How can I track borrowed equipment and see what has not been returned?

Use one row per checkout, rather than one row per item for all time. Include a loan ID, item ID or name, borrower, checkout date, due date, return date, status, and notes. A distinct loan ID helps separate repeat loans of the same item. If equipment has an asset or serial number, use it as the item identifier; otherwise, use a consistent label such as “Camera 02.”

Set a simple shared rule: a blank return date means the loan is open. An open loan is overdue when its due date has passed; it remains open until the return is recorded. You can use status values such as Open, Returned, and Needs follow-up, but apply them consistently. Keep notes brief and relevant—for example, an agreed extension or a missing accessory—and record key dates in their dedicated fields.

Keep the full log as your history and create a separate view of rows with no return date. Sort that view by due date, earliest first. Label open loans as “Not yet due,” “Due soon,” or “Overdue” according to your team’s chosen meaning for “soon” and the comparison with today. If your spreadsheet has filters, filter the log rather than moving or deleting rows. Otherwise, make a clearly labeled open-loans list that refers to the original loan IDs.

For example, using hypothetical placeholder information:

The first row appears in both the history and open-loans view. The second remains in the history but is excluded from the open-loans view. The dates are illustrative placeholders.

Choose a review rhythm that fits how often equipment is borrowed. For instance, you might review at the start or end of each workday when items move frequently, or weekly for a small, slower-moving pool. These are workflow examples, not universal rules. During each review, check for open loans past their due dates, loans due soon, missing borrower or date fields, and records that may need a return date entered.

Before following up on an open loan, verify the record against the checkout information available to your team. If the due date changes, update it and note the change; do not erase the loan or replace its checkout details. The log organizes recorded information, but it cannot independently confirm who physically has an item or whether an entry is accurate.

When an item is returned, find its open loan, enter the return date, and change the status to Returned. Keep that row; create a new one for every later checkout. If only part of a set comes back—for example, an accessory is missing—record what was returned and mark the loan for follow-up under a rule your team agrees on. Keep the return date and status consistent with the team’s definition of a completed return.

For an incomplete record, avoid guessing. Mark it Needs follow-up, identify the missing field, and check the relevant checkout or return information. A short rule beside the log can help everyone apply it consistently: “No return date means open; overdue means the due date has passed and no return date is recorded; never delete a loan row.”