-first equipment operations.
# BriteCheck Alternative
BriteCheck is a cloud-based inventory management platform used by small businesses to track stock levels, scan barcodes, and monitor items across warehouses. It works well as a general inventory tool for tracking quantities and reorder points. Teams searching for a BriteCheck alternative often need something designed specifically for equipment operations—custody tracking, bookings, kit management, and workflows where assets move between people and locations rather than sitting on shelves.
---
## Overview: BriteCheck vs Shelf
BriteCheck is structured as an inventory management system. It tracks stock quantities, generates purchase and sales orders, sets low-stock alerts, and organizes items into folders across warehouse locations. Its AI-powered features focus on demand forecasting and inventory valuation. Plans start at $25/month (billed annually) for up to 3 users and 2,000 items, scaling to $177/month for 10 users and unlimited items.
Shelf is built for equipment operations—the workflows that happen when assets are checked out, shared between teams, moved between locations, and returned. Rather than counting stock quantities, Shelf tracks custody (who has what), schedules bookings (who needs it next), groups items into kits (what travels together), and provides instant QR-based interactions that any team member can use without training. Shelf offers a free tier for individuals, with team plans starting at $67/month that include unlimited assets and built-in custody workflows.
---
## Where Shelf Takes a Different Approach
### 1. Equipment Custody vs Inventory Counts
BriteCheck tracks items by quantity—how many units are in stock, what needs reordering, and where inventory sits across warehouses. This works for consumable goods and supplies, but it does not answer the question equipment managers ask most: who has this specific item right now?
Shelf tracks individual asset custody. Every check-out, return, and transfer is recorded with timestamps and user attribution. Scan an asset’s QR code and you immediately see its full chain of custody—not just that one unit is missing from a warehouse count.
See: [Custody](/features/custody)
---
### 2. Built-In Booking for Shared Equipment
BriteCheck does not include a reservation or scheduling system. If multiple technicians or departments need the same piece of equipment, coordination happens outside the platform—via email, spreadsheets, or verbal agreements.
Shelf includes native booking functionality. Users can reserve equipment in advance, see what is available for specific dates, and avoid double-booking conflicts. This is essential for teams sharing test instruments, vehicles, AV gear, or any equipment with more demand than supply.
See: [Bookings](/features/bookings)
---
### 3. Kit-Based Workflows
BriteCheck organizes items into folders and categories, but does not model parent-child relationships between equipment components. A camera body, its lenses, batteries, and charger are separate line items with no structural connection.
Shelf groups related items into kits. Check out a toolkit and every component inside it moves together. Return it, and Shelf flags any missing pieces. This prevents the slow attrition of accessories that plagues organizations tracking items individually.
See: [Kits](/features/kits)
---
### 4. QR-First Operations vs App-Dependent Scanning
Both platforms support barcode and QR scanning through mobile apps. The difference is what happens after the scan. BriteCheck scanning is focused on updating stock quantities—adjusting counts, adding items, and recording movements between warehouse locations.
Shelf’s QR codes are operational triggers. Scanning an asset opens its full context: custody history, current status, location, upcoming bookings, and one-tap actions to check out, return, or transfer. Any team member with a phone camera can complete equipment transactions in seconds, without navigating through inventory management screens.
See: [QR Asset Labels](/features/asset-pages)
See: [Location Tracking](/features/location-tracking)
---
### 5. Multi-Department Workspaces
BriteCheck supports multiple warehouse locations—up to 5 on the Company plan. But warehouses are storage locations, not organizational boundaries. When IT, facilities, and media departments all need independent equipment inventories with different access controls, a warehouse model does not fit.
Shelf’s workspaces create true organizational separation. Each department manages its own assets, users, and workflows. Administrators maintain cross-department visibility while teams operate independently. This matters for organizations where equipment operations span multiple groups with different needs.
See: [Workspaces](/features/workspaces)
---
### 6. Pricing and Scalability
BriteCheck’s entry-level Pro plan ($25/month annually) limits organizations to 3 users and 2,000 items. Reaching 10 users requires the Company tier at $177/month, and larger teams need the Corporate plan starting at $7,500/year. User access controls are only available from the Company plan upward.
Shelf’s free Personal plan has no item limits. The Team plan at $67/month includes unlimited assets and is designed for collaborative equipment operations from the start. This means growing teams do not hit artificial walls as their inventory scales, and access controls are available without jumping to a higher pricing tier.
See: [Pricing](/pricing)
---
### Reports — Operational Visibility
BriteCheck centers on inventory-count audit sessions; outputs are session reports rather than ongoing operational analytics. Shelf includes a built-in [Reports area](/features/reports) with ready-to-run reports across bookings, assets, and custody — Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot. Every report exports to CSV; chart-based reports also export to PDF.
---
## When Teams Choose Shelf Instead of BriteCheck
Teams often look for a BriteCheck alternative when their needs go beyond inventory counting:
- **Equipment lending and check-out workflows**: Libraries, universities, and media teams need custody tracking, not stock-level monitoring
- **Shared resource scheduling**: Organizations where multiple teams compete for the same equipment need built-in booking, not external coordination
- **Kit and accessory management**: Operations that deploy grouped equipment need kit-aware tracking to prevent component loss
- **Multi-department organizations**: Teams across IT, facilities, and operations need workspace separation, not just warehouse locations
- **Scaling beyond small teams**: Organizations outgrowing BriteCheck’s user and item limits need a platform that does not penalize growth
- **Non-technical end users**: Teams where frontline staff—not just inventory managers—need to interact with assets daily through simple QR scans
---
## When BriteCheck May Be a Better Fit
BriteCheck is a solid choice in certain scenarios, and an honest BriteCheck vs Shelf comparison should acknowledge them:
- **Purchase and sales order workflows**: Organizations that need inventory software integrated with ordering and fulfillment processes, with automated purchase orders and reorder points driving procurement
- **Retail and raw-material stock**: Businesses managing retail inventory or raw materials where high-volume quantity counting and reorder automation are the primary concern. (For equipment teams that also keep supplies on hand, Shelf can [track consumables and spare parts by quantity](/features/consumables-tracking) with min-quantity low-stock email alerts alongside individually-tracked assets — it just doesn't drive purchase-order automation.)
- **AI-powered demand forecasting**: Teams that benefit from automated stock predictions and inventory valuation reports
- **Small teams with simple needs**: Freelancers or very small businesses with under 2,000 items that need basic scanning and stock tracking without operational workflows
- **Budget-conscious startups**: BriteCheck’s Pro plan at $25/month offers a low entry point for teams with minimal collaboration needs
---
## Case Studies
See how teams manage equipment operations with Shelf:
- [Arellano Associates — Event Equipment Management](/case-studies/arellano-associates)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [IT Asset Management](/solutions/it-asset-management)
- [Equipment Reservations](/solutions/equipment-reservations)
---
## Cheqroom Alternative
URL: /alternatives/cheqroom
Compare Cheqroom and Shelf to understand the differences in workflows, usability, and modern equipment management approaches.
If you're shopping for a Cheqroom alternative, you've usually hit one of three friction points: per-admin pricing that climbs fast as your team grows, a reservation-then-checkout flow that confuses new users, or a proprietary model that keeps your data inside someone else's product.
Shelf is built on different priorities. Flat pricing instead of per-admin licenses. A unified booking-and-custody workflow with no gap between "reserved" and "checked out." And a fully open-source codebase you can inspect, self-host, or export from at any time.
**Switch to Shelf if you need:**
- Flat pricing — no per-admin fees as your team grows
- Open source — self-host, audit the code, own your data
- A single booking-and-custody workflow with no handoff gap
- A free plan with unlimited assets to test before committing
**Stay with Cheqroom if you need:**
- Mature maintenance scheduling and service-history tracking
- PDF agreements with digital signatures on every checkout
- GPS tracking on higher tiers for assets that move without a scan
- Deep Zapier integrations across 4,000+ apps
---
## Overview: Cheqroom vs Shelf
Cheqroom uses a per-admin pricing model starting at $100/admin/month across four tiers: Essentials, Standard, Plus, and Premium. All plans include unlimited assets and regular users, which is a genuine strength. However, advanced features like GPS tracking, digital signatures, and deeper integrations are gated behind higher tiers, and exact pricing requires contacting sales. The average annual contract runs approximately $9,300 according to third-party data.
Shelf takes a different approach entirely. Instead of per-admin licensing, Shelf is open source with transparent pricing. Teams can self-host for free or use the managed cloud service. Where Cheqroom has invested heavily in features like maintenance scheduling, PDF agreement generation, and Zapier integrations with 4,000+ apps, Shelf focuses on the core equipment circulation loop: scan, check out, book, return, verify. Both platforms support QR codes and kits, but they prioritize different parts of the equipment management workflow.
---
## Quick Comparison
| Capability | Cheqroom | Shelf |
|---|---|---|
| **Primary focus** | AV/media equipment rooms, reservation management | Equipment check-out, booking, custody |
| **Pricing** | From $100/admin/month (Essentials) | Free (self-hosted) or managed cloud |
| **Pricing model** | Per-admin license, unlimited assets | Flat pricing, unlimited users |
| **Kit management** | Yes — bundle equipment into kits | Yes — kit-aware booking with return verification |
| **Consumables / quantity tracking** | Yes — bulk items, with units of measure and min-levels via custom fields | Yes — [native quantity fields](/features/consumables-tracking): unit of measure, min-quantity alerts, Used-up/Returnable types |
| **Equipment booking** | Yes — reservation and check-out workflows | Yes — with automatic conflict prevention |
| **GPS tracking** | Yes (higher tiers) | No — QR-first, no hardware needed |
| **Maintenance scheduling** | Yes — repair tracking and service schedules | No |
| **Digital signatures** | Yes — PDF agreement generation on checkout | No digital signatures. A printable [check-in receipt](/knowledge-base/print-a-check-in-receipt-for-a-booking) records what came back and carries paper signature lines |
| **Open source** | No — proprietary SaaS | Yes — full codebase available |
| **Integrations** | Zapier, Slack, Google Calendar, Microsoft Teams | Open-source codebase; CSV import/export |
| **Mobile experience** | Native app (some feature gaps vs. web) | Native iOS & Android app (Shelf Companion) + mobile web |
| **Multi-team workspaces** | Single workspace per subscription | Separated workspaces per department |
| **Operational reports** | Reservation analytics and asset reports | Built-in operational reports (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
---
## Where Shelf Takes a Different Approach
### 1. Transparent Pricing vs Per-Admin Licensing
Cheqroom's per-admin model means costs scale with how many people manage equipment. For a university media center with three staff members who all need admin access, that is at least $300/month before reaching the tiers that unlock features like GPS tracking or advanced reporting. Organizations with multiple equipment rooms across departments can see costs climb quickly.
Shelf is open source. Teams can self-host at no cost or use the managed cloud with predictable flat pricing. There are no per-admin fees, no features locked behind opaque enterprise tiers, and no need to contact sales to learn what you will pay.
---
### 2. Unified Custody and Booking Workflows
Cheqroom separates reservations from check-outs as distinct workflow stages. Reviewers on Capterra note that staff sometimes get confused about the difference between reserving, checking out, and checking back in, and that selecting equipment during a reservation can feel clunky.
In Shelf, bookings and custody are a single connected workflow. When a reservation begins, custody transfers automatically. When equipment is returned, both systems update instantly. There is no gap between "reserved" and "checked out" where accountability gets lost.
See: [Bookings](/features/bookings)
See: [Custody](/features/custody)
---
### 3. Kit Verification on Return
Both Cheqroom and Shelf support grouping equipment into kits. Cheqroom lets you bundle cameras, lenses, and audio accessories into kits that can be checked out with a single scan, which is a solid feature for AV environments.
Shelf takes kit management further with return verification. When a camera kit comes back, Shelf flags exactly which components are missing before the next user picks it up. This prevents the slow bleed of accessories, cables, and adapters that plagues shared equipment operations. The difference is not whether you can group items, but whether the system actively catches what is missing.
See: [Kits](/features/kits)
---
### 4. Native Consumables Fields vs Custom-Field Workarounds
Both platforms handle bulk items, and Cheqroom can model a unit of measure and a minimum stock level by configuring custom fields on those items. That works, but it relies on fields you build and maintain yourself.
Shelf treats this as first-class. When you create an asset you choose its tracking method — individually tracked, or [tracked by quantity](/features/consumables-tracking) for a pool of identical units sharing one QR. Quantity-tracked items have native fields for total quantity, unit of measure (pcs, boxes, liters), a min-quantity low-stock threshold, and a consumption type: "Used up" for items that are consumed, or "Returnable" for items returned with a consumption report at check-in. When stock reaches or falls below the threshold, a low-stock email goes to the workspace owner and every admin. No custom-field scaffolding to set up or keep consistent across your inventory.
See: [Consumables Tracking](/features/consumables-tracking)
---
### 5. Mobile-First Experience
Cheqroom offers a dedicated mobile app for Android and iOS, which is a reasonable approach. However, G2 and Capterra reviewers consistently note feature gaps between the app and the web interface, with management functions unavailable on mobile. For teams doing equipment hand-offs on loading docks or in gear rooms, those gaps create friction.
Shelf is mobile-first by design. QR scanning, custody transfers, booking confirmations, and return verification all work in any smartphone browser. For a native field experience on iPhone and Android, the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play — same workspace, same data, focused on the field workflows. Bookings read as a month calendar or a list on the phone, so a dispatcher can see whether a week is already committed before promising the gear. Either path, the web stays the source of truth for configuration, reporting, and admin work.
See: [Asset Search](/features/asset-search) · [Shelf Companion](/mobile-app)
---
### 6. Multi-Department Workspaces
Cheqroom operates on a single-workspace-per-subscription model. For a standalone media department or a single equipment room, this works well. But organizations where IT, facilities, and media production all need to manage their own equipment independently face challenges: either everyone shares one crowded inventory, or you pay for separate subscriptions.
Shelf uses workspaces to cleanly separate inventories by department, program, or location. Each team manages their own equipment independently while administrators retain visibility across the organization. One platform, multiple independent operations, no cross-department clutter.
See: [Workspaces](/features/workspaces)
---
### 7. Search That Forgives Mistakes
Cheqroom reviewers on Capterra specifically call out the search functionality as a pain point. The search is spelling and spacing sensitive and will not surface items if a user does not know exactly how the item name was entered into the system. For busy equipment rooms where students or freelancers need to find gear quickly, this creates unnecessary friction.
Shelf's search is designed for speed and forgiveness. Scan a QR code to instantly pull up any asset, or search by name, category, tag, or custom field. The goal is zero barriers between a person and the equipment they need.
See: [Asset Search](/features/asset-search)
---
### 8. Booking-Centric Notification Management
Both Cheqroom and Shelf let admins configure who receives booking notifications. Cheqroom's approach is rule-based: administrators go to **Settings > Notifications** and build notification rules — choose a trigger (new reservation, check-out due, overdue, etc.), pick the delivery channel (Email, SMS, Slack, Webhooks), and specify recipients. It is a powerful, flexible system, particularly well-suited for teams that need SMS alerts or Slack routing.
Shelf takes a different approach. Notification recipients are configured directly on bookings and at the workspace level alongside other booking settings — not in a separate notifications area. When creating or editing a booking, anyone can add per-booking recipients right in the booking form. Workspace-level defaults (notify booking creator, always-notify user list, admin broadcast) live in **Settings > Bookings** next to working hours and other booking configuration.
Admins with Owner or Admin role also see a **notification preview** in the booking form — a real-time summary of exactly who will receive emails for that booking, grouped by reason (custodian, creator, always-notified, per-booking recipients, admin broadcast), before the booking is saved.
The practical difference: Cheqroom's notification system is powerful but separate from the booking workflow. Shelf's is embedded directly in it.
See: [Bookings](/features/bookings)
---
### 9. Open Source and Data Ownership
Cheqroom is a proprietary SaaS platform. Your data lives on their infrastructure, your workflows depend on their product decisions, and if pricing changes or the product pivots, your options are limited to what they offer.
Shelf is open source. Teams can inspect the full codebase on GitHub, self-host on their own infrastructure, or use the managed cloud. There is no vendor lock-in, your data export is always available, and if you need functionality that does not exist, you can build it yourself or contribute it upstream.
---
## When Teams Choose Shelf Instead of Cheqroom
Teams often choose Shelf over Cheqroom when their priorities align with these patterns:
- **Budget transparency matters**: Per-admin fees add up across departments; Shelf's flat pricing and free self-hosted option keep total cost predictable
- **Education environments**: Students and temporary staff can scan a QR code without training; Cheqroom's multi-step reservation and checkout flow requires more onboarding
- **Film and media production**: Fast check-outs that keep pace with production schedules, with kit verification that catches missing components before the next shoot
- **IT departments**: Clear custody trails showing exactly who has each device and when it is due back
- **Multi-department organizations**: Workspaces let different teams operate independently without paying for separate subscriptions
- **Open-source requirements**: Data sovereignty, self-hosting capability, and codebase transparency are non-negotiable
---
## When Cheqroom May Be a Better Fit
Cheqroom has genuine strengths that matter for certain use cases:
- **AV-heavy environments needing maintenance tracking**: Cheqroom's maintenance scheduling, repair documentation, and service history tracking are more mature than what Shelf offers today. If tracking when gear was last serviced matters as much as tracking who has it, Cheqroom addresses this directly
- **Organizations requiring digital signatures**: Cheqroom generates PDF agreements with digital signatures on checkout, which is valuable for liability documentation in rental or loan scenarios
- **Teams deeply embedded in Zapier workflows**: Cheqroom's 4,000+ app integrations via Zapier and native Slack and Microsoft Teams connectors make it a strong choice for organizations that automate heavily across tools
- **GPS tracking of high-value mobile assets**: Cheqroom's higher-tier GPS tracking helps teams monitor equipment moving between locations where nobody is available to scan a QR code
- **Organizations already invested in Cheqroom**: Teams with established workflows, trained staff, and historical data in Cheqroom may find the switching cost outweighs the benefits
Both platforms solve equipment management, but they prioritize different aspects. Cheqroom is strongest when maintenance compliance, signed agreements, and broad integrations drive the decision. Shelf is strongest when equipment circulation speed, custody accountability, and transparent pricing are the daily priority.
---
## Frequently Asked Questions
### Can I import my data from Cheqroom?
Yes. Cheqroom lets you export assets, users, and custody history to CSV. Shelf's [CSV import wizard](/knowledge-base/importing-assets-to-shelf-csv-guide) maps your columns to Shelf fields — asset name, category, location, serial number, and any custom fields — in minutes.
### Is Shelf cheaper than Cheqroom?
Yes, by a wide margin for most teams. Cheqroom starts at $100/admin/month with features gated across four tiers and exact pricing behind a sales call. Shelf has a free plan with unlimited assets, and the Team plan starts at $67/month flat — no per-admin or per-user fees. See [pricing](/pricing).
### Does Shelf have maintenance scheduling like Cheqroom?
Not today. If preventive maintenance reminders and service-history tracking are core to your operation, Cheqroom's maintenance module is more mature. Shelf focuses on equipment circulation: scan, check out, book, return, verify. Lightweight maintenance notes are supported, but Shelf is not positioned as a CMMS.
### Does Shelf require a mobile app?
Not mandatory. The Shelf web app works in any modern phone browser as a progressive web app — QR scanning uses the built-in camera. For a native experience on iPhone and Android focused on field work (scanning, audits, custody, bookings), the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play. Either path uses the same workspace and login.
### Is Shelf really open source?
Yes, [AGPL-licensed](https://github.com/Shelf-nu/shelf.nu). The full codebase is on GitHub. You can self-host on your own infrastructure or use the managed cloud at [app.shelf.nu](https://app.shelf.nu). No vendor lock-in, data export always available, and contributions to the project are welcome.
---
## Case Studies
See how teams operate with QR-first equipment workflows:
- [KCAI — Art College Equipment Management](/case-studies/kcai)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Reservations](/solutions/equipment-reservations)
- [Camera Equipment Check-Out](/solutions/camera-equipment-check-out)
- [Educational Resource Management](/solutions/educational-resource-management)
---
## EZOfficeInventory Alternative
URL: /alternatives/ezofficeinventory
Compare EZOfficeInventory and Shelf to understand how office-centric IT tracking differs from operational equipment management.
# EZOfficeInventory Alternative
EZOfficeInventory (now rebranded as EZO) is an asset tracking and IT service management platform known for its integrations with help desk tools like Zendesk and Jira. It is built for IT departments managing laptops, monitors, and office peripherals, with maintenance scheduling and service desk workflows at its core. Teams exploring alternatives typically need simpler pricing, faster day-to-day equipment operations, and workflows that extend beyond IT—covering shared gear, production equipment, and field tools across multiple departments.
---
## Overview: EZOfficeInventory vs Shelf
EZOfficeInventory positions itself at the intersection of asset tracking and IT service management. Its Zendesk and Jira integrations let support agents see which assets are assigned to a user when resolving tickets, and its CMMS features help IT teams schedule preventive maintenance and track device lifecycles. Plans start at $35/month for 250 items, scaling by $15/month for each additional 250 items, with advanced features like service desk integrations and SSO locked to the Premium tier at $55/month.
Shelf focuses on the operational side of equipment management. Rather than building around ticketing systems, Shelf optimizes the physical workflows—scanning, checking out, booking, returning, and transferring custody. Shelf’s Team plan starts at $67/month with unlimited items and users included, so teams can grow without hitting item caps or calculating per-tier add-ons.
---
## Where Shelf Takes a Different Approach
### 1. QR-First Operations vs Dashboard-First Administration
EZOfficeInventory centers its workflows on a web dashboard where administrators manage assets, assign items, and resolve tickets. Users report that some common actions—like canceling a reservation—take several steps once you locate the right screen. Shelf puts the power at the point of interaction: staff scan a QR code on the equipment itself and complete check-out, return, or transfer on the spot in seconds. No dashboard navigation required.
See: [Custody](/features/custody)
---
### 2. Booking System Built for Shared Equipment
EZOfficeInventory includes reservations, but its primary model is assignment—one laptop assigned to one employee. Its reservation system is built around that paradigm. Shelf’s booking system is designed from the ground up for shared pools: multiple users reserving the same projector, camera, or test instrument across different days and shifts, with conflict-free scheduling that prevents double bookings automatically.
See: [Bookings](/features/bookings)
---
### 3. Simpler, More Predictable Pricing
EZOfficeInventory’s pricing scales based on item count—250 items at $35/month, 500 items at $50/month, and so on. Features like help desk integrations, SSO, and custom roles are locked behind higher tiers (Premium at $55/month or Enterprise with custom pricing). This means costs can escalate quickly as your inventory grows and your needs mature.
Shelf’s Team plan is $67/month with unlimited items, unlimited users, and the full feature set—custody, bookings, kits, workspaces, and QR operations. No item caps, no per-user fees, no feature gating between tiers for core operational workflows.
See: [Pricing](/pricing)
---
### 4. Cross-Department Workspaces, Not Just IT
EZOfficeInventory’s DNA is IT service management. Its integrations, workflows, and interface are designed for IT teams managing help desk tickets alongside hardware. Shelf serves the whole organization—IT, media production, facilities, education, and operations—with workspaces that give each department its own inventory view while maintaining organizational oversight. A university can run IT asset tracking and theatre equipment lending from the same account without cross-contamination.
See: [Workspaces](/features/workspaces)
---
### 5. Kit Management for Multi-Part Equipment
EZOfficeInventory tracks individual assets well—laptops, monitors, keyboards. But production teams, labs, and field operations work with kits: a camera body, three lenses, two batteries, a tripod, and a carrying case that all need to move together. Shelf groups related items into a single bookable unit, tracking every component through the full custody cycle. Return a kit, and Shelf flags what is missing.
See: [Kits](/features/kits)
---
### 6. Location Tracking Across Sites
EZOfficeInventory tracks which user an asset is assigned to, but visibility into physical location across buildings, rooms, and job sites can require manual updates. Shelf ties every custody event to a location, giving you a real-time map of where equipment is—not just who has it. For organizations with multiple facilities, warehouses, or job sites, this means less time hunting for gear.
See: [Location Tracking](/features/location-tracking)
---
### 7. One Unified Asset Record vs Three Separate Entity Types
EZOfficeInventory splits stock across three different entity types—Assets, Asset Stock, and Inventory—and you commit an item to one of them up front. Its Inventory type covers consumables, but it is strictly one-way: stock is drawn down and never checked back in. Shelf keeps a single, unified asset record and lets you [track consumables by quantity](/features/consumables-tracking) on any item, choosing per item whether stock is **used up** (one-way, consumed) or **returnable** (two-way, returned with a consumption report at check-in). One mental model, both behaviors, no migrating items between entity types as needs change.
See: [Consumables Tracking](/features/consumables-tracking)
---
### 8. Open-Source Transparency
EZOfficeInventory is a proprietary SaaS product—you trust the vendor with your data and workflows without visibility into how the software operates. Shelf is open source, meaning teams can audit the code, understand exactly how their data is handled, and contribute to the platform’s development. For organizations with compliance requirements or data sovereignty concerns, this is a meaningful differentiator.
---
### Reports — Operational Visibility
EZOfficeInventory provides a wide library of asset and asset-tracking reports; custom and scheduled report capabilities are typically gated to higher subscription tiers. Shelf includes a built-in [Reports area](/features/reports) on every plan with ready-to-run reports — Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot — each with timeframe and filter controls. Every report exports to CSV; chart-based reports also export to PDF.
---
## When Teams Choose Shelf Instead of EZOfficeInventory
Teams often switch to Shelf when EZOfficeInventory’s IT-centric model creates friction outside the help desk:
- **Multi-department organizations**: IT, media, facilities, and operations all need equipment tracking—not just the help desk team. Shelf’s workspaces keep each department independent under one account.
- **Teams with shared equipment pools**: Projectors, cameras, test instruments, and AV gear need booking workflows with conflict prevention, not just assignment records.
- **Growing inventories hitting item caps**: EZOfficeInventory charges more as item counts increase. Shelf’s flat pricing with unlimited items means no cost surprises as the inventory scales.
- **Operations managing kits**: Multi-part equipment sets need to be tracked as units through check-out and return, not as individual line items scattered across a registry.
- **Field teams needing QR-based workflows**: Staff on job sites, warehouse floors, or production sets need to scan and act without logging into a web dashboard.
- **Organizations valuing open-source transparency**: Code visibility, community-driven development, and data auditability matter for compliance and trust.
---
## When EZOfficeInventory May Be a Better Fit
EZOfficeInventory has genuine strengths for certain use cases:
- **Deep help desk integration**: If your team lives in Zendesk or Jira and needs asset context embedded directly in support tickets, EZOfficeInventory’s native integrations are mature and well-documented.
- **CMMS and preventive maintenance**: Teams focused on scheduling maintenance tasks, tracking repair histories, and managing vendor relationships for device refreshes will find EZOfficeInventory’s maintenance module more developed.
- **IT-only scope**: If your tracking needs are limited to laptops, monitors, and IT peripherals assigned to individual employees, EZOfficeInventory’s assignment model maps directly to that workflow.
- **Enterprise compliance features**: Larger organizations needing SSO, custom security configurations, and private cloud hosting options may find EZOfficeInventory’s Enterprise tier aligned with their requirements.
Both platforms serve asset management needs—the right choice depends on whether your priority is IT service desk integration or fast, cross-department equipment operations.
---
## Case Studies
See how teams manage equipment across departments with Shelf:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
- [Arellano Associates — Event Equipment Management](/case-studies/arellano-associates)
---
## Related Solutions
- [IT Asset Management](/solutions/it-asset-management)
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Equipment Reservations](/solutions/equipment-reservations)
---
## GoCodes Alternative
URL: /alternatives/gocodes
Compare GoCodes and Shelf to see how QR code asset tagging differs from QR-first operational equipment management.
# GoCodes Alternative
GoCodes is a cloud-based asset tracking platform built around patented QR code labels and GPS tracking. It is popular with construction firms, contractors, and field service teams who need to tag tools, log locations, and maintain check-in/check-out records across job sites. GoCodes plans start at $500/year for 200 assets and 3 users, scaling up to $2,500/year for 2,000 assets—with add-ons like API access, offline mode, and kitting billed separately.
Teams evaluating alternatives typically want more than tagging and location logging. They need operational workflows—bookings, custody chains, grouped kits, and multi-department visibility—built into the core platform rather than bolted on as paid extras.
---
## Overview: GoCodes vs Shelf
GoCodes is designed around asset identification and location capture. Scan a patented QR label, view the asset record, and log GPS coordinates from the scanning device. The platform does this well, and its rugged industrial-grade tags (anodized aluminum, metal-mount options rated from -40 to 200 degrees Fahrenheit) are purpose-built for harsh construction and field environments.
Shelf treats QR codes as operational triggers rather than identification endpoints. Scanning a Shelf label opens a context-aware interface where users see current custody status, upcoming reservations, kit contents, and can immediately perform check-out, return, or transfer actions. Shelf answers not just "what is this and where was it scanned" but "who has it, who needs it next, and what else should be with it."
The distinction matters most for teams where equipment circulates frequently—shared across people, projects, and locations—rather than sitting in fixed positions on a single job site.
---
## Where Shelf Takes a Different Approach
### 1. QR Scans That Trigger Workflows, Not Just Records
GoCodes scans pull up an asset’s information card and log the GPS coordinates of the scanning device. The interaction is read-and-record: view details, update a field, move on.
Shelf scans open a full operational interface. The user sees current custody, booking availability, maintenance flags, and kit membership—and can act on all of them immediately. Check out a drill press, return a loaner laptop, transfer custody of a surveying set to a different crew, all from a single scan on any smartphone.
See: [Custody](/features/custody)
---
### 2. Built-In Booking and Scheduling
GoCodes does not include a native reservation or scheduling system. Its check-in/check-out feature records who has an item, but there is no calendar view, no forward-looking availability, and no conflict prevention for future dates. GoCodes itself publishes articles recommending third-party scheduling tools to fill this gap.
Shelf includes booking workflows as a core feature. Teams reserve equipment in advance, view a calendar of availability across the entire inventory, and prevent double-bookings without spreadsheets or external tools. When a user scans a QR label, they see not only the current status but when the item is reserved next—so they know exactly when it needs to be returned.
See: [Bookings](/features/bookings)
---
### 3. Kits Included, Not an Add-On
GoCodes offers kitting as a paid add-on ($250/year on top of the base subscription). The feature lets you group items under a parent record, but it sits outside the core check-in/check-out flow.
Shelf includes kit management in every plan. Group a camera body, three lenses, a battery pack, and a carrying case into a single bookable kit. Check out the kit, and every component moves with it. Return it, and Shelf flags any missing pieces. Kits integrate directly with bookings, custody, and location tracking—they are not a separate module.
See: [Kits](/features/kits)
---
### 4. Multi-Department Workspaces
GoCodes provides a single organizational inventory. All assets live in one shared view, which can become unwieldy for organizations with multiple departments, locations, or teams that need independent control over their own equipment.
Shelf separates inventories into workspaces. Construction, IT, facilities, and operations teams each manage their own assets independently, with their own team members, categories, and workflows—while the organization maintains cross-department visibility and reporting.
See: [Workspaces](/features/workspaces)
---
### 5. Transparent Pricing Without Per-Feature Add-Ons
GoCodes pricing scales by asset count and user seats, with several features gated behind additional annual fees: API access costs $1,080/year, offline mode is $350/year, kitting is $250/year, and additional user seats are sold in packs of five for $400/year. These costs add up quickly for growing teams.
Shelf uses straightforward flat-rate pricing — all features included, no add-ons. Bookings, kits, custody tracking, and workspaces are part of the platform, not sold as extras. Teams can plan their costs without worrying about which features will trigger a surprise annual fee.
---
### 6. Open Source with Standard QR Codes
GoCodes is a proprietary platform with patented labels. The labels are high quality and durable, but they tie your asset tags to a single vendor. Switching platforms later means replacing every physical label.
Shelf is open source. It uses standard QR codes that teams can generate and print on any label stock, any printer, any material. Your physical tags work regardless of which software platform you use. There is no vendor lock-in on the labels, and the source code is publicly available for inspection, self-hosting, or contribution.
---
### 7. User Experience Across Technical Levels
GoCodes is designed primarily for administrators and field workers who scan tags on job sites. Reviewers note that the interface supports mainly global views and can feel limited when managing multiple asset tables or complex organizational structures.
Shelf is built for adoption across all staff levels—from technical administrators to students and non-technical end users. The interface prioritizes clarity and speed: scanning, checking out, and returning equipment requires no training. This matters for organizations where equipment is used by a wide range of people, not just a dedicated operations team.
---
### Reports — Operational Visibility
GoCodes' reporting centers on QR-scan history and basic asset lists. Shelf includes a built-in [Reports area](/features/reports) with ready-to-run reports — Booking Compliance (on-time vs late returns), Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot. Every report exports to CSV; chart-based reports also export to PDF.
---
## When Teams Choose Shelf Instead of GoCodes
Teams often switch from GoCodes when they outgrow tagging-and-logging and need full operational workflows:
- **Shared equipment with scheduling conflicts**: Multiple users competing for the same gear need forward-looking reservations, not just check-in/check-out records after the fact
- **Multi-part kits that travel together**: Surveying sets, AV rigs, and toolboxes need grouped management where every component is tracked as a unit—included in the platform, not a paid add-on
- **Multi-department organizations**: IT, facilities, construction, and operations teams that need independent inventories with centralized oversight
- **Budget-conscious teams scaling up**: Organizations that want predictable pricing without per-feature surcharges for kitting and additional user seats
- **Non-technical users who need to adopt the system**: Staff beyond the operations team—students, faculty, creative teams—who need a system they can use without training
- **Teams avoiding vendor lock-in**: Organizations that prefer standard QR codes they control over proprietary patented labels tied to a single vendor
---
## When GoCodes May Be a Better Fit
GoCodes serves certain use cases well, and may be the better choice when:
- **GPS scan-location logging is the core need**: Teams that primarily want to capture and map where assets are scanned across a geographic area—GoCodes excels at automatic GPS logging with every scan
- **Rugged industrial-grade labels are essential**: Environments like concrete pours, asphalt operations, or extreme temperatures where GoCodes’ anodized aluminum and metal-mount tags have a proven track record
- **Real-time GPS hardware tracking is required**: GoCodes offers optional GPS tracker devices for vehicles, trailers, and heavy equipment with continuous location updates every 30-60 seconds—a different category than QR-based tracking
- **Simple tool identification on construction sites**: Smaller teams focused on knowing which tools are on which job site, without needing booking calendars or kit workflows
- **Existing investment in GoCodes labels**: Teams that have already tagged hundreds or thousands of assets with GoCodes’ patented labels and do not need the operational workflows Shelf provides
---
## Case Studies
See how teams build QR-powered equipment operations:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Arellano Associates — Event Equipment Management](/case-studies/arellano-associates)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Equipment Reservations](/solutions/equipment-reservations)
- [IT Asset Management](/solutions/it-asset-management)
---
## Hardcat Alternative
URL: /alternatives/hardcat
Compare Hardcat and Shelf to see how enterprise fixed asset management differs from agile equipment operations.
# Hardcat Alternative
Hardcat is an Australian enterprise asset management (EAM) platform headquartered in South Melbourne, used by over 2,000 organizations across 121 countries — primarily government agencies, defence, utilities, mining, and large corporates. It manages the full financial lifecycle of assets: registers, depreciation, compliance audits, and maintenance scheduling. Teams searching for a Hardcat alternative typically need something more operationally focused — a tool built for equipment that gets checked out, moved, and shared daily, rather than assets that sit on a balance sheet.
---
## Overview: Hardcat vs Shelf
Hardcat (now branded Hardcat Lebosi) is a modular EAM suite that approaches asset management from the financial and compliance perspective. Its core modules cover asset registers, depreciation calculations, preventive maintenance work orders, and ISO 55000 compliance workflows. Hardcat supports barcode and RFID scanning, integrates with ERP and finance systems, and is available as cloud-hosted SaaS or on-premise. Pricing is quote-based, tiered by asset quantity (from under 5,000 to over 500,000 assets) and concurrent user count — meaning you need to contact their sales team for any cost information.
Shelf approaches asset management from the operational perspective. It tracks who has what, when it’s due back, who booked it next, and whether all kit components are accounted for. Shelf is used daily by the people who actually handle equipment — staff, technicians, students, and coordinators. Pricing is transparent and published, with a free tier for individuals and team plans from $67/month for unlimited users and assets.
---
## Where Shelf Takes a Different Approach
### 1. Operational Speed vs Administrative Compliance
Hardcat is built around structured compliance workflows. Actions often require categorization, approval chains, and alignment with financial records and regulatory requirements like ISO 55000. This rigor is essential for fixed asset register compliance, but it slows down day-to-day equipment handling.
Shelf prioritizes speed for operational teams. Scan a QR code, check out the item, and move on — the full audit trail is captured automatically without requiring the user to fill in compliance forms. When your priority is knowing who has the drill press right now rather than its depreciation schedule, that difference matters.
See: [Custody](/features/custody)
---
### 2. Equipment That Moves vs Assets on a Register
Hardcat excels at tracking assets that have a fixed location and a financial lifecycle — infrastructure, facilities, fleet vehicles, building systems. Its register-first model records where an asset is installed, what it cost, and how it depreciates over time.
Shelf is built for equipment in constant motion: checked out in the morning, used on a job site, returned by evening, and booked by someone else tomorrow. The booking calendar, custody chain, and real-time location updates are core workflows — not afterthoughts bolted onto a financial register.
See: [Bookings](/features/bookings)
---
### 3. Modern Interface vs Legacy Enterprise UI
User reviews consistently note that Hardcat’s interface feels dated and could benefit from modernization. Some users report performance issues when working remotely, along with stability concerns like crashes during network changes or when laptops go to sleep — problems that surface during large imports or field work.
Shelf is a modern web application that works on any device with a browser. There is no desktop client to install, no VPN to configure, and no performance degradation when switching networks. Non-technical staff can start using it within minutes, which matters when you need warehouse staff, students, or field technicians to adopt the system.
See: [Location Tracking](/features/location-tracking)
---
### 4. Deployment in Days, Not Months
Hardcat implementations typically involve configuration projects, training programs, and integration work with existing ERP and finance systems. While Hardcat markets fast deployment for some cases, the modular enterprise architecture means setup complexity scales with organizational size and the number of connected systems.
Shelf can be deployed in a day. Import your inventory from a CSV, print QR labels, invite your team, and start scanning. No server installation, no ERP integration prerequisite, and no multi-week configuration project. For teams that need to be operational quickly, this is a deciding factor when comparing Hardcat vs Shelf.
See: [Asset Tracking](/solutions/asset-tracking)
---
### 5. Kit-Based Workflows for Grouped Equipment
Hardcat’s asset register tracks individual items, each with its own asset number, depreciation schedule, and financial record. That model works for infrastructure assets but breaks down when equipment moves in groups.
Shelf tracks kits — grouped equipment that travels together as a single operational unit. A mobile broadcast kit, a field testing set, or a classroom technology package can be booked, checked out, and returned as one item. When it comes back, Shelf flags any missing components automatically.
See: [Kits](/features/kits)
---
### 6. Transparent Pricing vs Quote-Based Enterprise Sales
Hardcat uses a tiered pricing model based on asset quantity and concurrent user count, but all pricing requires contacting their sales team for a custom quote. This makes it difficult for smaller teams to evaluate costs upfront.
Shelf publishes all pricing on its website. There is a free tier for individuals — a single user, with unlimited assets — and the Team plan at $67/month includes unlimited users and assets. No sales calls, no custom quotes, no surprises at renewal time.
---
### 7. Open Source vs Closed Enterprise Software
Hardcat is proprietary enterprise software. You cannot inspect the source code, self-host on your own terms, or extend the platform without going through their professional services team.
Shelf is fully open source. Organizations can review every line of code, contribute improvements, or self-host if their security or compliance requirements demand it. This transparency builds trust and eliminates vendor lock-in — particularly relevant for organizations that are already cautious about long-term enterprise software commitments.
See: [Open Source Asset Management](/solutions/open-source-asset-management)
---
### Reports — Operational Visibility
Hardcat ships extensive enterprise reporting around fixed-asset compliance, depreciation, and audit trails — long a strength of the platform. Shelf's [Reports area](/features/reports) covers a different surface: built-in operational reports for bookings, custody, and asset utilization (Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, Custody Snapshot). Every report exports to CSV; chart-based reports also export to PDF.
---
## When Teams Choose Shelf Instead of Hardcat
Teams looking for a Hardcat alternative often share a few common patterns:
- **Operational teams managing moving equipment**: Gear that changes hands daily needs custody and booking workflows — not asset register entries and depreciation schedules
- **Organizations wanting fast deployment**: Teams that need to be operational in days, not weeks of configuration and ERP integration
- **Departments with shared equipment pools**: Booking, scheduling, and real-time availability are daily concerns, not annual audit concerns
- **Teams managing kits and multi-part equipment**: Component-level tracking within grouped equipment sets that move together
- **Budget-conscious organizations**: Transparent pricing and an open-source platform without enterprise licensing negotiations
- **Non-technical user bases**: Staff, students, or field workers who need to scan a QR code and go — not navigate an enterprise EAM interface
---
## When Hardcat May Be a Better Fit
Hardcat is a strong choice for certain use cases, and teams should evaluate honestly whether they need what it offers:
- **Fixed asset register compliance**: Organizations required to maintain formal asset registers for regulatory or financial reporting, particularly under ISO 55000 frameworks
- **Government and defence asset management**: Large-scale infrastructure tracking with chain-of-custody logging, certification rules, and audit documentation that meets public sector requirements
- **Depreciation and financial lifecycle tracking**: Finance teams that need multiple depreciation sets, end-of-financial-year reporting, and integration with ERP systems
- **Preventive maintenance scheduling**: Organizations that need structured work order management with reactive, preventive, and predictive maintenance workflows
- **RFID-heavy environments**: Facilities that have already invested in UHF RFID infrastructure and need native RFID scanning at scale
Both Hardcat and Shelf serve asset management needs — the right choice depends on whether your priority is financial compliance and maintenance planning, or fast operational workflows for equipment that moves.
---
## Case Studies
See how teams run agile equipment operations with Shelf:
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Fixed Asset Tracking](/solutions/fixed-asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [IT Asset Management](/solutions/it-asset-management)
- [Open Source Asset Management](/solutions/open-source-asset-management)
---
## Hector Alternative
URL: /alternatives/hector
Compare Hector and Shelf to understand how enterprise equipment tracking differs from QR-first booking and custody workflows.
# Hector Alternative
Hector is a cloud-based asset management platform built by a small team in Quebec City, Canada. Founded in 2011, it covers the full asset lifecycle—loan tracking, maintenance scheduling, depreciation, and software license management—with pricing based on how many assets you register. The platform supports English, French, and German, and targets IT teams, educational institutions, construction companies, and healthcare organizations.
Teams evaluating alternatives typically want a more flexible deployment model, stronger booking and kit workflows, or an open-source codebase they can inspect and self-host.
---
## Overview: Hector vs Shelf
Hector is a proprietary SaaS tool designed for organizations that need centralized control over asset inventories. It tracks assets from acquisition through disposal, with modules for preventive maintenance (CMMS), software license management, depreciation calculations, and equipment loans. Pricing starts at around $46/month for 250 assets and scales with your inventory—up to $1,200+/month at 10,000 assets on the mid-tier plan. There is no free tier; a 15-day trial is available.
Shelf is open-source asset management software focused on the operational layer: custody handoffs, equipment bookings, kit management, and QR-driven workflows. Shelf offers a free tier for individuals, a Team plan at $67/month with unlimited users and assets, and the option to self-host from the public GitHub repository. Where Hector emphasizes lifecycle administration, Shelf emphasizes the daily movement of equipment between people and places.
---
## Where Shelf Takes a Different Approach
### 1. Open Source vs Proprietary SaaS
Hector is closed-source software available only as a cloud service. You cannot inspect the code, audit security practices, or run it on your own infrastructure. If Hector's servers go down or the company changes direction, your asset data lives entirely within their platform.
Shelf is fully open source—organizations can review every line of code, self-host on their own servers, and modify the platform to fit internal requirements. The entire codebase is available on GitHub. For teams in government, healthcare, or education where data sovereignty or procurement policies require open-source software, this is a fundamental difference.
---
### 2. Predictable Pricing vs Per-Asset Billing
Hector charges based on the number of assets registered in the system across three tiers (Shield, Armor, Castle). This means your bill grows as your inventory grows—adding 500 assets to your catalog could significantly increase your monthly cost, regardless of how many people use the system. There is also a one-time setup fee, and no permanent free plan.
Shelf uses flat-rate pricing: the Team plan at $67/month includes unlimited users and unlimited assets. Whether you track 200 items or 20,000, the price stays the same. Shelf also offers a free tier for individuals getting started. For organizations with large inventories, the pricing model difference compared to Hector's per-asset billing can be substantial.
See: [Pricing](/pricing)
---
### 3. QR-First Workflows vs Dashboard Navigation
Hector supports barcode and QR code scanning through its mobile app (available on Android and iOS), primarily for identifying assets during audits and check-outs. The platform can generate barcodes in formats like UPC, EAN, and 2D codes. However, the core workflow still centers on navigating the web dashboard to manage loans and returns.
Shelf treats the QR label on the physical asset as the primary interface. Scanning a Shelf QR code immediately opens the asset’s full context—availability, custody history, booking options, and action buttons—on any device with a camera. No app download required. This makes check-out and return a five-second interaction rather than a multi-step dashboard operation.
See: [Custody](/features/custody)
---
### 4. Purpose-Built Booking System
Hector includes a loan management module that tracks which items are checked out, to whom, and for how long. It handles the logistics of lending but is not designed for scheduling shared resources in advance.
Shelf has a dedicated booking system built for environments where equipment is reserved ahead of time—production studios, university equipment rooms, shared tool cribs. The calendar shows real-time availability, prevents double-bookings automatically, and supports recurring reservations for academic terms or weekly production schedules.
See: [Bookings](/features/bookings)
---
### 5. Kit Management with Component Verification
Hector tracks assets as individual records in its inventory. If you lend out a camera with two lenses, a battery pack, and a tripod, each item is a separate loan entry.
Shelf groups related items into kits. Book a camera kit, and all its components are reserved together. Return it, and Shelf verifies that every piece came back. A missing lens or cable is flagged immediately—not discovered during the next audit cycle.
See: [Kits](/features/kits)
---
### 6. Multi-Team Workspaces
Hector provides role-based access and SSO integration (including Active Directory sync), which works well for controlling who can view and manage assets within a single inventory. All users share the same asset pool.
Shelf goes further with workspaces—fully separated inventories for different departments, programs, or locations. IT, media, facilities, and education teams each get their own asset catalog, their own booking calendars, and their own reporting, while the organization maintains a unified view across all teams. This is particularly valuable for universities and multi-site organizations where different groups manage entirely different types of equipment.
See: [Workspaces](/features/workspaces)
---
### 7. Location Tracking Across Sites
Hector records asset locations as a data field in each asset record—useful for static inventories, but reliant on someone manually updating the field when equipment moves.
Shelf treats location as a dynamic property—updated automatically through custody transfers, QR scans, and check-in events. You get a real-time view of where equipment is across all your sites, not just a static label that may be weeks out of date. For organizations managing equipment across multiple buildings or campuses, this provides significantly better visibility.
See: [Location Tracking](/features/location-tracking)
---
### Reports — Operational Visibility
Hector includes basic asset and assignment reports. Shelf includes a built-in [Reports area](/features/reports) with ready-to-run reports — Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot — each with timeframe and filter controls. Every report exports to CSV; chart-based reports also export to PDF.
---
## When Teams Choose Shelf Instead of Hector
Teams tend to choose Shelf over Hector when:
- **Open-source requirements matter**: Government agencies, universities, and security-conscious organizations that need source code access or self-hosting capability
- **Inventory is large but the team is small**: A 10-person team tracking 5,000 assets pays far less on Shelf’s per-seat model than on Hector’s per-asset billing
- **Equipment moves frequently**: Environments where gear is checked out, returned, and re-assigned daily benefit from QR-first workflows over dashboard-centric management
- **Booking shared resources is a core need**: Production studios, media departments, and equipment rooms need forward-looking reservation calendars, not just loan tracking
- **Kits need to stay together**: Teams lending out multi-component equipment sets (camera kits, tool kits, AV setups) need kit-aware tracking with return verification
- **Multiple departments share a platform**: Organizations that want department-level autonomy with organizational oversight through workspaces
- **End users need zero training**: Shelf’s QR-scan interface means students, technicians, and coordinators can check out equipment without learning a dashboard—reducing onboarding friction to nearly zero
---
## When Hector May Be a Better Fit
Hector may be a stronger choice when:
- **CMMS and preventive maintenance are the priority**: Hector’s built-in maintenance scheduling module is designed for environments where tracking service intervals, work orders, and equipment health is the primary concern—think HVAC systems, fleet vehicles, or manufacturing equipment
- **Software license management is needed**: Hector includes a dedicated module for tracking software licenses, renewal dates, and compliance—a capability Shelf does not focus on
- **Depreciation and financial reporting drive the workflow**: Organizations whose asset management is primarily an accounting function (tracking book value, calculating depreciation, preparing for audits) may find Hector’s financial modules more directly aligned
- **Active Directory sync is essential**: Hector’s native AD integration and user synchronization may appeal to Windows-centric IT environments that want automatic user provisioning
- **Cloud-only deployment is preferred**: Teams that do not want to manage infrastructure and prefer a fully managed SaaS experience may appreciate Hector’s turnkey approach
---
## Case Studies
See how teams use Shelf for the kinds of equipment workflows that Hector users often need:
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
- [KCAI — Art College Equipment Tracking](/case-studies/kcai)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Educational Resource Management](/solutions/educational-resource-management)
- [Equipment Check-In](/solutions/equipment-check-in)
- [IT Asset Management](/solutions/it-asset-management)
- [Open Source Asset Management](/solutions/open-source-asset-management)
---
## Itemit Alternative
URL: /alternatives/itemit
Compare Itemit and Shelf to understand how mobile-first asset tracking differs from QR-first equipment operations with booking and kits.
# Itemit Alternative
Itemit is a cloud-based asset tracking platform built by RedBite Solutions, a spin-out from the University of Cambridge founded in 2006. After more than a decade of RFID consultancy work with organizations like Boeing, the United Nations, and Rolls Royce, the RedBite team launched itemit in 2017 as a more accessible, off-the-shelf product for everyday asset tracking. Based in Cambridge, UK, itemit now serves over 3,000 teams with a mobile-first approach that spans QR codes, barcodes, RFID tags, and GPS trackers. Teams evaluating alternatives typically need deeper operational workflows beyond tagging and locating assets -- equipment booking, kit management, custody accountability, and multi-department isolation.
---
## Overview: Itemit vs Shelf
Itemit offers three tiers: Starter (from GBP 399/year for up to 3 users and 1,000 assets), Pro (from GBP 1,599/year with unlimited users), and Industrial (from GBP 2,999/year with RFID and API access included). The platform supports multiple tagging technologies -- QR, barcode, handheld RFID, fixed RFID readers, and GPS trackers -- making it versatile for organizations that need hardware-based location monitoring alongside manual scanning. However, advanced features like REST API access, fixed RFID readers, and Active Directory integration are either locked behind the Industrial tier or sold as paid add-ons on the Pro tier.
Shelf takes a different approach. Rather than layering hardware technologies, Shelf treats QR codes as operational triggers. Scanning a Shelf QR code does not just identify an asset -- it surfaces the item's status, upcoming bookings, custody history, and lets the user complete a check-out, return, or transfer immediately. Shelf is also open source, so teams can inspect the codebase, self-host, or extend functionality without vendor dependency.
---
## Quick Comparison
| Capability | Itemit | Shelf |
|---|---|---|
| **Primary focus** | Asset tagging + multi-technology tracking | Equipment check-out, booking, custody |
| **Pricing** | From GBP 399/year (Starter, 3 users) | Free (self-hosted) or managed cloud |
| **Tagging technologies** | QR, barcode, RFID, GPS | QR-first, no hardware needed |
| **Equipment booking** | Basic check-in/check-out | Full booking calendar with conflict prevention |
| **Kit management** | Individual asset tracking only | Kit-aware booking and verification |
| **Custody chains** | Limited audit trail | Full custody history with accountability |
| **Open source** | No -- proprietary SaaS | Yes -- full codebase available |
| **Unlimited users** | Pro tier and above | Yes |
| **Per-user pricing** | Yes (Starter tier) | No -- flat pricing |
| **Multi-team workspaces** | Single inventory with roles | Separated workspaces per department |
| **Operational reports** | Asset list and audit exports | Built-in operational reports (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
| **CSV bulk import** | Not available per user reports | Yes |
| **Non-profit discount** | 30% off Pro/Industrial | Free self-hosted option |
---
## Where Shelf Takes a Different Approach
### 1. Custody Workflows vs Asset Identification
Itemit's scanning experience is built around identifying and locating assets. Scan a tag, see the asset details, update its location. Shelf's scanning experience is built around accountability. Scan a QR code, and you immediately see who has the item, when it is due back, who booked it next, and you can complete a custody transfer on the spot. For teams managing shared equipment, the question is rarely "where is this laptop?" -- it is "who has it, and when can I get it?"
See: [Custody](/features/custody)
---
### 2. No Per-User Pricing or Hardware Costs
Itemit's Starter tier charges per user (up to 3 users), which reviewers on Capterra note pushes some teams toward sharing login accounts -- undermining the audit trail the software is meant to provide. Moving to Pro for unlimited users jumps the price to GBP 1,599/year. Adding GPS trackers or RFID readers increases costs further with per-device hardware expenses.
Shelf uses printed QR labels that cost pennies per asset. Every smartphone becomes a scanner. There are no per-user surcharges, no beacon infrastructure, and no signal dead zones in warehouses or basements. The total cost of ownership stays predictable regardless of how many people need access.
See: [Location Tracking](/features/location-tracking)
---
### 3. Purpose-Built Booking and Reservations
Itemit offers basic check-in/check-out functionality where users can scan an asset tag to reserve it and set an expected return date. For scheduling visibility, itemit relies on Zapier integrations to push bookings into Google Calendar or Trello -- the platform itself does not provide a visual reservation calendar.
Shelf's booking system is built directly into the platform: real-time availability calendars, automatic double-booking prevention, and multi-day reservation support. Teams can see at a glance what equipment is available for any date range without toggling between separate tools. This matters for film productions scheduling camera packages, universities managing student gear loans, or IT teams coordinating laptop pools.
See: [Bookings](/features/bookings)
---
### 4. Kit Tracking and Component Verification
Itemit tracks assets as individual records. If you manage a camera kit with a body, three lenses, batteries, and a tripod, those are five separate items in itemit with no inherent relationship binding them together.
Shelf groups related equipment into kits that are booked, checked out, and verified as a single unit. When a kit comes back missing a lens cap or a battery charger, Shelf flags the discrepancy before the next user picks it up. This prevents the slow bleed of accessories that plagues shared equipment operations in media production, education, and field services.
See: [Kits](/features/kits)
---
### 5. Workspace Separation for Departments
Itemit organizes assets into a single inventory with role-based permissions. Reviewers note that the information visible to each user type is not customizable, which becomes a friction point when multiple departments need to manage their own equipment independently.
Shelf uses workspaces to separate inventories by department, program, or location. IT, facilities, media production, and athletics each manage their own equipment independently, with organization-level visibility for administrators. No cross-department clutter, no permission complexity.
See: [Workspaces](/features/workspaces)
---
### 6. Open Source with Full Transparency
Itemit is a closed-source, proprietary SaaS product. Your data lives on their infrastructure, and your ability to customize the platform is limited to what their team prioritizes on their roadmap. Reviewers praise itemit's responsiveness to feature requests, but you are still dependent on a vendor's timeline.
Shelf is open source. Teams can review the codebase, understand exactly how their data is handled, self-host the platform for complete control, or extend functionality to fit workflows that no vendor anticipated. For organizations with data governance requirements -- healthcare, government, education -- this is not a nice-to-have.
---
### 7. Search, Filtering, and Bulk Operations
Capterra reviewers note that itemit's search function is limited, with the best filtering achieved through exported reports rather than in-app searches. Bulk import via CSV is also flagged as a gap -- teams migrating from spreadsheets cannot upload multiple assets simultaneously.
Shelf provides full-text search across all asset fields, advanced filtering by category, location, status, and custom fields, and CSV import for bulk asset creation. When you are managing hundreds or thousands of items, the ability to find and organize assets quickly is not optional.
See: [Asset Search](/features/asset-search)
---
## When Teams Choose Shelf Instead of Itemit
Teams often switch from itemit (or choose Shelf over it during evaluation) when their daily operations center on equipment circulation rather than asset identification:
- **Custody matters more than location pings**: Knowing who has equipment and when it is due back is more actionable than a GPS dot on a map
- **Equipment is shared frequently**: Daily check-outs, returns, and reservations need a booking-first platform with a visual calendar, not Zapier workarounds
- **Kits need to stay complete**: Production, education, and field teams managing grouped equipment need kit-level workflows that track components together
- **Multiple departments share one platform**: Workspaces let IT, facilities, and media teams operate independently without stepping on each other
- **Budget is constrained**: Itemit's per-user Starter pricing or GBP 1,599/year Pro tier adds up quickly; Shelf's QR labels and transparent pricing keep total cost of ownership low
- **Bulk operations matter**: Teams migrating from spreadsheets need CSV import, robust search, and filtering from day one
- **Open source matters**: Data sovereignty, self-hosting capability, and codebase transparency are requirements, not nice-to-haves
---
## When Itemit May Be a Better Fit
Itemit has genuine strengths that matter for certain use cases:
- **Multi-technology tagging requirements**: If your operation needs QR codes, barcodes, handheld RFID, fixed RFID readers, and GPS trackers all working within a single platform, itemit's hardware breadth is a real advantage -- particularly for construction, logistics, and field operations where passive GPS monitoring prevents theft or loss of mobile assets
- **Polished mobile-first experience**: Itemit's iOS and Android apps are consistently praised for their clean, intuitive interface. Teams that primarily value a smooth smartphone experience for casual asset tagging will appreciate the app design
- **Quick setup with minimal training**: Snap a photo, scan a tag, start tracking. Itemit's onboarding is designed for teams that want to be operational within minutes, not hours
- **Responsive customer support**: Reviewers across Capterra and GetApp consistently highlight itemit's support team as outstanding -- quick responses, willingness to implement feature requests, and dedicated account managers on higher tiers
- **UK-based data and support**: For organizations that need a UK-headquartered vendor with local support hours and data residency, itemit's Cambridge base is a practical advantage
Both platforms solve asset management, but they solve different problems within it. Itemit is strongest when multi-technology tagging, mobile-first simplicity, and hardware-based location monitoring drive the decision. Shelf is strongest when equipment circulation, custody accountability, booking workflows, and kit management are the daily reality.
---
## Case Studies
See how teams operate with QR-first equipment workflows:
- [Arellano Associates — Event Equipment Management](/case-studies/arellano-associates)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Camera Equipment Check-Out](/solutions/camera-equipment-check-out)
- [IT Asset Tracking](/solutions/it-asset-management)
- [Equipment Reservations](/solutions/equipment-reservations)
---
## ShareMyToolbox Alternative
URL: /alternatives/share-my-toolbox
Compare ShareMyToolbox and Shelf to understand how construction tool tracking differs from multi-purpose equipment operations.
# ShareMyToolbox Alternative
ShareMyToolbox is a construction-focused tool tracking app originally built inside the Viewpoint Construction Software incubator and launched in 2015. Founded by Chuck Elyea, a former CFO of a general contractor, the platform was designed around a single problem: construction crews losing tools across job sites, trucks, and workers. ShareMyToolbox claims its users reduce tool loss by an average of 48%. Teams evaluating alternatives often need equipment management that extends beyond construction-specific tool transfers into advance booking, kit workflows, multi-department support, and use cases spanning IT, education, and media production.
---
## Overview: ShareMyToolbox vs Shelf
ShareMyToolbox uses a per-user pricing model starting at $80/month base fee plus $10 per user per month, with users added in blocks of five. A free plan is available with three employees and ten virtual connections, and a 14-day trial requires no credit card. The platform is built around a mobile app (iOS and Android) where field workers transfer tools between people and job sites using barcode or QR code scanning via their phone cameras.
Shelf approaches equipment management from a broader operational perspective. Rather than focusing exclusively on construction tool transfers, Shelf provides booking calendars, custody chains, kit management, QR-based workflows, and workspace separation that work across industries. Shelf is also open source, giving teams the option to self-host or use the managed cloud service with full codebase transparency.
---
## Quick Comparison
| Capability | ShareMyToolbox | Shelf |
|---|---|---|
| **Primary focus** | Construction tool transfers | Equipment check-out, booking, custody |
| **Pricing** | $80/mo base + $10/user/mo | Free (self-hosted) or managed cloud |
| **Mobile app** | Native iOS and Android | Native iOS & Android app (Shelf Companion) + mobile web |
| **Tool transfers** | Person-to-person via app | QR scan from any smartphone |
| **Equipment booking** | Not available | Built-in with conflict prevention |
| **Kit management** | Individual items only | Kit-aware booking and verification |
| **Service alerts** | Yes — calibration and maintenance reminders | Asset reminders for any date |
| **Barcode/QR scanning** | Yes — via native app camera | Yes — any smartphone camera, no install required for web |
| **Reporting** | Excel exports, usage and costing reports | Dashboard, CSV exports, audit trails |
| **Open source** | No — proprietary SaaS | Yes — full codebase available |
| **Multi-team workspaces** | Single inventory with user roles | Separated workspaces per department |
| **Operational reports** | Tool-out / tool-in activity log | Built-in operational reports (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
| **Integrations** | Box, Google Drive, Dropbox | Open source codebase; CSV import/export |
---
## Where Shelf Takes a Different Approach
### 1. Full Equipment Lifecycle vs Tool Transfers
ShareMyToolbox is built around one core workflow: transferring tools between workers. A foreman assigns a tool to a crew member, the crew member accepts it, and when the job wraps, the tool gets transferred back or to someone else. This works well for construction-specific accountability.
Shelf covers the full equipment lifecycle: booking in advance, checking out, transferring between people, tracking location, verifying kit completeness on return, and maintaining audit trails. For organizations where equipment circulates frequently among many users, the operational scope goes well beyond simple transfers.
See: [Custody](/features/custody)
---
### 2. Advance Booking and Scheduling
Construction tool tracking is inherently reactive: who has the drill right now? Shelf adds proactive scheduling where teams book equipment in advance, see real-time availability on a given date, and prevent double-booking conflicts automatically. This matters for organizations that share expensive or limited-quantity equipment across teams, like universities managing student gear loans or production companies coordinating camera packages across shoots.
ShareMyToolbox has no reservation or booking functionality. If two crews need the same piece of equipment next Tuesday, there is no system-level way to manage that conflict.
See: [Bookings](/features/bookings)
---
### 3. QR Scanning From the Browser or the App
ShareMyToolbox requires field workers to download and sign into a native iOS or Android app. Reviewers on Capterra and GetApp note some feature differences between the mobile app and the web version, and initial setup takes time to complete. For organizations with high staff turnover, seasonal workers, or subcontractors, requiring every person to install and learn the app introduces friction.
Shelf gives users a choice. QR labels work with any smartphone camera in the browser — no app install needed for the web flow. For a native field experience on iPhone and Android, the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play. Either path uses the same Shelf workspace and login.
See: [Location Tracking](/features/location-tracking)
---
### 4. Kit Tracking and Component Verification
ShareMyToolbox tracks tools as individual items. If you manage a field testing kit with a meter, probes, cables, and a carrying case, those are four separate items with no inherent relationship in the system.
Shelf groups related equipment into kits that are booked, checked out, and returned as a single unit. When a kit comes back missing a cable or a probe tip, Shelf flags the discrepancy before the next user picks it up. This prevents the slow bleed of accessories and components that plagues any shared equipment operation.
See: [Kits](/features/kits)
---
### 5. Multi-Department Workspaces
ShareMyToolbox serves construction operations with a single shared inventory. User roles control who can see what, but everything lives in one pool. This works for a single construction company managing tools across job sites.
Shelf uses workspaces to separate inventories by department, program, or location. A university can have separate workspaces for the theatre department, the engineering lab, and the IT help desk. Each team manages their own equipment independently, with organization-level visibility for administrators. No cross-department clutter, no permission headaches.
See: [Workspaces](/features/workspaces)
---
### 6. Pricing Transparency and Open Source
ShareMyToolbox charges $80 per month as a base fee, then $10 per user per month, with users added in blocks of five. For a 25-person team, that comes to $330/month. The per-user model means costs scale directly with headcount, which can be unpredictable for companies with seasonal crews or fluctuating project staffing.
Shelf is open source with transparent pricing. Teams can self-host for free, or use the managed cloud service where the Team plan carries unlimited users at a flat rate. There are no per-seat charges that punish you for onboarding more people, and no vendor lock-in.
---
### 7. Audit and Compliance Workflows
ShareMyToolbox offers Excel-exportable reports on tool usage, costing, and inventory status. This covers basic accountability needs for construction operations.
Shelf provides structured audit workflows where teams can verify physical inventory against digital records, flag discrepancies, and maintain compliance trails. For organizations in regulated industries or those managing high-value shared equipment pools, structured audits go beyond simple reporting.
See: [Audits](/features/audits)
---
## When Teams Choose Shelf Instead of ShareMyToolbox
Teams often choose Shelf over ShareMyToolbox when their equipment management needs extend beyond construction tool transfers:
- **Organizations beyond construction**: Companies managing equipment across IT, media, education, healthcare, and facilities need a platform that is not industry-locked
- **Teams needing advance booking**: Shared equipment pools require scheduling and conflict prevention that tool transfer apps do not provide
- **Operations managing kits**: Multi-component equipment sets need grouped tracking and return verification that individual-item systems cannot support
- **Multi-department companies**: Different teams need independent inventory management with centralized oversight, not a single shared pool
- **Organizations with high staff turnover**: A QR scan in the browser requires no app install, reducing adoption friction for seasonal workers, temps, and subcontractors
- **Budget-conscious scaling**: Per-user pricing becomes expensive at scale; Shelf's unlimited-user model keeps costs predictable as teams grow
- **Open source requirements**: Teams needing data sovereignty, self-hosting capability, or codebase transparency cannot get this from a proprietary SaaS tool
---
## When ShareMyToolbox May Be a Better Fit
ShareMyToolbox has genuine strengths for its target market:
- **Pure construction operations**: Crews focused exclusively on tracking tools between workers, trucks, and job sites will find ShareMyToolbox purpose-built for their exact workflow
- **Tool-crib management**: Construction companies running centralized tool cribs where tools are checked in and out daily benefit from the focused simplicity of the platform
- **Construction-specific reporting**: Teams needing tool costing reports, utilization tracking, and loss analysis within a construction context will find these built in
- **Service and calibration alerts**: Organizations that need automatic reminders for tool servicing, calibration dates, and equipment inspections benefit from ShareMyToolbox's maintenance notification system
- **Cross-platform**: both ship native iOS and Android apps — Shelf Companion is on the App Store and Google Play
- **Simplicity over breadth**: Reviewers consistently praise the low learning curve; one reviewer noted becoming confident enough to demonstrate features to management within days of starting. Teams that want exactly tool tracking and nothing more will appreciate the focused feature set
Both platforms track equipment, but they serve different operational realities. ShareMyToolbox is strongest when construction crews need simple person-to-person tool accountability. Shelf is strongest when equipment circulates across teams, departments, or industries and needs booking, kit management, and workflow flexibility.
---
## Case Studies
See how teams manage equipment operations with QR-first workflows:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Arellano Associates — Event Equipment Management](/case-studies/arellano-associates)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Tool Tracking](/solutions/tool-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Equipment Management](/solutions/equipment-management)
---
## Snipe-IT Alternative
URL: /alternatives/snipe-it
Compare Snipe-IT and Shelf to understand how each platform approaches asset management, equipment workflows, and organizational visibility.
# Snipe-IT Alternative
Snipe-IT is one of the most widely deployed open-source asset management platforms in the world, with over 13,000 GitHub stars and nearly 16 million assets tracked across thousands of organizations. Built in PHP and licensed under AGPL-3.0, it has been the default choice for IT departments that need a free, self-hostable asset registry with deep customization options. Snipe-IT excels at IT-centric record-keeping: serial numbers, purchase orders, depreciation schedules, software license tracking, and LDAP/SAML authentication. Teams exploring alternatives typically need faster day-to-day equipment workflows, simpler onboarding for non-technical users, and modern interfaces that work across all staff levels without administrator involvement.
---
## Overview: Snipe-IT vs Shelf
Snipe-IT approaches asset management as an IT inventory registry. It provides granular data fields, detailed audit logs, software license management, and enterprise authentication integrations. Self-hosting is free, and cloud-hosted plans start at $39.99/month (Basic) up to $249.99/month (Dedicated), with enterprise options reaching $7,500/year. The trade-off is complexity: self-hosted deployments require PHP/MySQL server administration, the interface shows its age compared to modern SaaS tools, and workflows like equipment check-out require administrator-level familiarity.
Shelf approaches asset management as an operational workflow system. Instead of optimizing for the completeness of each asset record, Shelf optimizes for what happens when people interact with equipment: checking it out, booking it, transferring custody, verifying kit completeness, and returning it. Shelf is also open source, so teams get the same self-hosting freedom with a modern, mobile-first interface that non-technical users can adopt without training.
---
## Quick Comparison
| Capability | Snipe-IT | Shelf |
|---|---|---|
| **Primary focus** | IT asset registry + license management | Equipment check-out, booking, custody |
| **Open source** | Yes (AGPL-3.0, PHP/Laravel) | Yes (full codebase available) |
| **Self-hosted pricing** | Free | Free |
| **Cloud pricing** | From $39.99/month | Managed cloud available |
| **Software license tracking** | Yes — seats, expiration, keys | No |
| **Equipment booking** | No native booking system | Built-in with conflict prevention |
| **Consumables / quantity tracking** | Separate Consumables/Accessories types, one-way only, passive min-amount flag | [Per-asset quantity tracking](/features/consumables-tracking): Used-up or Returnable, units of measure, active min-quantity email + in-app alerts |
| **Kit management** | Individual asset tracking only | Kit-aware booking and verification |
| **LDAP/SAML/SSO** | Yes — Active Directory, SAML 2.0 | SSO available |
| **Mobile experience** | Responsive web UI, no native app | Native iOS & Android app (Shelf Companion) + mobile web |
| **Audit trail** | Comprehensive activity logging | Full custody chain + activity log |
| **Network asset discovery** | No — manual entry or CSV import | No — QR-first approach |
| **Multi-team workspaces** | Single instance with role-based access | Separated workspaces per department |
| **Unlimited users** | Yes | Yes, on Team |
---
## Where Shelf Takes a Different Approach
### 1. Operational Workflows vs IT Registry
Snipe-IT is built for IT administrators cataloging hardware inventories. Every asset gets a detailed record with custom fields, depreciation calculations, and warranty tracking. This depth is powerful for maintaining a static registry of what you own.
Shelf is built for equipment that moves. When a film crew needs three camera kits for a Monday shoot, when a university lends 50 laptops to students each semester, or when an IT team manages a shared pool of loaner devices, the daily reality is check-outs, returns, and reservations. Shelf's interface is designed around these transactions, not around populating 40 custom fields per asset record.
See: [Custody](/features/custody)
---
### 2. Modern Interface vs Legacy UI
Snipe-IT's interface has remained largely unchanged for years. G2 and Capterra reviewers consistently note that while it is functional, the design feels dated compared to modern SaaS tools. For IT administrators who live in the system daily, this is manageable. For non-technical staff who need to check out a projector once a week, it is a barrier.
Shelf is designed mobile-first with a contemporary interface. QR scanning, custody transfers, and booking confirmations all work in any modern smartphone browser. For a native experience on iPhone and Android, the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play. Either path, no training session and no administrator hand-holding required.
See: [QR Asset Labels](/features/asset-pages)
---
### 3. Purpose-Built Booking and Reservations
Snipe-IT handles asset assignment: an administrator checks out a device to a user, and checks it back in when returned. There is no native booking or reservation system for scheduling shared equipment in advance.
Shelf includes a full booking system with real-time availability calendars, automatic double-booking prevention, and multi-day reservation support. Users can self-serve their own reservations without needing administrator intervention. This matters for environments where dozens of people share the same equipment pool and need to plan ahead.
See: [Bookings](/features/bookings)
---
### 4. Kit Tracking and Component Verification
Snipe-IT tracks every asset as an individual record. A camera body, three lenses, a battery grip, and a tripod are five separate line items with no inherent relationship. When someone checks out a kit, the administrator must manually process each component.
Shelf groups related equipment into kits that are booked, checked out, and verified as a single unit. When a kit comes back, Shelf flags missing components before the next user picks it up. This prevents the slow bleed of accessories that plagues every shared equipment operation, from film schools to field service teams.
See: [Kits](/features/kits)
---
### 5. Unified Consumables Model vs Separate Entity Types
Snipe-IT models consumables as their own thing. Consumables, Accessories, and Components are distinct entity types you pick up front, each with a minimum-amount field that surfaces as a passive low-stock flag in the interface, and consumables are strictly one-way — once issued, they cannot be checked back in.
Shelf keeps everything in one unified asset record. When you create an asset you choose its tracking method — individually tracked, or [tracked by quantity](/features/consumables-tracking) for a pool of identical units. Quantity-tracked items get a unit of measure, a min-quantity threshold, and a per-item consumption type: "Used up" for items that are consumed, or "Returnable" for items returned with a consumption report at check-in. You decide that choice per item rather than committing the whole record to a one-way entity type. And the low-stock signal is active, not just visual: when available reaches or falls below the threshold, Shelf emails the workspace owner and every admin, and posts an in-app notification to whoever made the change. Quantity-tracked stock can also be reserved in bookings and included in kits — capabilities Snipe-IT's registry model does not offer.
See: [Consumables Tracking](/features/consumables-tracking)
---
### 6. QR-First Operations Without Server Complexity
Self-hosting Snipe-IT requires setting up a PHP/MySQL stack, configuring web servers, managing database backups, and handling updates. Reviewers consistently note that the initial setup is demanding for teams without dedicated sysadmin resources. Cloud hosting removes this burden but starts at $39.99/month.
Shelf uses QR codes as the primary interface for equipment operations. Print labels for pennies, scan with any smartphone, and every interaction is logged. Teams can self-host or use managed cloud, but either way the operational interface requires zero server knowledge from end users.
See: [Location Tracking](/features/location-tracking)
---
### 7. Multi-Team Workspaces
Snipe-IT operates as a single inventory instance with role-based permissions. This works for a single IT department managing one equipment pool. When multiple departments need to manage their own equipment independently, administrators must carefully configure permissions to prevent cross-department clutter and accidental changes.
Shelf uses workspaces to separate inventories by department, program, or location. IT, media production, facilities, and education teams each manage their own equipment independently, with organization-level visibility for administrators. No permission complexity, no cross-department confusion.
See: [Workspaces](/features/workspaces)
---
### 8. Reporting and Analytics
Snipe-IT includes basic reporting: asset lists, audit logs, activity histories, and depreciation reports. Reviewers on G2 and Capterra consistently cite limited reporting and analytics as a weakness, noting the absence of customizable dashboards and advanced analysis tools.
Shelf includes a built-in [Reports area](/features/reports) with ready-to-run reports across bookings, assets, and custody — Booking Compliance (on-time vs late returns), Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot. Each report supports a timeframe picker, filters by category, location, and custodian, and exports to CSV (with PDF export available for chart-based reports). The reports answer the operational questions IT teams actually get asked — what is overdue right now, which assets are going unused, who has what — rather than only documenting what was purchased.
---
## When Teams Choose Shelf Instead of Snipe-IT
Teams often choose Shelf over Snipe-IT when their daily operations center on equipment circulation rather than IT inventory cataloging:
- **Equipment is shared frequently**: Daily check-outs, returns, and reservations need a booking-first platform, not a registry-first one
- **Non-technical users need to participate**: Students, freelancers, and field staff can scan a QR code without training; Snipe-IT's admin-oriented interface requires more onboarding
- **Kits need to stay complete**: Production, education, and field teams managing grouped equipment need kit-level workflows that track components together
- **Multiple departments share one platform**: Workspaces let IT, facilities, and media teams operate independently without stepping on each other
- **Setup speed matters**: Teams that need to be operational in hours rather than days of server configuration
- **Modern UX is a requirement**: Staff adoption depends on an interface that feels intuitive on mobile devices, not just functional on desktop browsers
- **Open source with modern architecture**: Teams want codebase transparency and self-hosting without maintaining a PHP/MySQL stack
---
## When Snipe-IT May Be a Better Fit
Snipe-IT is a respected, mature tool with genuine strengths that matter for certain use cases:
- **Deep IT asset registries**: Organizations that need granular hardware records with 50+ custom fields, depreciation schedules, purchase order tracking, and warranty management will find Snipe-IT's data model more comprehensive
- **Software license management**: If tracking license seats, expiration dates, product keys, and software assignments is a primary concern, Snipe-IT handles this natively where Shelf does not
- **LDAP/Active Directory integration**: Enterprises deeply embedded in Active Directory environments benefit from Snipe-IT's mature LDAP sync and SAML 2.0 integration for automated user provisioning
- **Established PHP/Laravel expertise**: Organizations with existing PHP infrastructure and sysadmin resources can customize and extend Snipe-IT's codebase to fit highly specific IT workflows
- **Static asset inventories**: When equipment is primarily cataloged and assigned to individuals long-term rather than frequently shared, checked out, and returned, a registry model is the right fit
- **Budget constraints with in-house IT**: The free self-hosted version with an in-house team that can manage PHP/MySQL infrastructure remains one of the most cost-effective options available
Both platforms are open source and both serve asset management, but they solve different problems within it. Snipe-IT is strongest as an IT asset registry with deep data fields and enterprise authentication. Shelf is strongest when equipment circulates between people and the daily reality is check-outs, bookings, and custody transfers.
If your team spends more time tracking who has the gear than cataloging what the gear is, Shelf is likely the better fit.
---
## Case Studies
See how teams operate with QR-first equipment workflows:
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [IT Asset Tracking](/solutions/it-asset-management)
- [Open Source Asset Management](/solutions/open-source-asset-management)
- [Equipment Reservations](/solutions/equipment-reservations)
- [Equipment Check-In](/solutions/equipment-check-in)
---
## Sortly Alternative
URL: /alternatives/sortly
Compare Sortly and Shelf to understand how each platform approaches asset tracking, equipment management, and operational workflows.
# Sortly Alternative
Sortly is a cloud-based inventory management app founded in San Francisco in 2013. It built its reputation on a photo-first, visually intuitive approach to cataloging items, and has grown to serve over 30,000 customers across industries like construction, medical supply, and small retail. Sortly excels at answering the question "what do I have?"—but teams that need to answer "who has it, when is it due back, and who needs it next?" often find themselves looking for a different kind of tool.
---
## Overview: Sortly vs Shelf
Sortly offers five tiers: Free (100 items, 1 user), Advanced ($49/month or $24/month billed annually, 2 users), Ultra ($149/month or $74/month annually, 5 users), Premium ($299/month or $149/month annually, 8 users), and Enterprise (custom pricing, 12+ users). Each tier caps the number of items you can track, and key features like role permissions and QuickBooks integration are locked to the Premium tier and above.
Shelf focuses on what happens when equipment moves between people. Instead of organizing items into photo folders, Shelf tracks custody chains, reservations, and kit completeness. Every interaction—check-out, return, location update—happens through a QR scan on any smartphone. Shelf is also open source, with no cap on the number of assets you can track on any plan, and unlimited users on the Team plan at a flat rate rather than per seat.
---
## Quick Comparison
| Capability | Sortly | Shelf |
|---|---|---|
| **Primary focus** | Visual inventory cataloging | Equipment check-out, booking, custody |
| **Pricing** | Free tier; paid from $24/month (annual) | Free (self-hosted) or managed cloud |
| **User limits** | 1–12+ depending on tier | 1 on Personal and Plus; unlimited on Team |
| **Item/entry limits** | 100–10,000+ depending on tier | No item caps |
| **Equipment booking** | Not available | Built-in with conflict prevention |
| **Custody tracking** | Limited — folder-based assignment | Full custody chain with history |
| **Kit management** | No kit grouping | Kit-aware booking and return verification |
| **Consumables / quantity tracking** | Photo-and-count inventory with low-stock and expiration alerts | [Track consumables by quantity](/features/consumables-tracking) with units of measure, min-quantity alerts, and Used-up/Returnable types — on every plan |
| **Integrations** | QuickBooks Online (Premium+); limited otherwise | Open source codebase; CSV import/export |
| **Open source** | No — proprietary SaaS | Yes — full codebase available |
| **Mobile experience** | Native iOS/Android app | Native iOS & Android app (Shelf Companion) + mobile web |
| **Multi-team workspaces** | Single inventory with user roles | Separated workspaces per department |
| **Operational reports** | Activity log and basic exports | Built-in operational reports (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
---
## Where Shelf Takes a Different Approach
### 1. Operational Workflows vs Inventory Cataloging
Sortly is designed around the concept of a visual inventory list. You photograph items, organize them into folders and subfolders, tag them, and browse your catalog. This works well when your goal is knowing what you own and where it is stored.
Shelf is designed around what happens after you know what you own. When a film student needs a camera kit for the weekend, when an IT technician hands a loaner laptop to an employee, or when a field crew checks out a surveying tool at 6 AM—those are workflow events that require custody transfer, scheduling, and accountability. Shelf treats every asset as something that moves, not something that sits.
See: [Custody](/features/custody)
---
### 2. No Per-Tier Item Caps or User Limits
Sortly gates both the number of items and the number of users by pricing tier. The Free plan allows 100 items and 1 user. Even the Ultra tier—the most popular plan at $74/month annually—caps you at 2,000 items and 5 users. Organizations that outgrow these limits face a steep jump to Premium or Enterprise pricing.
Shelf never caps items, on any plan, including the free one. Seats work differently: the free Personal plan and Plus are single-user, and the **Team** plan carries unlimited users at a flat $67/month. So the tier you pick is the one decision — whether you track 200 assets or 20,000, and whether you have 3 team members or 300, the price does not move after that. For teams that grow quickly or manage large inventories across departments, this removes the constant pressure of tier upgrades.
See: [Location Tracking](/features/location-tracking)
---
### 3. Purpose-Built Booking and Reservations
Sortly does not offer equipment booking or reservation functionality. If your team shares equipment that needs to be scheduled—camera gear, loaner devices, event supplies, lab instruments—you would need a separate calendar tool or spreadsheet alongside Sortly.
Shelf includes native booking with real-time availability, automatic double-booking prevention, and multi-day reservation support. Users can see what is available, reserve it for a specific window, and receive the equipment with a clear return date. This matters for any team where multiple people compete for the same assets.
See: [Bookings](/features/bookings)
---
### 4. Kit Tracking and Component Verification
Sortly tracks items individually. If you manage a drone kit with a controller, three batteries, a carrying case, and spare propellers, those are separate entries in separate folders. There is no way to group them as a single bookable unit or verify that all components return together.
Shelf groups related equipment into kits. Book the drone kit, and every component is reserved together. Return it, and Shelf flags any missing pieces before the next person picks it up. This prevents the gradual loss of accessories that plagues shared equipment pools—the missing battery charger, the absent lens cap, the cable that never came back.
See: [Kits](/features/kits)
---
### 5. One Model for Trackable Gear and Consumables
Sortly is count-and-photo centric: it catalogs items and watches stock levels, with low-stock and expiration alerts that suit consumable supplies. But the same workspace does not turn those items into bookable, custody-tracked equipment.
Shelf keeps both in one place. The same workspace that handles individually tracked equipment can also [track consumables by quantity](/features/consumables-tracking) — set a unit of measure (pcs, boxes, liters), a min-quantity threshold that triggers a low-stock email, and choose whether each item is "Used up" (consumed) or "Returnable" (returned with a consumption report at check-in). Available quantity is computed live as you assign, reserve, and restock. Quantity-tracked stock can be reserved in bookings and dropped into kits, so cables, batteries, and supplies live alongside the gear they support instead of in a separate count list.
See: [Consumables Tracking](/features/consumables-tracking)
---
### 6. Integration and Extensibility
Sortly's integration ecosystem is limited. QuickBooks Online integration is available only on the Premium tier and above, and reviewers on Capterra and Software Advice have consistently noted the lack of third-party integrations as a significant gap. API and webhook access require the Enterprise plan.
Shelf is open source, which means teams can inspect the codebase, build custom integrations, or self-host the entire platform. There is no vendor lock-in, and teams with development resources can extend Shelf to connect with any system their organization already uses.
---
### 7. Multi-Department Workspaces
Sortly organizes everything into a single inventory with folder-based separation and user roles. This works for a single team but becomes difficult when IT, facilities, a media department, and an education program all need to manage their own equipment within the same organization. Folder structures get deep, permissions get complex, and cross-department clutter is hard to avoid.
Shelf uses workspaces to give each team a fully separate inventory. Each workspace has its own assets, users, and settings. Administrators retain visibility across the entire organization without any department seeing another's equipment.
See: [Workspaces](/features/workspaces)
---
### 8. QR-First Field Operations
Sortly includes barcode and QR code scanning for looking up items and performing inventory counts. However, QR codes in Sortly serve as a search shortcut—scan to find the item record—rather than as a workflow trigger.
Shelf uses QR codes as the primary operational interface. Scan to check out, scan to return, scan to update location, scan to see the full custody history. Every smartphone becomes a scanner in the browser, and the free [Shelf Companion app](/mobile-app) on iOS and Android gives you a native-feeling field experience when you want one. For teams doing equipment handoffs on loading docks, at event venues, or in campus gear rooms, the difference between "scan to find" and "scan to do" is substantial.
---
## When Teams Choose Shelf Instead of Sortly
Teams typically choose Shelf over Sortly when their equipment moves frequently and accountability matters more than cataloging:
- **Shared equipment needs scheduling**: Multiple people need the same assets on different days, and a booking system prevents conflicts
- **Custody chains matter**: Knowing who has equipment and when it is due back is more important than knowing what shelf it normally lives on
- **Kits need to stay complete**: Production, education, and field teams managing grouped equipment need kit-level tracking
- **User and item limits are a concern**: Growing teams and large inventories should not be penalized with forced tier upgrades
- **Multiple departments share one platform**: IT, facilities, and media teams each need their own workspace without cross-department noise
- **Open source is a requirement**: Data sovereignty, self-hosting, and codebase transparency are organizational priorities
---
## When Sortly May Be a Better Fit
Sortly has genuine strengths that make it the right choice for certain teams:
- **Visual cataloging is the primary need**: Teams that want to photograph, organize, and browse a visual inventory of supplies, materials, or personal collections will appreciate Sortly's photo-first design
- **Small teams with static inventory**: A small business tracking supplies in a single warehouse or storage room, where items rarely change hands, fits Sortly's model well
- **Low stock alerts and reordering**: Sortly's alert system for low inventory levels and expiration dates is useful for consumable supplies management
- **Native mobile on both iOS and Android**: Sortly ships a native app on both platforms today, and so does Shelf — Shelf Companion is on the App Store and Google Play
- **Simple setup for non-technical users**: Sortly's folder-and-photo approach requires virtually no training and works intuitively for individuals or very small teams
Both platforms track physical things—but they optimize for different realities. Sortly is built for knowing what you have. Shelf is built for managing who uses it and when.
---
## Case Studies
See how teams operate with QR-first equipment workflows:
- [Industrial Artifacts — Moved 8,860 Items Off Sortly in Under Two Weeks](/case-studies/industrial-artifacts) — An antique mall and auction house switched when their Sortly contract expired, kept the barcodes already on their shelves, and now tracks 10,000+ one-of-a-kind objects across two buildings.
- [Arellano Associates — Event Equipment Management](/case-studies/arellano-associates)
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Tool Tracking](/solutions/tool-tracking)
- [Educational Resource Management](/solutions/educational-resource-management)
---
## Timly Alternative
URL: /alternatives/timly
Compare Timly and Shelf to understand how GPS-capable asset tracking differs from QR-first equipment operations with booking and kits.
# Timly Alternative
Timly is a cloud-based asset tracking platform founded in Zurich, Switzerland in 2020. It grew out of a collaboration with a construction company, and that heritage shows: Timly is strongest in maintenance scheduling, employee certification tracking, and IoT-based GPS monitoring for tools and heavy equipment. Teams evaluating alternatives typically need faster day-to-day equipment workflows—check-outs, bookings, kit management—rather than passive GPS surveillance or maintenance compliance features.
---
## Overview: Timly vs Shelf
Timly offers three tiers: Essential+ (from EUR 185/month), Professional (from EUR 495/month), and Enterprise (custom pricing). All tiers include unlimited users, which is a strength. However, core operational features like GPS tracking, consumables management, and REST API access are locked behind the Professional tier, pushing many teams toward the higher price point.
Shelf focuses on what happens when people interact with equipment. Instead of passive IoT monitoring, Shelf’s QR-first approach makes every interaction intentional: scan to check out, scan to return, scan to see who booked it next. Location is captured as part of the workflow, not as a separate hardware-dependent system. Shelf is also open source, so teams can inspect the codebase, self-host, or extend functionality without vendor dependency.
---
## Quick Comparison
| Capability | Timly | Shelf |
|---|---|---|
| **Primary focus** | Maintenance scheduling + IoT tracking | Equipment check-out, booking, custody |
| **Pricing** | From EUR 185/month (Essential+) | Free (self-hosted) or managed cloud |
| **GPS/IoT tracking** | Yes (Professional tier) | No — QR-first, no hardware needed |
| **Equipment booking** | Not a core feature | Built-in with conflict prevention |
| **Consumables / stock levels** | Yes — only on the higher Professional tier | On every plan — quantity, unit of measure, min-quantity low-stock alerts |
| **Kit management** | Individual asset tracking only | Kit-aware booking and verification |
| **Employee certifications** | Yes — qualification management | No |
| **Open source** | No — proprietary SaaS | Yes — full codebase available |
| **Unlimited users** | Yes (all tiers) | Yes |
| **Mobile experience** | Web-based, reviewers note room for improvement | Native iOS & Android app (Shelf Companion) + mobile web |
| **Multi-team workspaces** | Single inventory with roles | Separated workspaces per department |
| **Operational reports** | Asset and depreciation reports with exports | Built-in operational reports (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
---
## Where Shelf Takes a Different Approach
### 1. Custody Workflows vs Location Surveillance
Timly’s IoT tracking tells you where an asset is on a map. Shelf’s custody system tells you who has it, when they took it, when it’s due back, and who needs it next. For most teams, the accountability chain matters more than GPS coordinates. Knowing a laptop is in Building C is less useful than knowing Sarah checked it out at 9 AM, it’s due back at 5 PM, and Marcus has it booked for tomorrow morning.
See: [Custody](/features/custody)
---
### 2. No Hardware Dependencies or Per-Asset Costs
Timly’s GPS and Bluetooth tracking require physical IoT devices attached to each asset—batteries to replace, signal range to manage, and per-tracker hardware costs that scale with your inventory. For a 500-asset operation, the hardware alone can exceed the software subscription.
Shelf uses printed QR labels that cost pennies per asset. Every smartphone becomes a scanner. No batteries, no beacon infrastructure, no signal dead zones in warehouses or basements.
See: [Location Tracking](/features/location-tracking)
---
### 3. Purpose-Built Booking and Reservations
Timly’s core strength is maintenance scheduling—planning inspections, tracking service dates, documenting repairs. Equipment reservation and booking are not a primary focus of the platform.
Shelf’s booking system is designed for high-frequency shared equipment environments: real-time availability calendars, automatic double-booking prevention, and multi-day reservation support. This matters for film productions scheduling camera packages, universities managing student gear loans, or IT teams coordinating laptop pools.
See: [Bookings](/features/bookings)
---
### 4. Kit Tracking and Component Verification
Timly tracks assets as individual records. If you manage a camera kit with a body, three lenses, batteries, and a tripod, those are five separate items in Timly with no inherent relationship.
Shelf groups related equipment into kits that are booked, checked out, and verified as a single unit. When a kit comes back missing a lens cap or a battery charger, Shelf flags the discrepancy before the next user picks it up. This prevents the slow bleed of accessories that plagues shared equipment operations.
See: [Kits](/features/kits)
---
### 5. Pricing Transparency and Open Source
Timly’s pricing starts with the Essential+ tier, but teams needing GPS tracking, API access, or consumables management must upgrade to the higher-priced Professional tier. Enterprise pricing is not published. Feature gating across tiers means the platform you evaluate during a trial may not reflect what you actually pay for.
Shelf is open source with transparent pricing. Teams can self-host for free or use the managed cloud service, and consumables come standard: every plan can [track supplies by quantity](/features/consumables-tracking) with a unit of measure and min-quantity low-stock alerts—no upgrade required. There are no features locked behind opaque enterprise tiers, and no vendor lock-in—your data and your deployment are yours.
---
### 6. Mobile Experience and Interface Design
Timly users consistently praise the platform’s ease of initial setup, but reviewers on G2 and Capterra note that the mobile interface could be better optimized for smartphone use. For teams doing equipment check-outs in the field, on loading docks, or in gear rooms, a mobile-first experience is not optional.
Shelf is designed mobile-first. QR scanning, custody transfers, and booking confirmations all work in any smartphone browser. For a native field experience on iPhone and Android, the free [Shelf Companion app](/mobile-app) is on the App Store and Google Play. Either path, the workspace, login, and data are the same as the web.
---
### 7. Multi-Team Workspaces
Timly organizes assets into a single inventory with role-based access. This works for single-department deployments but becomes cumbersome when multiple teams—IT, facilities, media production, education—need to manage their own equipment independently within the same organization.
Shelf uses workspaces to separate inventories by department, program, or location. Each team manages their own equipment independently, with organization-level visibility for administrators. No cross-department clutter, no permission complexity.
See: [Workspaces](/features/workspaces)
---
## When Teams Choose Shelf Instead of Timly
Teams often switch from Timly (or choose Shelf over it during evaluation) when their daily operations center on equipment circulation rather than maintenance compliance:
- **Custody matters more than coordinates**: Knowing who has equipment and when it’s due back is more actionable than a dot on a map
- **Budget is a factor**: Timly’s Professional tier at EUR 495/month plus IoT hardware costs adds up quickly; Shelf’s QR labels and transparent pricing keep total cost of ownership low
- **Equipment is shared frequently**: Daily check-outs, returns, and reservations need a booking-first platform, not a maintenance-first one
- **Kits need to stay complete**: Production, education, and field teams managing grouped equipment need kit-level workflows that track components together
- **Multiple departments share one platform**: Workspaces let IT, facilities, and media teams operate independently without stepping on each other
- **Non-technical users need to participate**: Students, freelancers, and field staff can scan a QR code without training; GPS dashboards require administrator involvement
- **Open source matters**: Data sovereignty, self-hosting capability, and codebase transparency are requirements, not nice-to-haves
---
## When Timly May Be a Better Fit
Timly has genuine strengths that matter for certain use cases:
- **Maintenance-heavy operations**: Construction companies, manufacturing facilities, and fleet managers who need automated inspection scheduling, repair documentation, and compliance tracking will find Timly’s maintenance module more mature
- **Employee certification tracking**: If your primary concern is ensuring operators are certified to use specific equipment—common in construction and healthcare—Timly’s qualification management feature addresses this directly
- **High-value mobile assets needing GPS**: Vehicles, generators, or heavy machinery moving between remote job sites where real-time GPS tracking prevents theft or loss and no one is available to scan a QR code
- **ERP integration requirements**: Timly’s Professional tier offers REST API access and pre-built connectors to SAP, Microsoft Dynamics 365, and DATEV, which matters for organizations deeply embedded in those ecosystems
Both platforms solve asset management, but they solve different problems within it. Timly is strongest when maintenance compliance, employee certifications, and IoT location monitoring drive the decision. Shelf is strongest when equipment circulation, custody accountability, and booking workflows are the daily reality.
If your team spends more time scheduling who gets the gear than scheduling when the gear gets serviced, Shelf is likely the better fit.
---
## Case Studies
See how teams operate with QR-first equipment workflows:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [Arellano Associates — Event Equipment Management](/case-studies/arellano-associates)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Camera Equipment Check-Out](/solutions/camera-equipment-check-out)
- [IT Asset Tracking](/solutions/it-asset-management)
---
## UpKeep Alternative
URL: /alternatives/upkeep
Compare UpKeep and Shelf to understand when a full CMMS is the right choice—and when a lightweight, workflow-first equipment platform is a better fit.
# UpKeep Alternative
UpKeep is a Los Angeles-based CMMS (Computerized Maintenance Management System) founded in 2016 by Ryan Chan, who built the product after experiencing firsthand how painful maintenance workflows were while working as a process engineer at a manufacturing plant. Backed by $50M in venture funding from Y Combinator, Insight Partners, and Emergence Capital, UpKeep has grown to serve over 4,000 companies with a mobile-first approach to work orders, preventive maintenance, and technician coordination. Teams evaluating alternatives typically find that UpKeep's depth in maintenance management comes with complexity and per-user costs that don't fit when the real need is straightforward equipment tracking, check-outs, and bookings.
---
## Overview: UpKeep vs Shelf
UpKeep offers four tiers: Lite ($20/user/month), Starter ($45/user/month), Professional ($75/user/month), and Business+ (custom pricing). Per-user pricing means costs scale directly with team size. A 25-person operations team on the Starter plan pays over $13,000/year before adding IoT sensors or advanced analytics. Core features like AI-powered insights and advanced reporting are reserved for higher tiers, which reviewers on Capterra and G2 frequently note as a friction point for smaller organizations.
Shelf takes a fundamentally different approach. Instead of managing maintenance tickets and technician schedules, Shelf focuses on what happens when people interact with equipment: who checked it out, where it went, when it's due back, and who needs it next. Shelf is also open source, so teams can self-host for free or use the managed cloud service without per-user scaling concerns.
---
## Quick Comparison
| Capability | UpKeep | Shelf |
|---|---|---|
| **Primary focus** | Work orders, preventive maintenance, technician dispatch | Equipment check-out, booking, custody, location |
| **Pricing model** | Per user/month (from $20) | Free (self-hosted) or managed cloud |
| **Work order management** | Core feature with checklists, photos, time logging | Not a focus — built for equipment workflows |
| **Preventive maintenance** | Automated schedules, meter-based triggers, IoT alerts | No — maintenance scheduling is not the use case |
| **Equipment booking** | Not a core feature | Built-in with conflict prevention |
| **Kit management** | Individual asset records only | Kit-aware booking and return verification |
| **IoT / sensor integration** | Yes — wireless sensors with auto-work-order creation | No — QR-first, no hardware needed |
| **Parts & consumables** | Yes — purchase orders, reorder automation, work-order-linked parts consumption | Tracks consumables/spare parts by quantity with min-quantity low-stock email alerts; no purchase-order automation |
| **Open source** | No — proprietary SaaS | Yes — full codebase available |
| **Per-user pricing** | Yes — every user adds cost | No — unlimited users |
| **Mobile experience** | Native iOS/Android app | Native iOS & Android app (Shelf Companion) + mobile web |
| **Multi-team workspaces** | Single inventory with roles | Separated workspaces per department |
| **Operational reports** | Strong maintenance, work-order, and asset-history reports | Built-in operational reports for bookings/custody/utilization (booking compliance, top booked assets and kits, utilization, idle, custody, distribution) with CSV/PDF export |
---
## Where Shelf Takes a Different Approach
### 1. Equipment Circulation vs Maintenance Tickets
UpKeep is built around work orders. A technician receives a request, logs parts and labor, closes the ticket, and the maintenance manager reviews KPIs. That workflow makes sense in manufacturing plants, facilities with HVAC systems, and fleet operations where preventive maintenance scheduling drives the business.
But many teams don't manage maintenance at all. They manage equipment movement: laptops going out to new hires, cameras booked for productions, AV gear checked out for events, tools moving between job sites. For these teams, UpKeep's work order system is overhead they pay for but never use. Shelf is built specifically for this circulation pattern: check-out, track custody, return, repeat.
See: [Custody](/features/custody)
---
### 2. Flat Pricing vs Per-User Scaling
UpKeep's per-user pricing creates a direct tension: the more people who need to interact with equipment, the higher the bill. For a 50-person team on the Starter plan, that's $27,000/year. Organizations often respond by limiting who gets access, which defeats the purpose of having a system that tracks accountability across the team. Review sites surface this complaint regularly, with users noting that costs escalate quickly when advanced features require tier upgrades.
Shelf includes unlimited users on all plans. The equipment room manager, the field technician, the department head checking availability, and the intern picking up a loaner laptop all participate without adding line items to the invoice. This is particularly important for education and media environments where dozens of users interact with shared gear.
---
### 3. Purpose-Built Booking and Reservations
UpKeep schedules maintenance events: inspections, PM routines, sensor-triggered alerts. What it does not provide is a reservation system for shared equipment. If three production teams need the same camera package next week, UpKeep has no native way to manage that conflict.
Shelf's booking system handles exactly this: real-time availability calendars, automatic double-booking prevention, and multi-day reservation support. Film crews scheduling camera packages, universities managing student gear loans, and IT teams coordinating laptop pools all rely on booking-first workflows that UpKeep was never designed to support.
See: [Bookings](/features/bookings)
---
### 4. Kit Tracking and Component Verification
UpKeep tracks assets as individual records with maintenance histories. If you manage a video production kit with a camera body, three lenses, a wireless mic, batteries, and a tripod, those are six separate items in UpKeep with no inherent grouping for check-out purposes.
Shelf bundles related equipment into kits that are booked, checked out, and verified as a single unit. When a kit returns missing an SD card or a battery charger, Shelf flags the discrepancy before the next user picks it up. This prevents the slow bleed of accessories that plagues high-turnover shared equipment operations, something a maintenance-focused CMMS has no mechanism to address.
See: [Kits](/features/kits)
---
### 5. QR-First Simplicity vs CMMS Complexity
UpKeep reviewers consistently praise its mobile app and ease of use relative to legacy CMMS platforms. But even an accessible CMMS carries inherent complexity: work order categories, priority levels, technician assignments, parts logs, and compliance documentation. For teams that just need to track who has what, that structure becomes noise.
Shelf uses QR codes as the primary interface. Scan to check out, scan to return, scan to see the full custody history. Any smartphone becomes a scanner — in the browser, or via the free [Shelf Companion app](/mobile-app) on iOS and Android. A student borrowing a laptop, a contractor picking up tools, or an event coordinator grabbing AV gear can complete the transaction in seconds without CMMS training.
See: [Location Tracking](/features/location-tracking)
---
### 6. Multi-Department Workspaces
UpKeep organizes assets in a single inventory with role-based permissions. This works well for a dedicated maintenance department but becomes cumbersome when IT, facilities, media production, and education programs all need independent equipment management within the same organization.
Shelf uses workspaces to separate inventories by department, program, or location. Each team manages their own equipment independently, while administrators retain organization-level visibility. No cross-department clutter, no permission matrix to maintain.
See: [Workspaces](/features/workspaces)
---
### 7. Open Source and Data Ownership
UpKeep is proprietary SaaS with no self-hosting option. Your asset data, maintenance records, and operational history live on UpKeep's infrastructure under their terms. If you leave, you export what they allow.
Shelf is fully open source. Teams can inspect the codebase, self-host on their own infrastructure, and extend functionality without waiting for vendor roadmap decisions. For organizations with data sovereignty requirements or IT policies that prohibit third-party-hosted operational data, this is a deciding factor rather than a nice-to-have.
---
## When Teams Choose Shelf Instead of UpKeep
Teams choose Shelf over UpKeep when their daily operations center on equipment circulation rather than maintenance management:
- **Equipment moves more than it breaks**: The primary workflow is check-outs, returns, and transfers rather than repairs and inspections
- **Per-user costs don't scale**: UpKeep's pricing model becomes prohibitive when 30+ people need system access for basic equipment interactions
- **Booking is the bottleneck**: Scheduling shared gear is a daily challenge, not an occasional convenience
- **Kits need to stay complete**: Production, education, and field teams managing grouped equipment need component-level tracking on return
- **Multiple departments share one platform**: IT, facilities, and media teams need independent workspaces rather than a single CMMS inventory
- **Non-technical users participate daily**: Students, contractors, and field staff can scan a QR code without CMMS onboarding
- **Open source matters**: Data sovereignty, self-hosting capability, and codebase transparency are organizational requirements
---
## When UpKeep May Be a Better Fit
UpKeep has genuine strengths that make it the right choice for specific operational profiles:
- **Maintenance-driven operations**: Manufacturing plants, food and beverage facilities, and property management companies with structured PM schedules, compliance requirements, and technician coordination will find UpKeep's work order engine far more capable than anything Shelf offers
- **IoT sensor monitoring**: If assets need 24/7 automated condition monitoring with sensor-triggered work orders (vibration, temperature, runtime hours), UpKeep's IoT integration addresses this directly
- **Purchase-order automation and work-order-linked parts**: Teams that need to automate purchase orders and associate parts consumption with specific work orders have a genuine need UpKeep serves. (Shelf does [track consumables and spare parts by quantity](/features/consumables-tracking) with min-quantity low-stock email alerts — it simply doesn't automate reordering or tie parts to work orders.)
- **Technician dispatch and labor tracking**: Organizations with dedicated maintenance staff who need assignment routing, time logging, and wrench-time analytics benefit from UpKeep's technician-focused workflow
- **Regulatory compliance documentation**: Industries requiring auditable maintenance records for OSHA, FDA, or ISO compliance will find UpKeep's documentation and reporting more mature for that purpose
Both platforms manage assets, but they solve different operational problems. UpKeep excels when the question is "when does this asset need service and who will do the work?" Shelf excels when the question is "who has this equipment and when is it coming back?"
---
## Case Studies
See how teams operate with equipment-first workflows:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Equipment Reservations](/solutions/equipment-reservations)
- [IT Asset Tracking](/solutions/it-asset-management)
- [Tool Tracking](/solutions/tool-tracking)
---
## Wasp Barcode Alternative
URL: /alternatives/wasp
Compare Wasp Barcode and Shelf to understand how barcode-based asset tracking differs from QR-first equipment operations.
# Wasp Barcode Alternative
Wasp Barcode Technologies has been selling barcode-based asset tracking to small and mid-sized businesses since the 1990s. Their model is distinctive: Wasp bundles proprietary hardware—barcode scanners, label printers, and rugged mobile computers—with their AssetCloud software, positioning themselves as an all-in-one provider. Teams exploring alternatives typically want to stop buying dedicated scanning hardware, move to smartphone-based workflows, and gain operational features like equipment booking and kit management that hardware-era platforms were never designed to support.
---
## Overview: Wasp Barcode vs Shelf
Wasp Barcode takes a hardware-first approach. Their AssetCloud platform comes in two variants: a cloud-hosted subscription (starting around $995/year) and AssetCloudOP, a self-hosted option with a one-time license starting around $1,795 for one user up to $6,995 for five users—plus an 18% annual maintenance fee after year one. Both versions are designed to work with Wasp-branded scanners, printers, and mobile computers, though the software also supports iOS and Android devices.
Shelf is hardware-independent. QR labels can be printed on any label printer or standard office printer, and any smartphone camera serves as the scanner. There are no proprietary devices to purchase, maintain, or replace. Beyond eliminating hardware costs, Shelf provides operational depth that Wasp was not built for: booking systems with conflict-free scheduling, custody chains, kit management with parent-child tracking, and multi-department workspaces.
---
## Where Shelf Takes a Different Approach
### 1. Smartphone-Native, No Dedicated Hardware
Wasp markets itself as the only provider that bundles software, hardware, and asset tags into a single purchase. Their hardware kits include devices like the DR5 mobile computer, WWS650 pocket scanner, and WPL308 label printer. While convenient for organizations starting from scratch, it locks teams into proprietary devices that need maintenance, replacement, and training.
Shelf works with the phones your team already carries. Every QR scan triggers an operational workflow—check out, return, transfer custody—without purchasing or maintaining dedicated scanning hardware. New staff can scan and act immediately, with no device training required.
See: [Custody](/features/custody)
---
### 2. QR Codes Over Traditional Barcodes
Wasp’s system is built around traditional 1D and 2D barcodes that require dedicated readers positioned at close range with direct line-of-sight. QR codes are fundamentally different: scannable with any phone camera, readable at wider angles and distances, and each code links directly to a web-based asset page where users can take immediate action—check out, report damage, view history—without opening a separate desktop application.
See: [Location Tracking](/features/location-tracking)
---
### 3. Built-In Booking for Shared Equipment
Wasp AssetCloud provides check-out and check-in tracking, but it does not include a reservation or scheduling system. Teams that share equipment—projectors, vehicles, cameras, testing instruments—have no way to book items ahead of time or see future availability within the platform.
Shelf includes native booking with a calendar view, conflict-free scheduling, and real-time availability. Users reserve equipment in advance, and the system prevents double-bookings automatically. No separate scheduling tool or spreadsheet required.
See: [Bookings](/features/bookings)
---
### 4. Kit and Accessory Management
Wasp tracks individual assets in flat lists. Each barcode corresponds to a single item, with no native way to group related equipment into logical sets. If a team checks out a presentation kit with a projector, laptop, clicker, and cables, each piece is tracked independently.
Shelf groups related items into kits with parent-child relationships. Book a presentation kit, and all components are reserved, checked out, and verified together on return. Shelf flags missing pieces automatically, reducing loss of accessories and peripherals.
See: [Kits](/features/kits)
---
### 5. Transparent Pricing vs. Hardware Lock-In
Wasp’s pricing can escalate quickly. Beyond the software license, organizations pay for barcode scanners, mobile computers, label printers, and ongoing maintenance. The RFID module is a separate paid add-on that requires Wasp-approved RFID hardware and RFID tags. Maintenance and support renewals at 18% of the license cost add up year over year.
Shelf uses transparent per-seat pricing with no hardware requirements. Teams print QR labels on any printer and scan with existing smartphones. There are no add-on modules, no hardware lock-in, and no surprise maintenance fees.
---
### 6. Modern Interface vs. Legacy Design
Wasp AssetCloud’s interface reflects its on-premise desktop software origins. Users and reviewers consistently note that the reporting system has a steep learning curve, the report designer lacks basic functionality like a working undo button, and the overall system can feel dated. Quick Search only covers a limited set of pre-defined columns, which can make finding specific assets frustrating.
Shelf is browser-native with a modern, responsive interface designed for speed. Search works across all asset fields, filtering is immediate, and the design prioritizes the actions teams perform most: scanning, checking out, returning, and transferring equipment.
---
### 7. Cloud-Native and Open Source
Wasp offers both cloud (AssetCloud) and on-premise (AssetCloudOP) options, but the architecture reflects its on-premise roots. AssetCloudOP requires customer-hosted servers, and even the cloud version is a hosted instance of the same legacy codebase.
Shelf is cloud-native and open source. There are no servers to maintain, no software to install, and the full source code is available on GitHub for teams that want to inspect, contribute, or self-host. Updates ship continuously without manual upgrades or downtime.
---
### 8. Multi-Department Workspaces
Wasp AssetCloud does not offer workspace separation. Organizations with multiple departments—IT, facilities, media, operations—share a single asset pool. Controlling who sees and manages what requires manual permission configuration.
Shelf separates inventories by department, program, or location through dedicated workspaces. Each team manages its own equipment independently while the organization retains visibility across all departments.
See: [Workspaces](/features/workspaces)
---
### Reports — Operational Visibility
Wasp Barcode includes a library of inventory and asset reports rooted in its barcode/scanner workflow. Shelf includes a built-in [Reports area](/features/reports) on every plan with ready-to-run reports for the modern equipment-operations workflow — Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, and Custody Snapshot. Every report exports to CSV; chart-based reports also export to PDF.
---
## When Teams Choose Shelf Instead of Wasp Barcode
- **Teams eliminating hardware costs**: No barcode scanners, no dedicated mobile computers, no proprietary label printers—just smartphones and printed QR labels
- **Organizations needing booking workflows**: Shared equipment environments require reservation and scheduling features that Wasp does not provide
- **Operations managing kits and accessories**: Multi-component equipment needs grouped tracking, not individual barcode scans on flat asset lists
- **Multi-department organizations**: Workspace separation gives each team its own inventory without complicated permission setups
- **Teams replacing outdated interfaces**: Staff across all technical levels can use Shelf immediately without the steep learning curve reported with Wasp’s reporting and search tools
- **Budget-conscious teams**: Transparent per-seat pricing with no hardware purchases, RFID add-on fees, or annual maintenance surcharges
---
## When Wasp Barcode May Be a Better Fit
- **Organizations with existing Wasp hardware investments**: Teams that have already purchased Wasp scanners, printers, and mobile computers may want to continue using that infrastructure
- **Strict on-premise requirements**: AssetCloudOP supports self-hosted deployments for organizations that cannot use cloud-hosted solutions due to regulatory or connectivity constraints
- **High-throughput warehouse environments**: Dedicated barcode scanning hardware with physical triggers can be faster than phone cameras in environments where thousands of items move through a single scan point daily
- **RFID-dependent workflows**: Teams that specifically require RFID tracking with long-range, multi-tag reads may benefit from Wasp’s RFID add-on module and compatible hardware
---
## Case Studies
See how teams modernize their tracking workflows after moving away from hardware-dependent systems:
- [CES Utility Solutions — $70K Equipment Recovery](/case-studies/ces-70k-recovery)
- [ResQ Contact Center — 4,000+ Devices Across Multiple Sites](/case-studies/resq-contact-center)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
---
## Related Solutions
- [Asset Tracking](/solutions/asset-tracking)
- [Fixed Asset Tracking](/solutions/fixed-asset-tracking)
- [IT Asset Management](/solutions/it-asset-management)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Mobile Asset Auditing](/solutions/mobile-asset-auditing)
---
## WebCheckout Alternative
URL: /alternatives/webcheckout
Compare WebCheckout and Shelf to understand how education and media equipment checkout systems differ in approach and usability.
# WebCheckout Alternative
WebCheckout has been the dominant equipment checkout platform in higher education for over a decade, serving more than 250 academic media centers, film schools, and production studios across seven countries. It is purpose-built for the academic equipment lending model: a staffed checkout desk, barcode scanners, patron categories tied to student enrollment, and scheduling rules linked to course sections.
Teams evaluating alternatives typically run into one or more of these friction points: new student workers needing days of training before they can operate the desk, checkout workflows that require five to eight clicks per transaction during peak hours, and a modular pricing structure where features like repair tracking and the patron self-service portal cost extra on top of the base subscription.
---
## Overview: WebCheckout vs Shelf
WebCheckout is structured around the academic media center model. An administrative operator sits at a checkout desk, scans barcodes, and processes reservations made through a separate Patron Portal. The system supports recurring reservations tied to course sections, Active Directory and SSO integration for campus authentication, and configurable privilege rules based on patron type (faculty, graduate student, undergraduate, staff). Its Lite plan starts at $400/month, with the Pro tier and additional modules priced through institutional quotes.
Shelf approaches equipment management differently. Instead of a centralized desk-and-operator model, Shelf distributes checkout authority through QR codes on every asset. Any authorized user with a smartphone can scan, check out, return, or check availability—no dedicated hardware, no staffed desk required. Booking, custody tracking, and kit management are all included in every plan, with no extra modules to purchase. Teams get operational in hours rather than weeks.
---
## Where Shelf Takes a Different Approach
### 1. Self-Service vs Desk-Dependent Workflows
WebCheckout’s core workflow assumes a staffed checkout desk: an operator scans barcodes, verifies patron authorization, processes the loan, and handles returns. During peak periods—start of semester, midterm production weeks, end-of-term returns—this creates bottlenecks. Some users report that common transactions require five to eight clicks to complete.
Shelf eliminates the desk dependency. Each asset has a QR code that any authorized user scans with their phone. Check out, return, transfer custody, or check availability—all from the asset itself. Student workers at the desk can still manage operations, but they are no longer the only path to getting equipment in and out.
See: [Custody](/features/custody)
---
### 2. Smartphone QR Scanning vs Dedicated Barcode Hardware
WebCheckout uses barcode scanning with dedicated hardware at the checkout desk. This works well in a fixed-location media center but limits where and how transactions happen. If a student needs to check out a tripod from a satellite equipment closet in a different building, someone still needs to process it at the main desk or have a barcode scanner available.
Shelf’s QR labels turn any smartphone into the checkout device. Stick a QR label on the asset, and it becomes scannable from any location—the main equipment room, a satellite closet, a production studio, or out in the field. No additional hardware purchase or maintenance required.
See: [Location Tracking](/features/location-tracking)
---
### 3. Simplified Booking vs Complex Scheduling Configuration
WebCheckout’s scheduling engine is powerful but requires significant administrator setup. Resource types, availability windows, patron categories, authorization rules, and pickup/return policies all need configuration before the first reservation can happen. The Patron Portal module that lets students self-reserve is a separate add-on.
Shelf’s booking system works out of the box with minimal configuration. Create your assets, set availability, and users can start reserving immediately. Conflict prevention is automatic. There is no separate module to purchase for self-service reservations—it is built into the core platform.
See: [Bookings](/features/bookings)
---
### 4. Kit Management with Integrated Component Verification
Both platforms handle equipment grouping, but the approaches differ. WebCheckout groups resources as containers, and operators manage kit contents during checkout and return at the desk.
Shelf integrates kit management directly with custody and booking workflows. Reserve a camera kit, and every component—body, lenses, batteries, cables, memory cards—is automatically reserved together. Return it, and Shelf verifies each piece before the kit is marked complete. A missing lens cap or battery charger is flagged immediately, before the kit goes back on the shelf for the next user.
See: [Kits](/features/kits)
---
### 5. Predictable Pricing vs Modular Licensing
WebCheckout’s pricing model starts at $400/month for the Lite plan, with the Pro tier and individual modules quoted separately. Features that many teams consider essential—repair tracking, the patron self-service portal, advanced reporting—are add-on purchases. Implementation costs range from $1,000 for small setups to $10,000+ for larger institutions, with training packages from $500 to $5,000. Some users report that module costs add up quickly once they discover which features they actually need.
Shelf’s pricing is flat and transparent. All core features—custody, bookings, kits, QR codes, location tracking, workspaces—are included in every plan. No modules to evaluate, no surprise costs after deployment, no multi-thousand-dollar training fees.
---
### 6. Minutes of Training vs Days of Onboarding
WebCheckout’s depth comes with a learning curve. New operators need training on the administrative interface, patron management, scheduling rules, and checkout procedures. Users frequently note that new hires need dedicated training sessions before they can work the desk independently. WebCheckout offers formal training packages, which speaks to the complexity of the system.
Shelf is designed so that a new student worker can process their first checkout within minutes. Scan the QR code, confirm the user, done. The administrative interface follows the same principle—clean layouts, obvious actions, no hidden menus. Departments that cycle through student workers every semester benefit significantly from reduced onboarding time.
---
### 7. Multi-Department Workspaces vs Single-Center Design
WebCheckout is architected around a single media center or equipment room. Institutions that need multiple departments to manage their own equipment—media, theatre, athletics, IT, science labs—typically need separate WebCheckout instances or complex permission configurations.
Shelf’s workspace model separates inventories by department, program, or location natively. Each department manages its own equipment, users, and policies independently, while institution-wide administrators maintain oversight across all workspaces. One platform, one login, multiple independent inventories.
See: [Workspaces](/features/workspaces)
---
### 8. Open Source vs Proprietary Lock-In
WebCheckout is proprietary software. Universities cannot audit the code, modify it for campus-specific needs, or migrate their data without going through WebCheckout’s export tools. Contract terms, renewal pricing, and feature availability are controlled entirely by the vendor.
Shelf is open source. Campus IT can review the codebase, contribute improvements, and self-host if institutional policies require on-premises data storage. There is no vendor lock-in—your data and your workflows belong to you.
---
### Reports — Operational Visibility
WebCheckout ships an extensive set of checkout, allocation, and equipment-history reports tuned for academic media-center operations. Shelf's [Reports area](/features/reports) takes a lighter, self-serve approach: ready-to-run operational reports (Booking Compliance, Top Booked Assets, Top Booked Kits, Monthly Booking Trends, Overdue Items, Asset Inventory, Asset Activity Summary, Asset Utilization, Idle Assets, Asset Distribution, Custody Snapshot) with timeframe and filter controls, available on every plan. Every report exports to CSV; chart-based reports also export to PDF.
---
## When Teams Choose Shelf Instead of WebCheckout
- **Universities modernizing from legacy checkout systems**: Replacing a desk-and-barcode workflow with QR-based self-service that students and staff adopt immediately
- **Media departments experiencing checkout desk bottlenecks**: Peak-hour congestion disappears when students can scan and go from any location, not just the main desk
- **Programs expanding beyond a single equipment room**: Workspaces let media, theatre, athletics, IT, and science labs each manage equipment independently under one platform
- **Institutions tired of module fatigue**: Getting custody, bookings, kits, and QR codes in one plan without evaluating and purchasing separate add-ons
- **Departments that cycle through student workers**: New staff become productive in minutes instead of attending multi-day training sessions
- **Budget-conscious programs**: Predictable pricing without implementation fees, training packages, or escalating module costs
---
## When WebCheckout May Be a Better Fit
WebCheckout remains a strong choice for specific institutional scenarios:
- **Deep academic calendar integration**: Institutions that need reservations tied directly to course sections, academic terms, and student enrollment systems—where checkout privileges change automatically based on registration status
- **Complex patron hierarchy requirements**: Environments with granular access rules where faculty, graduate students, undergraduates, work-study students, and community borrowers each have different checkout limits, loan durations, and equipment access levels
- **Active Directory and campus system integration**: Institutions that rely heavily on AD sync, campus card integration, and SIS (Student Information System) data to manage patron records automatically
- **Established WebCheckout deployments with years of data**: Media centers that have built their entire operational workflow around WebCheckout’s specific features and have historical data they want to preserve in place
- **Institutions that need staff scheduling alongside equipment**: WebCheckout includes a personnel scheduling module, which is useful for media centers that also manage student worker shifts
Both platforms solve the core problem of getting equipment to the people who need it. The right choice depends on whether your priority is deep academic system integration or fast, flexible operations that work anywhere.
---
## Case Studies
See how educational and media teams use Shelf:
- [Eastern Michigan University — Theatre Equipment Management](/case-studies/eastern-michigan-university)
- [KCAI — Art College Equipment Management](/case-studies/kcai)
- [Fabel Film — Eliminating Double Bookings](/case-studies/fabel-film-double-bookings)
- [HAARP — Research Equipment Accountability](/case-studies/haarp)
---
## Related Solutions
- [Educational Resource Management](/solutions/educational-resource-management)
- [Camera Equipment Check-Out](/solutions/camera-equipment-check-out)
- [Equipment Check-In](/solutions/equipment-check-in)
- [Equipment Reservations](/solutions/equipment-reservations)
- [Asset Tracking](/solutions/asset-tracking)
---
# Glossary
## Asset Models
URL: /glossary/asset-models
An Asset Model groups identical, individually tracked units (like a fleet of the same laptop or camera) under one template, so you can manage the family together and book by model.
# Asset Models
An **Asset Model** groups identical, individually tracked units under one shared template, for example "Dell Latitude 5550" or a fleet of the same camera body. Every unit remains its own asset with its own QR label, custody chain, and history; the model is the family it belongs to. Creating assets from a model pre-fills shared defaults such as category and valuation, so fleets stay consistent as they grow.
This sits between the two tracking methods in Shelf: [individually tracked assets](/features/asset-pages), where each item is unique, and [quantity-tracked assets](/glossary/quantity-tracked-assets), where interchangeable stock is one record with a count. Asset Models give you fleet-level convenience without giving up per-unit identity.
---
## Why group units under a model
- **Consistent records**: new units inherit the model's defaults, so a fleet of 30 laptops does not drift into 30 slightly different records.
- **One picture for the whole fleet**: upload a photo once on the model and every unit that has no photo of its own shows it.
- **Per-unit accountability stays intact**: each unit keeps its own QR label, custody, maintenance reminders, and audit trail, so you always know exactly who has which unit. Joining, leaving or switching a model is part of that trail: the unit's activity names the model it left and the one it joined.
- **Book by model**: reservations can target the model instead of a specific unit.
- **Group a fleet you already own**: select the units in the asset index, then **Actions → Update asset model**. You can create the model from inside the picker, and **Remove from asset model** ungroups a selection the same way. Only the model link changes: category, value, and custody stay as they are, and quantity-tracked assets in the selection are skipped rather than blocking the batch. See [Using Batch Actions in Shelf](/knowledge-base/using-batch-actions-in-shelf#grouping-a-fleet-into-an-asset-model). If you are changing several fields at once, an `Asset model` column in [Bulk Updating Assets via CSV](/knowledge-base/bulk-updating-assets-via-csv) does the same job as part of a wider edit, matching names case-insensitively and creating a model that doesn't exist yet.
---
## Book by model
With units grouped under a model, a booking can reserve a quantity of that model without picking units up front: reserve "4x HDMI cable", and at pickup staff scan whichever 4 physical units they hand out. Any unit of the model fulfils the reservation, and the booking records exactly which units went out. Bookings, including reserving by model, are part of the Team plan.
---
## One cover image for the whole fleet
A model carries an optional **Image**, set under **Settings → Asset models** when you create or edit the model. It accepts PNG, JPG, JPEG, and WebP up to 8 MB.
Shelf then picks the picture an asset displays in this order:
1. the asset's own image, if it has one
2. otherwise its model's cover image
3. otherwise the standard placeholder
Nothing is copied onto the individual records. The model holds one file and every unit without a picture of its own points at it, which has four practical consequences:
- **Replacing the model's image updates every unit that inherits it**, right away. The form tells you the reach before you upload: *"Used by 12 assets that don't have an image of their own."*
- **A unit's own photo always wins.** Upload a picture on one laptop of the fleet and only that laptop changes. The model's image is never overwritten.
- **Ungrouping is clean.** Take a unit out of the model, or delete the model, and that unit falls back to its own photo, or to the placeholder if it never had one.
- **It shows everywhere the asset does**: the asset index and the asset page, the home dashboard's newest assets, Quick find, kit and location lists, the booking overview and its assets sidebar, the check-in and check-out scan pages, the result you get from scanning a QR code or a barcode, audits, reports, the booking PDF, and the Shelf Companion app on your phone. The one place it does not reach is an asset list embedded inside a note, which carries no model data.
On an asset's own edit form, **Use the model's image instead** drops that asset's photo so it follows the model again. An asset with no model image behind it gets **Remove image**, which clears the photo back to the placeholder.
This also reaches fleets you import. A CSV still cannot carry photos, but if the rows name an asset model that has a cover image, the imported units show it the moment they land.
---
## Asset Models vs Quantity Tracking
| | Asset Models | Quantity tracking |
|---|---|---|
| **Record** | One per unit, grouped under a model | One per pool of identical units |
| **QR labels** | Every unit has its own label | One shared label for the pool |
| **Who has it** | Exactly which unit each person holds | How many units each person holds |
| **Bookings** | Reserve "4x" of a model, scan any 4 at pickup | Reserve 4 out of 200 from the pool |
| **Change later** | Units can join or leave a model anytime | Fixed as quantity at creation |
Two rules to remember: models group individually tracked items only (a quantity-tracked pool cannot join a model), and while model grouping can be changed at any time, the underlying individual-or-quantity choice is fixed when an item is created.
---
## Related Terms
- [How to Choose a Tracking Method](/knowledge-base/how-to-choose-a-tracking-method): individual, model-grouped, or counted, pick per item type
- [Quantity-Tracked Assets](/glossary/quantity-tracked-assets)
- [Bookings](/features/bookings): includes book-by-model reservations
- [Check-In / Check-Out](/glossary/check-in-check-out)
- [Asset Tagging](/glossary/asset-tagging)
---
## Asset Tagging
URL: /glossary/asset-tagging
Asset tagging is the process of labeling equipment with unique identifiers—such as QR codes—to enable tracking, accountability, and lifecycle management.
# Asset Tagging
Asset tagging is the process of attaching a unique identifier—such as a QR code—to an asset so it can be tracked, managed, and accounted for.
---
## Why Asset Tagging Matters
Asset tagging supports visibility, accountability, and operational efficiency.
---
## Asset Tagging and Shelf
Shelf uses QR-based tagging for speed, simplicity, and universal device compatibility.
See: [Asset Tracking](/solutions/asset-tracking)
See: [Location Tracking](/features/location-tracking)
See: [Custody](/features/custody)
---
## Related Terms
- [Check-In / Check-Out](/glossary/check-in-check-out)
- [Preventive Maintenance](/glossary/preventive-maintenance)
---
## Check-In / Check-Out
URL: /glossary/check-in-check-out
Check-in/check-out is a workflow used to track when equipment leaves storage, who is responsible for it, and when it is returned.
# Check-In / Check-Out
Check-in/check-out is a workflow used to track who has equipment, when it was borrowed, and when it is returned.
---
## Why It Matters
Prevents loss, improves accountability, and ensures consistent workflows.
---
## How It Works
1. Scan the asset (QR code)
2. Assign custody
3. Track due dates or bookings
4. Return the item with a scan
5. Flag issues or missing accessories
See: [Custody](/features/custody)
See: [Bookings](/features/bookings)
---
## Check-In/Check-Out in Shelf
Shelf uses QR-first workflows, instant assignments, automatic logs, and reminders to streamline this process.
---
## Related Terms
- [Asset Tagging](/glossary/asset-tagging)
- [Preventive Maintenance](/glossary/preventive-maintenance)
---
## Ghost Assets
URL: https://www.shelf.nu/glossary/ghost-assets
Assets that are recorded in the books but are physically missing.
## Understanding Ghost Assets
Ghost assets are a silent killer for company finances. They create tax liabilities (you are paying taxes on things you don't have) and insurance bloat. Regular audits and a robust asset tracking system are the best defense against ghost assets.
---
## Quantity-Tracked Assets
URL: /glossary/quantity-tracked-assets
Quantity-tracked assets are fungible items managed by count — one record stands for a pool of identical units, rather than one record per physical item.
# Quantity-Tracked Assets
A **quantity-tracked asset** is a fungible item managed by count rather than by individual identity. One record stands for a pool of identical units at a location — "500 cable ties" or "100 USB-C cables" — instead of creating one record per physical unit. What matters is how many you have, not which specific one is which.
This is the counterpart to an **individually-tracked asset**, where each physical item gets its own record, QR code, custody chain, and history — the right model for laptops, cameras, vehicles, and other uniquely-identifiable equipment.
---
## How They Differ from Individually-Tracked Assets
| | Individually tracked | Quantity tracked |
|---|---|---|
| **Record** | One per physical item | One per pool of identical units |
| **Identity** | Each unit is distinct | Units are interchangeable |
| **QR code** | One per item | One shared QR for the pool |
| **Custody** | One custodian per item | Several people can each hold a portion |
| **Best for** | Laptops, cameras, vehicles, tools | Supplies, cables, fasteners, disposables |
---
## Consumables
A **consumable** is a quantity-tracked item that is used up rather than returned — gloves, masks, single-use test kits, printer supplies. Consumables reduce permanently when they are settled, whether they went out on a booking or straight into someone's custody, and the person settling them can record that only part of the batch was actually used. Other quantity-tracked items are **returnable**: checked out and brought back, with a report of what was returned versus consumed. Tracking both kinds by count keeps an accurate available figure without forcing teams to register every disposable unit separately.
---
## Why It Matters
Most asset and inventory teams manage a mix of both kinds of items. Forcing fungible supplies into a one-record-per-unit model creates thousands of meaningless records; ignoring them altogether leaves stock invisible until it runs out. Tracking the right items by quantity — with a unit of measure, a low-stock threshold, and a consumption model — gives operations teams an accurate stock figure, low-stock alerts, and a clean audit trail alongside their individually-tracked equipment. In Shelf, this is how you [track consumables by quantity](/features/consumables-tracking).
---
## Related Terms
- [Consumables Tracking](/features/consumables-tracking) — the Shelf feature for tracking supplies by quantity
- [Quantity-Tracked Assets and Consumables](/knowledge-base/quantity-tracked-assets-and-consumables) — how to set it up, step by step
- [Asset Models](/glossary/asset-models) — fleets of identical units tracked individually
- [How to Choose a Tracking Method](/knowledge-base/how-to-choose-a-tracking-method) — individual, model-grouped, or counted, per item type
- [Asset Tagging](/glossary/asset-tagging)
- [Check-In / Check-Out](/glossary/check-in-check-out)
- [Ghost Assets](/glossary/ghost-assets)
---
## Operational Reports
URL: /glossary/operational-reports
Operational reports turn day-to-day asset, booking, and custody data into self-serve answers — without SQL or BI tools.
# Operational Reports
Operational reports turn the data an asset management system already collects — bookings, custody handovers, asset activity — into answers an operations manager can read directly. They answer questions like "what is overdue right now?", "which assets are sitting idle?", and "who has what equipment?" without writing SQL, exporting to a spreadsheet, or buying a separate BI tool.
---
## How They Differ from Financial or Compliance Reports
Operational reports describe **how equipment is being used today**:
- **Operational** — Booking compliance, utilization, idle assets, custody snapshot. Answer near-real-time workflow questions.
- **Financial** — Depreciation schedules, asset value rolls, capital reporting. Answer accounting questions over time.
- **Compliance / audit** — Inventory verification, audit trails, certifications. Answer regulatory questions on demand.
A single asset management platform may do one, two, or all three. Many tools focus on financial and compliance reporting because that's what auditors require. Operational reports are what a team running shared equipment actually needs each week.
---
## Common Operational Reports
| Report | Question it answers |
|---|---|
| Booking compliance | What share of bookings are returned on time? |
| Top booked assets | Which equipment gets the most use? |
| Top booked kits | Which bundled kits go out most often? |
| Idle assets | What hasn't been booked or checked out recently? |
| Custody snapshot | Who has each asset right now? |
| Overdue items | What's currently past its return date? |
| Asset utilization | How efficiently is each asset being used? |
| Asset distribution | How is the inventory split across categories and locations? |
---
## Why They Matter
- **Replace per-request SQL** — operations teams stop waiting for engineering to write one-off queries.
- **Catch leaks early** — late returns, idle inventory, and ignored bookings show up before they compound.
- **Defend budgets** — utilization and idle reports give equipment managers data to justify (or redirect) spend.
- **Reduce custodian disputes** — a current snapshot of who has what eliminates "I returned it" arguments.
---
## Operational Reports in Shelf
Shelf includes a built-in set of operational reports across bookings, assets, and custody — each with timeframe and filter controls, CSV export on every report, and PDF download for chart-based reports. URL state encodes the filters so a specific view (e.g. "Idle assets in the Amsterdam warehouse, last 90 days") is bookmarkable and shareable.
See: [Reports](/features/reports)
---
## Related Terms
- [Check-In / Check-Out](/glossary/check-in-check-out)
- [Asset Tagging](/glossary/asset-tagging)
- [Ghost Assets](/glossary/ghost-assets)
---
## Preventive Maintenance
URL: /glossary/preventive-maintenance
Preventive maintenance refers to scheduled upkeep tasks—such as inspections, service checks, and calibrations—performed to keep equipment safe, reliable, and operational.
# Preventive Maintenance
Preventive maintenance consists of scheduled service tasks that keep equipment safe, reliable, and functioning correctly.
---
## Why Preventive Maintenance Matters
It reduces downtime, avoids costly repairs, extends asset life, and improves safety.
---
## Examples
- Cleaning and lubrication
- Calibration
- Consumable replacement
- Firmware updates
- Safety checks
- Inspections
---
## Preventive Maintenance in Shelf
Shelf automates reminders, inspection cycles, and overdue notifications.
See: [Asset Reminders](/features/asset-reminders)
See: [Dashboard](/features/dashboard)
---
## Related Terms
- [Asset Tagging](/glossary/asset-tagging)
- [Check-In / Check-Out](/glossary/check-in-check-out)
---
# Concepts
## Asset Lifecycle
URL: /concepts/asset-lifecycle
The asset lifecycle represents the full journey of an asset—from acquisition and active use to maintenance, retirement, and replacement.
# Asset Lifecycle
The asset lifecycle describes the journey of an asset from purchase to retirement.
---
## Stages
### Planning & Procurement
### Acquisition & Deployment
### Active Use
### Maintenance & Optimization
### Retirement & Replacement
See: [Asset Tagging](/glossary/asset-tagging)
See: [Custody](/features/custody)
See: [Bookings](/features/bookings)
See: [Asset Reminders](/features/asset-reminders)
---
## Why Lifecycle Management Matters
Helps forecasting, reduces cost, and increases operational readiness.
---
## Shelf's Role
Shelf supports tagging, reminders, dashboards, custody, bookings, and repair logs.
---
## Related Concepts
- [Circular Economy](/concepts/circular-economy)
- [Preventive Maintenance](/glossary/preventive-maintenance)
---
## Circular Economy
URL: /concepts/circular-economy
The circular economy is a sustainability model focused on extending asset lifespan, reducing waste, and maximizing reuse through smart maintenance and resource efficiency.
# Circular Economy
The circular economy focuses on reuse, repair, shared access, and reduced waste.
---
## Principles
- Design for longevity
- Optimize usage
- Extend lifespan via maintenance
- Recover value through refurbishment or recycling
See: [Preventive Maintenance](/glossary/preventive-maintenance)
---
## Why It Matters
Supports sustainability goals, reduces cost, and improves resource planning.
---
## Shelf's Role
Shelf provides usage history, maintenance logs, booking data, and dashboards to support circular practices.
---
## Related Concepts
- [Asset Lifecycle](/concepts/asset-lifecycle)
- [Preventive Maintenance](/glossary/preventive-maintenance)
---