Student housing equipment checkout software for the hall desk.
Student housing equipment checkout software records which resident has each vacuum, game, toolkit or loaner key at the hall desk. vFound Equipment checks items out with a scan, sets due times per category and lets residents reserve from their own page. It charges no fees. It costs US$58/month per site, billed yearly at US$696.
vFound Equipment is student housing equipment checkout software for the hall desk: a desk worker scans a vacuum, a board game, a toolkit or a loaner key out to a resident, sets the due time and sees what is still out at the end of the shift.
It records the checkout and the return. It does not charge a resident's account for something that is late or missing.
Reviewed
Fit and limits
- Who it is for
- Residence hall and student apartment desks that check vacuums, games, tools and loaner keys out to residents.
- 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 charge late or missing items to a student account.
- It does not program locks or student cards.
- 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.
- University of Wisconsin-Madison hall desks check out vacuums for 2 hours and umbrellas, kitchen cooking supplies and basic tools for 24 hours. University of Wisconsin-Madison
- Georgetown University's Harbin Key Room issues carts and other equipment for a 2-hour period, and a valid ID is left as collateral until the equipment is returned. Georgetown University
See a checkout from label to return in one short film.
See everything in vFound EquipmentMove-in week at the hall desk
Residents want vacuums, carts and toolkits at once, and every desk worker hands items out. Each checkout should show who took the item and which worker gave it.
Read more
- 1Out
The resident and the item
Choose the resident from your people list, imported with their room number, scan the item and set the due time. Each category can have its own due time, such as two hours for a vacuum.
- 2Shift
Every worker signs their own
Each desk worker can have their own login, and vFound keeps who handed out and received each item.
- 3Back
Late items are clear
The Out list shows each item with who has it and when it is due, and anything overdue is marked Overdue.
Residents reserve from their own page
A resident on your people list can request an available item in a category from their private My vFound page, with no staff account, and a category can require approval first. Reservations follow the same item limit and overdue rule as a checkout.
Fees and lockouts stay with housing
vFound does not bill a student account, program a door or replace your lockout procedure. It keeps the record your housing team needs to make those decisions. 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 hall desk
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Student desk workers with their own logins | Yes | Each worker has a team login, so every checkout and return carries a name. |
| Category due times | Yes | Set how long each category can go out, and block new checkouts while something is overdue. |
| A resident list from your housing system | Partly | Import a CSV, refresh from a CSV link every hour, or use SCIM or the API. There is no direct connector to a housing system. |
| Charge a late fee to the student account | No | vFound takes no payments, deposits or late fees. Bill any charge through your own housing process. |
| Loaner room keys | Yes | A loaner key is an item with a short due time. vFound does not program locks or student cards. |
Try move-in week in the trial
In the 14-day trial, import five fictional residents with room numbers, set a two-hour due time on vacuums, check one out from the desk, reserve a game from a My vFound page and let one item go overdue.
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 residence hall?+
US$58/month per site, billed yearly at US$696, after a 14-day free trial we set up with you. Items, residents and desk workers are unlimited. Several halls, each with its own desk, are part of vFound Enterprise.
Can a hall desk set a two-hour limit on vacuums?+
Yes. Each category can have its own due time, and a borrower rule can block new checkouts while something is overdue.
Can residents reserve hall desk items from their phone?+
Yes. A resident on your people list requests an available item in a category from their private My vFound page, in the browser, with no staff account.
Does vFound charge students for late hall desk items?+
No. vFound takes no payments, deposits or late fees. It records who had the item and when it was due, for your housing team to act on.
Can desk workers check out loaner room keys?+
Yes. A loaner key is an item with a short due time, checked out to the resident. vFound does not program locks or student cards.
Can we see which desk worker handed out an item?+
Yes. Each worker signs in with their own login, and every checkout and return records who handed the item out and who took it back.
Every vacuum back at the hall desk.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial