Gym equipment checkout software for rackets, balls and locks at the front desk.
Gym equipment checkout software records which member has each racket, ball or lock and when it is due back. vFound Equipment checks items out at the front desk with a scan, snaps due times to closing and shows what is still out. It takes no payments. It costs US$58/month per site, billed yearly at US$696.
vFound Equipment is gym equipment checkout software for the front desk of a gym, sports club or recreation centre: scan a racket, ball or lock out to a member, set it due by closing time, and see what is still out before you lock up.
It records the checkout. It is not membership or booking software, and it takes no payments for hire or damage.
Reviewed
Fit and limits
- Who it is for
- Gym, sports club and recreation centre front desks that check rackets, balls, locks and towels out to members.
- 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 is not membership or booking software and takes no payments.
- It is not full asset management: it does not track depreciation or software licences.
- 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.
- UW-Green Bay's University Recreation front desk staff set up nets for open recreation, and all equipment checked out must be returned by the end of the day. University of Wisconsin-Green Bay
- UNC Chapel Hill Campus Recreation checks out combination locks at its front desk and equipment rooms, and a One Card or Recreation Membership Card is needed both to check a towel out and to check it back in. UNC Campus Recreation
See a checkout from label to return in one short film.
See everything in vFound EquipmentA busy evening at the front desk
Members ask for a squash racket, a set of pickleball paddles or a lock for a day locker, often several at once. At closing time the desk needs to know what has not come back.
Read more
- 1Out
The member and the item
Choose the member from your people list, imported from your membership export, or type a name. Scan the item and the due time snaps to your opening hours.
- 2Rules
Limits you set once
Set how many items a person can have and block new checkouts while something is overdue.
- 3Closing
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.
Members who check out themselves
An optional paired kiosk lets a person on your people list check items out with an exact email or ID, a scan of each item label and a signature, in the browser on any tablet. The kiosk never lists people. A typed reference is not proof of identity, so decide who watches the kiosk.
What stays with your membership system
vFound does not check that a membership is current or take payment for a hire. vFound has no deposit field and keeps no ID document. If your desk holds a card while something is out, that stays a desk procedure, so keep ID numbers out of the reference field.
Check the fit for your gym
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Members check out without an app | Yes | Receipts and reminders come by email, and My vFound opens in the browser. |
| Due by closing time | Yes | Due times snap to your opening hours. |
| Your member list | Partly | Import a CSV file, refresh from a CSV link every hour, or use SCIM or the API. There is no direct connector to a membership system. |
| Hire fees or damage charges | No | vFound takes no payments, deposits or late fees. |
| Court or class bookings | No | vFound reserves equipment, not courts, classes or trainers. |
Try a closing shift in the trial
In the 14-day trial, add rackets, balls and locks, import five fictional members, check a racket out until closing time and leave one item out to see the Out list.
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 a gym?+
US$58/month per site, billed yearly at US$696, after a 14-day free trial we set up with you. Items, members and team members are unlimited.
Can members borrow rackets at the gym front desk without an app?+
Yes. Staff scan the racket and choose the member, or type their name. Receipts and reminders come by email, and no app is needed.
Does vFound check that a gym membership is current?+
No. vFound has no connector to a membership system. Keep the people list current with a CSV file, a CSV link, SCIM or the API, and check membership in your own system.
Can vFound charge members for a lost lock or towel?+
No. vFound takes no payments, deposits or late fees. It records who had the item and can block new checkouts while something is overdue.
Can gym equipment be due back by closing time?+
Yes. Due times snap to your opening hours, so an item checked out late in the evening is due before you close.
Does vFound book courts or classes?+
No. vFound Equipment reserves equipment, not courts, classes or trainers.
Every racket back before you lock up.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial