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Equipment tracking spreadsheet & sign-out sheet

Track tools and equipment in Excel or Google Sheets: who has each item, which job it went to, when it is due back and when it needs servicing — with a printable sign-out sheet for the store or site office.

Download Excel (.xlsx)Register CSVSign-out log CSVPrintable version
No email required Working formulas & dropdowns Excel, Google Sheets, LibreOffice
What’s inside

Sheets in the workbook

Each workbook opens on an Instructions sheet and includes clearly labelled example rows to delete before you start.

Equipment register

Every tool and machine with its home location, custodian, condition, last service and service interval. Shows “Out” or “Available” from the log.

Sign-out log

Date out, asset, issued to, job or site, condition out, due back, date returned, condition in — with days out, status and days overdue calculated.

Summary

Items out now, overdue now, returned late, average days out, service overdue or due within 14 days, and counts by category.

Instructions & Lists

How to use the file and the dropdown values: power tools, measuring & survey, plant, generators, access and safety equipment and more.

XLSXasetavo-equipment-tracking-spreadsheet.xlsxExcel workbook · opens in Excel, Google Sheets, LibreOffice and NumbersCSVasetavo-equipment-register-template.csvCSV · equipment register columnsCSVasetavo-equipment-sign-out-log.csvCSV · sign-out log columns
How to use it

5 steps to a working equipment tracking spreadsheet & sign-out sheet

  1. Download the workbook, read the yellow example rows on both sheets, then delete them.

  2. List every tool and machine on the Equipment register with a unique ID, and label each item (engraved plates or durable labels survive site use best).

  3. Print the sign-out sheet below for the store counter or site office, and fill it in every time something goes out or comes back.

  4. Type the paper entries into the Sign-out log daily — or have the store keeper fill in the log directly.

  5. Check the Summary each morning: chase overdue items first, then book servicing for anything overdue or due within 14 days.

Column guide

Sign-out log columns

The sign-out log is where the day-to-day work happens. One line per check-out; fill in the return columns when the item comes back.

ColumnTypeWhat to enter
Date outYou fill inThe day the item left the store.
Asset IDYou fill inType or scan the ID on the label; the equipment name fills in from the register.
Issued to, Job / siteYou fill inThe person accountable for it while it is out, and where it is going.
Condition out / Condition inDropdownNew, Good, Fair, Poor, Scrap — damage shows up as a change between the two.
Due backYou fill inAgree a date every time. Without one, nothing can be overdue.
Date returned, Received byYou fill inLeave blank while the item is out.
Days outFormulaDate returned (or today, if still out) minus date out.
StatusFormulaReturned, Out, or Overdue once today is past the due date.
Days overdueFormulaHow many days past the due date it came back — or is still out.

The formulas, in case you want to adapt them

Days out (column L)
=IF(A2="","",IF(H2="",TODAY(),H2)-A2)
Status (column M)
=IF(A2="","",IF(H2<>"","Returned",IF(AND(G2<>"",TODAY()>G2),"Overdue","Out")))
Days overdue (column N)
=IF(OR(A2="",G2=""),"",MAX(0,IF(H2="",TODAY(),H2)-G2))
Next service due (register, column S)
=IF(OR(P2="",Q2=""),"",P2+Q2)
Last service date + service interval in days; Service status turns “Overdue” or “Due within 14 days”.
Signed out? (register, column U)
=IF(A2="","",IF(COUNTIFS('Sign-out log'!$B$2:$B$2001,A2,'Sign-out log'!$A$2:$A$2001,"<>",'Sign-out log'!$H$2:$H$2001,"")>0,"Out","Available"))
Example

Worked example: three sign-outs

Example rows from the log, with the calculated columns as they read on 8 October 2026.

Date outAssetIssued toDue backReturnedDays outStatusDays overdue
2026-09-28EQ-0101 Hilti TE 30 rotary hammerDavid Ochieng2026-10-022026-10-057Returned3
2026-10-01EQ-0102 Bosch GRL 400 H laserSarah Mushi2026-10-06—7Overdue2
2026-10-06EQ-0103 Honda EU22i generatorPeter Otieno2026-12-18—2Out0

The Summary would show 2 items out, 1 overdue and 1 returned late — the hammer drill came back 3 days after its due date.

Construction & field teams

Construction equipment and tool tracking

On construction sites, tools disappear between jobs rather than from the yard. Record the job or site on every sign-out, and make the person who signs for a tool accountable until it is signed back in. A weekly check of the “Out” list against each site foreman’s list catches tools left behind before the next job starts.

For heavier plant — generators, compressors, mini excavators, scaffold towers — use the service interval columns so inspections and servicing are not missed. Safety-critical access equipment usually needs an inspection before every use as well; record that in your site paperwork.

Asset tracking for construction Tool tracking Equipment tracking software
Google Sheets

Use it in Google Sheets

The workbook is a standard .xlsx file, so it opens in Google Sheets without a separate version. Upload it to Google Drive, open it, and choose File → Save as Google Sheets — or open a blank sheet and use File → Import → Upload → “Replace spreadsheet”.

Formulas, dropdown lists and frozen header rows carry over. If dates you type are not recognised, check File → Settings → Locale so the sheet expects the same date format you use.

Spreadsheet vs software

When a sign-out sheet stops working

Paper sign-out sheets and spreadsheets fail in the same way: entries are skipped when the store is busy, handwriting is unreadable, and nobody updates the log when a tool goes straight from one site to another. Move to a check-out system when:

  • You regularly find tools “out” on the log that are actually in the store, or the other way round.
  • Equipment moves between sites without coming back to the store.
  • You need to know who has an item right now from your phone, not from the office PC.
  • Overdue items are found days late because nobody checks the log.
Check-in / check-out in Asetavo Tool and equipment check-in/check-out guide Pricing
Printable version

Printable equipment sign-out sheet

Print this sheet for the store counter, tool crib or site office (or save it as a PDF). One line per item: sign it out, sign it back in.

Choose “Save as PDF” as the printer to download a PDF. Only the document below prints.

Equipment sign-out sheet
Tools and equipment — check-out and return log
OrganisationRef.

Store / site

Store or site
Store keeper
Sheet start date

Sign-out log

Date outAsset IDEquipmentIssued toJob / siteSignatureDue backDate inCond. inReceived by
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          
          

Condition in: N = New, G = Good, F = Fair, P = Poor. Note any damage in the Equipment column when the item goes out, and report damage or faults when it comes back — do not put faulty equipment back on the shelf.

Rules for borrowers

  • Sign for every item you take, even for an hour
  • Return items by the due date or ask the store keeper to extend it
  • Do not pass equipment to someone else without signing it over
  • Report loss or damage immediately
Free template from asetavo.com/templates · Adapt it to your organisation’s policies.
In Asetavo · Check-outs & custody

Ready to move beyond the spreadsheet?

Check equipment out and in by scanning its tag, with a due date and condition. Asetavo shows who has what and flags overdue items (Growth plan).

  • Start free: up to 100 assets and 2 users, QR and barcode labels
  • Import your completed spreadsheet yourself with the Excel/CSV import wizard
  • Export to Excel or CSV at any time, on every plan
Start freeSee check-outs & custody
FAQ

About this template

At minimum: date out, the item’s ID and description, who took it, where it is going, its condition, a signature, the due-back date, and on return the date, condition and who received it. This template has all of these on paper and in the spreadsheet.
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