Museum equipment checkout software for audio guides, wheelchairs and gallery stools.
Museum equipment checkout software records which visitor has each audio guide, wheelchair or gallery stool. vFound Equipment checks items out by name at the desk, snaps due times to closing and counts what is missing at the end of the day. It holds no deposits. It costs US$58/month per site, billed yearly at US$696.
vFound Equipment is museum equipment checkout software for the information desk or coat check: hand a visitor an audio guide, a wheelchair or a gallery stool with a scan, and see what is still out before closing.
It records who has each item. It does not sell audio guide tickets, hold a deposit or replace your audio guide system.
Reviewed
Fit and limits
- Who it is for
- Museum and gallery desks that hand visitors audio guides, wheelchairs and gallery stools.
- 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 sell audio guides, hold deposits or replace an audio guide system.
- It takes no payments, deposits or late fees.
- 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.
- The Louvre asks visitors to leave an ID card at its distribution counters to rent an audio guide. Musée du Louvre
- SFMOMA checks out gallery stools, manual wheelchairs and canes free of charge, first come, first served, in exchange for an ID card at its coat check. SFMOMA
See a checkout from label to return in one short film.
See everything in vFound EquipmentA Saturday at the information desk
Audio guides go out in a steady stream, a visitor asks for a wheelchair, and a school group needs stools. Most visitors are not on any list, and all of it should be back before the doors close.
Read more
- 1Out
Type the visitor's name
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.
- 2Closing
What has not come back
The Out list shows each item with who has it and when it is due, and anything overdue is marked Overdue.
- 3Back
Clean and charged
Returns record the condition and a photo, and damaged items are set aside for repair.
When the desk holds an ID card
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. Record that the card is held in the checkout note if your procedure needs it.
Accessibility equipment stays free to use
vFound does not decide who may use a wheelchair or a stool, and it does not ask the visitor for anything beyond a name. It records the checkout and the return. 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 museum
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Visitors who are not on any list | Yes | Staff type a name at checkout. An email is optional and sends the receipt and reminders. |
| Due by closing time | Yes | Due times snap to your opening hours. |
| Audio guide sales or ticket bundles | No | vFound takes no payments, deposits or late fees. Sell the guide through your own till or ticketing system. |
| Charge and sync audio guide content | No | vFound records who has each device. It does not load content or manage charging racks. |
| Count devices at the end of the day | Yes | Run a stock-take by scanning everything on the shelf to see what is missing. |
Try a busy afternoon in the trial
In the 14-day trial, add ten fictional audio guides and two wheelchairs, check a guide out to a typed name, check a wheelchair out with a due time at closing and run a stock-take at the end of the day.
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 museum?+
US$58/month per site, billed yearly at US$696, after a 14-day free trial we set up with you. Items, visitors and team members are unlimited.
Can a museum check out audio guides to visitors who are not on a list?+
Yes. Staff type the visitor's name at checkout, with an optional email for the receipt and reminders. Without an email, nobody is reminded.
Can vFound take a deposit for a museum audio guide?+
No. vFound takes no payments, deposits or late fees. If your desk holds an ID card while a guide is out, that stays a desk procedure.
Does vFound load content onto audio guide devices?+
No. vFound records who has each device and when it came back. Content and charging stay with your audio guide supplier.
Can museum wheelchairs be checked out by name?+
Yes. Each wheelchair is an item with a QR label, and staff check it out to the visitor's name with a due time at closing.
How do we count museum audio guides at closing?+
Run a stock-take by scanning every guide on the shelf. vFound shows which are missing and who had them last.
Every audio guide back before the doors close.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial