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Hi All I've been asked to research a system for managing our event equipment bookings (laptops, printers, AV equipment and accessories). Currently I use Spiceworks, but it's a bit of a bodge, and more for my benefit than anything else. Ideally what we need is a web based (intranet, or hosted) portal that can show staff what equipment is available, and what is already booked out, and then allow them to book a number of laptops etc.

For a future event. The system should then email the request to IT for approval and when authorised mark the equipment as unavailable. When the equipment goes out it would be nice to have the ability to print out check-lists / sign-out forms etc; and then when the kit is due back, email reminders to the person who has it out. Finally, the ability to check items back in would be essential, so we can confirm that everything is present and correct when it gets back.

I have been looking around a bit, and have come across a lot of systems that could possibly be shoehorned into doing what we need, but of course it takes quite a bit of time downloading, installing, creating inventory lists, testing etc before ruling it out because it's not user friendly / lacks features etc, Some thoughts on what would be nice to have, in terms of features: item groups: users don't usually care which laptops they get - they'll just need 4 laptops from Wednesday through to the following Tuesday for example. Being able to just select the laptops group, and book four, rather than having to look at the availability of each laptop, before selecting it, is going to make the user experience a lot better. Item pictures: a picture of a cue light is much better than just the list item 'Hive Industries Micro-cue' The ability to see the availability of a range of items over a period of a week or two, on one screen. A lot of booking systems can show you the availability of one item over a period, or all the items on a particular day, but very few appear to have the ability to see all (or a subset) the items over a period. A shopping cart type booking system. Any system that requires the user to do a booking for individual items will meet with stony faced disapproval - and they'll go back to emailing me directly with vague requests missing critical information.