Tool library software for the checkout desk, with the limits in view.
Tool library software records which tools each member has, when they are due back and the condition they came back in. vFound Equipment checks tools out with a scan, reminds members before the due date and records each tool's condition on return. It costs US$58/month per site, billed yearly at US$696.
vFound Equipment is tool library software for a desk with a maintained people list. It records which borrower has each tool, when it is due and its condition on return, rather than running a full membership business.
A tool desk records drills as individual Equipment items.
14-day free trial we set up with you, then yearly by invoice.
Reviewed
Fit and limits
- Who it is for
- Tool library desks with a maintained people list.
- 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 collect payments, deposits or fines, and it does not run paid membership tiers.
- 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.
- A Toronto Tool Library membership allows borrowing of any tool for a maximum of 7 days. Toronto Tool Library
- The Toronto Tool Library charges late fees, usually 50% of a tool's maintenance fee per day, or $1 a day for tools that have none. Toronto Tool Library
A drill out on Saturday, back for inspection
Read more
- 1Before
Check the tool and borrower
Use your own membership and safety checks before the physical handover. Select the existing borrower and set the due time in vFound.
- 2Out
Give the borrower a receipt
The checkout emails a receipt. Use the desk record to see the holder and due time instead of relying on a note on an empty shelf.
- 3Back
Record condition before the next checkout
Inspect the tool, record its condition and a photo on return, and set damaged equipment aside for repair.
A request names a category, not a guaranteed tool
My vFound asks the borrower for one category, a start and an end. It does not offer a public tool shop or take membership payment. Staff can reserve a specific tool from the Equipment desk.
The borrower requests the Shared tools category, not a particular drill.
When a specialist membership system is the better fit
If the job starts with selling memberships, collecting deposits or enforcing a paid membership expiry, evaluate a system that covers those needs. vFound is a narrower option when the people list is maintained separately and the missing piece is the checkout and return record.
Start with the membership question
Read more
| Your requirement | Fit | What to check |
|---|---|---|
| A maintained list of borrowers | Yes | Staff use the site people list. A borrower does not need a staff workspace login. |
| Membership dues, deposits and fines | No | Equipment does not collect payments or administer paid membership tiers. |
| Tool condition and repair status | Yes | Record the condition on return and set damaged tools aside for repair. |
| Borrower category requests | Yes | From My vFound, a borrower requests any available item in one category. Staff can reserve a specific item. |
| Training, qualification or safety certification | No | A tool checkout does not verify that the person is trained or that the tool is safe to use. |
Run the inspection, not just the booking
Add a fictional drill and borrower. Check it out, review the receipt and record a damaged return. Submit a category request from My vFound. Walk through membership and safety checks separately so nobody mistakes the checkout for their completion. The 14-day trial is set up with you.
Questions from tool library desks
Is vFound a complete tool-library membership platform?+
No. It covers tool checkout and return for a maintained people list. Paid membership tiers, dues, deposits and fines are outside this workflow.
Can a tool borrower request a particular drill from My vFound?+
The borrower requests any available tool in one category. Staff can reserve a specific drill from the Equipment desk.
How does a tool library record a damaged return?+
Staff record condition and a photo on return, then set damaged equipment aside for repair. This does not replace a physical safety inspection.
Does a checkout certify that a borrower can use the tool?+
No. Staff must use their separate training, membership and safety procedures. A checkout records who took the item and when it is due.
Must tool-library borrowers have staff logins?+
No. Borrowers can be people in the site people list without staff workspace accounts. Staff manage the list and checkout permissions.
Can we take a tool deposit through Equipment?+
No. vFound Equipment does not collect deposits, membership payments or fines. Assess that limitation before replacing a specialist tool-library system.
How does a tool library check out a drill to a member?+
Staff do their own membership and safety checks, select the existing borrower, set the due time and check the drill out, and the checkout emails a receipt. On return they inspect it, record its condition and a photo, and set it aside for repair if it is damaged. A borrower does not need a staff workspace login.
Try the workflow with sample items.
Request your free trial: a 14-day free trial we set up with you, then yearly by invoice.
Request your free trial