Theatre equipment checkout software for assistive listening devices and crew headsets.
Theatre equipment checkout software records which patron has each assistive listening receiver and which crew member has each headset. vFound Equipment checks devices out by name at the box office and counts them back after the show. It holds no deposit. It costs US$58/month per site, billed yearly at US$696.
vFound Equipment is theatre equipment checkout software for the box office and the stage door: hand a patron an assistive listening receiver against their name, hand crew a headset or radio, and count every device back after the show.
It records the checkout. It does not run your assistive listening system, and it holds no deposit or ID document.
Reviewed
Fit and limits
- Who it is for
- Theatre box offices and stage doors that hand patrons assistive listening receivers and crew headsets and radios.
- 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 run the assistive listening system itself.
- It holds no deposit or ID document.
- 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.
- Pentacle Theatre checks out an assistive listening device at its box office window against a driver's licence, gives the licence back when the unit is returned, and offers its 12 devices first come, first served. Pentacle Theatre
- Utah State University's Caine College of the Arts hands out assistive listening devices free of charge from one hour before a performance and holds a photo ID or credit card at the cart so devices come back afterwards. Utah State University
- The US ADA Standards for Accessible Design require receivers for the assistive listening system in each assembly area, and at least twenty-five percent of them, but no fewer than two, must be hearing-aid compatible. U.S. Department of Justice
See a checkout from label to return in one short film.
See everything in vFound EquipmentThe hour before curtain up
Patrons ask for listening receivers as the house opens, and most of them leave quickly at the end. The box office should know how many are still out before it locks the cupboard.
Read more
- 1Out
The patron's name and seat
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 seat number. Without an email, nobody is reminded.
- 2Interval
What is out tonight
The Out list shows each item with who has it and when it is due, and anything overdue is marked Overdue.
- 3After
Counted and checked
Scan each receiver back as patrons leave and run a stock-take to see which ones are missing. Returns record the condition and a photo, and damaged items are set aside for repair.
When the box office holds a licence
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 a card is held in the checkout note if your procedure needs it.
Access stays free and simple
vFound asks a patron for nothing more than the desk types. It does not decide who may use a receiver, and it does not count your receivers against an accessibility standard: that stays with your building and access team. 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 theatre
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| Patrons who are not on any list | Yes | Staff type a name at checkout, with an optional email and seat number. |
| Crew headsets and radios by show | Yes | Choose the crew member from your people list and set the due time to the end of the show. |
| Count receivers after the show | Yes | Run a stock-take by scanning every receiver on the shelf. |
| Run the assistive listening system | No | vFound records who has each receiver. The transmitters, loops and channels stay with your sound team. |
| Deposits for receivers | No | vFound takes no payments, deposits or late fees. |
Try a performance in the trial
In the 14-day trial, add eight fictional receivers and four crew headsets, check two receivers out to typed names with seat numbers, check a headset out to crew, then return everything but one and run a stock-take.
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 theatre?+
US$58/month per site, billed yearly at US$696, after a 14-day free trial we set up with you. Devices, patrons and team members are unlimited. A group with several theatres under one sign-in uses vFound Enterprise.
Can a theatre check out listening devices to patrons by name?+
Yes. Staff type the patron's name, with an optional email and seat number in the reference field. Patrons need no account.
Does vFound hold an ID card for a theatre listening device?+
No. vFound has no deposit field and keeps no ID document. If your box office holds a card, that stays a desk procedure.
Does vFound run our assistive listening system?+
No. vFound records who has each receiver and when it came back. Transmitters, loops and channels stay with your sound team.
Can crew headsets be checked out for each performance?+
Yes. Choose the crew member from your people list, set the due time to the end of the show, and save a headset and its pack as a kit.
How do we find theatre receivers that did not come back?+
The Out list shows every receiver still out, with the name it went to, and a stock-take by scanning shows which are missing from the shelf.
Every receiver counted after the curtain call.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial