Airport equipment checkout software for the keys, radios and tablets that leave the desk.
Airport equipment checkout software records who has each key, radio or tablet and when it is due back. vFound Equipment checks items out with a scan, shows what is still out at shift change and keeps a dated log. It does not check airside clearance. It costs US$58/month per site, billed yearly at US$696.
vFound Equipment is airport equipment checkout software for operations, maintenance and terminal desks: scan a key, radio or tablet to the person taking it, set a due time, and keep a log of who had each one and when it came back.
It records the checkout. It does not issue airport identification, check a person's airside clearance or replace your airport's key control programme and its audits.
Reviewed
Fit and limits
- Who it is for
- Airport operations, maintenance and terminal desks that sign out keys, radios and tablets to staff and contractors.
- Price
- US$58/month per site, billed yearly at US$696. 14-day free trial we set up with you, then yearly by invoice.
- What it replaces
- A sign-out sheet or a spreadsheet, with QR labels, due times, reminders and a recorded return.
- What it does not do
- It does not issue airport identification or check airside clearance before a checkout.
- It does not control electronic key cabinets, locks or doors.
- Only with vFound Enterprise
- More than one site, single sign-on, two-step sign-in and deployment in your own country are only available with vFound Enterprise, which is scoped and priced for your organisation. What Enterprise includes
Key facts
| Price for one site | US$58/month per site, billed yearly at US$696. Prices in EUR, GBP, CAD and AUD |
|---|---|
| What is included |
|
| Limits | No limit on records, team members or storage. Other limits: 50,000 people on the people list, shared by Parcels, Equipment and Visitors, 5,000 rows per equipment import, 10 API keys and 25 webhook addresses. |
| Languages | Borrowers see pages and emails in 13 languages: English, Spanish, French, German, Dutch, Italian, Portuguese, Polish, Swedish, Turkish, Japanese, Simplified Chinese and Arabic. The staff workspace is in English, Spanish, French, German, Dutch, Italian and Arabic. |
| Where data is held | Hosted by OVHcloud in Singapore, with an encrypted copy of backups in Canada. When AI assistance is on, vFound AI reads the photo or text in Australia. Deployment in your own country comes with vFound Enterprise. |
| How to start | 14-day free trial we set up with you, then yearly by invoice. Request a trial |
Facts from the field
Figures and rules published by operators, regulators and industry bodies, each linked to its source.
- Tampa International Airport's key control procedure makes each person issued keys responsible for missing ones, who may be billed for replacement and re-keying, and asks employees to return all keys before they leave. Tampa International Airport
- Dane County Regional Airport requires a lost key to a secured area to be reported to Airport Operations at once, and a replacement needs a supervisor's signature and a $40 lost key fee. Dane County Regional Airport
See a checkout from label to return in one short film.
See everything in vFound EquipmentA shift change in the operations office
Keys to plant rooms, radios for the apron team and tablets for inspections go out in the same half hour. When the shift ends, the desk should know which ones are still out and with whom.
Read more
- 1Out
Scan the tag and choose the person
Scan the item's QR label or an existing asset tag, choose the person from your people list and set the due time. A tablet and its charger can go out together as one kit.
- 2Shift
See what is still out
The Out list shows each item with who has it and when it is due, and anything overdue is marked Overdue.
- 3Back
Condition on return
Returns record the condition and a photo, and damaged items are set aside for repair.
Contractors and visiting crews
Staff can check an item out to anyone by typing their name, with an optional email for the receipt and reminders and an optional reference such as a room number. Without an email, nobody is reminded.
Read more
A category can be limited to a short due time, and a borrower rule can stop new checkouts while something is overdue. Whether a contractor may hold a key to a secured area stays your airport's decision, made before the checkout.
What vFound does not decide
vFound does not verify a licence, training or an authorisation before a checkout, and it is not your airport's key control programme. It gives that programme a record: who took a key, who handed it out, when it was due and when it came back. A checkout record is kept for 13 months after every item in it comes back or is marked lost, then deleted with its signature.
Check the fit for your airport desk
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| A log of who had each key and when | Yes | Each checkout records the item, the person, the staff member, the due time and the return. |
| Your existing key tags or asset labels | Yes | Existing asset tags and barcodes can be scanned, and vFound prints its own QR label for every item. |
| A count of what is out | Yes | Run a stock-take by scanning everything on the board or shelf to see what is missing. |
| Airport security identification or airside clearance checks | No | vFound does not issue airport identification or check whether a person may enter a secured area. |
| Electronic key cabinets | No | vFound does not control key cabinets, locks or doors. It records checkouts made at the desk or a paired kiosk. |
| Lost key fees | No | vFound takes no payments, deposits or late fees. Charge any fee through your own process. |
Run a shift change in the trial
In the 14-day trial, add five fictional keys and two radios, check a key out to a contractor by typed name, let one item go overdue and run a stock-take to find it. Use fictional names only.
How vFound Equipment works
From reservation to return in three clear steps.
- 1
Build the equipment record.
Import a CSV or add photos, serial numbers, values, warranties and custom fields. Print a QR label for every item.
- 2
Reserve or hand out a whole kit.
Book a specific item or category. At pickup, scan one item or a complete kit and record the borrower and signature.
- 3
Keep returns, service and stock in sight.
Automatic reminders chase due items. Scan returns, log maintenance and run a stock-take to see what is missing.
A complete equipment desk, without per-user pricing.
- Reservations and approvalsBook an item or category, approve requests and pick up from the reservation.
- Kits and multi-item checkoutHand out a laptop, charger and bag together, with one checkout record.
- Borrower rulesSet item limits, stop new checkouts for overdue borrowers, and snap due times to opening hours.
- Self-checkout kioskBorrowers scan an exact email or ID, equipment labels and their signature.
- Assets and maintenanceTrack serials, values, warranties, custom fields and service reminders.
- Stock-takes and importsImport Snipe-IT, Sortly or Cheqroom files, then scan to find gaps.
See everything in vFound Equipment
Reserve equipment, hand out complete kits, track every asset and let borrowers self-check out, with reminders built in.
Its own page has the film, the use cases, each screen and the answers to common questions.
See everything in vFound EquipmentOne workspace for everything your desk looks after.
Frequently asked questions
How much does vFound Equipment cost for an airport desk?+
US$58/month per site, billed yearly at US$696, after a 14-day free trial we set up with you. Items, people and team members are unlimited. Several terminals or buildings, each with its own desk and list, are part of vFound Enterprise.
Is vFound equipment checkout log software for airports?+
Yes, for keys, radios and tablets. Each key is an item with a QR label or its existing tag, and each checkout records who took it, who handed it out, when it was due and when it came back. A checkout record is kept for 13 months after the key comes back.
Does vFound check airside clearance before a key goes out?+
No. vFound does not issue airport identification or check whether a person may enter a secured area. Make that decision first, then record the checkout.
Can contractors sign out airport radios without a staff login?+
Yes. People on your list need no account, and staff can also check an item out to a typed name with an optional email. Without an email, nobody is reminded.
Does vFound work with electronic key cabinets?+
No. vFound does not control key cabinets, locks or doors. It records the checkouts your desk or a paired kiosk makes.
Can we see which airport radios came back damaged?+
Yes. Staff record the condition and a photo on return, and damaged items are set aside for repair. The maintenance log stays with the item.
Every key accounted for at the end of the shift.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial