Equipment custody, finally under control
Track every laptop, tool, and vehicle from request to return with conflict-free allocation, proactive overdue alerts, and a live availability dashboard your team can trust.
The problem
Spreadsheets and email threads cannot keep up as an equipment pool grows. Laptops, tools, and vehicles get double-booked, loaned items are never returned, and no one can produce a reliable record of who currently holds a given asset — leading to lost hardware, unplanned repurchasing, and audit exposure.
The solution
Equipment Allocation gives every unit a single source of truth. A built-in constraint blocks double-booking outright, automated reminders catch overdue and expiring loans before they become losses, and a live dashboard shows what is available, allocated, or overdue at a glance across every location.
Everything you need to manage equipment custody
Every capability below is implemented in the module.
Conflict-Free Allocation
A built-in constraint blocks any equipment unit from being committed to two open requests or active loans at once, closing the double-booking gap left open by other tools.
Self-Service Requests With Approval
Employees submit their own equipment requests; each one routes to their manager for a single-step approval before anything is handed out, with the full trail visible in the chatter.
Time-Limited Loans
Set a loan start and expected return date on every allocation. Loans that pass their due date are automatically flagged overdue so nothing is held indefinitely without visibility.
Bulk Multi-Item Allocation
Issue a full onboarding kit — laptop, phone, and badge — to one employee in a single allocation instead of processing each unit one at a time.
Condition Capture On Return
A guided return wizard lets you check in one or many items at once, record each unit's condition, and note any damage — more than a bare "returned" flag.
Proactive Overdue & Expiry Reminders
A daily automation checks every active loan, posts an in-app activity and chatter alert, and emails the employee before a loan expires and again if it becomes overdue.
Visual Availability Dashboard
A kanban dashboard grouped by status shows at a glance which units are available, allocated, in maintenance, or retired — no clicking into individual records required.
Multi-Location Equipment Pools
Organize equipment by location and filter allocations and availability by site, so coordinators managing multiple offices or warehouses only see what is relevant to them.
Complete Allocation Audit Trail
Every request, approval, hand-out, and return is tracked on the record's chatter, giving managers and auditors a tamper-evident history of who held what and when.
How it works
Request
An employee opens a new allocation, adds one or more equipment lines, and sets the loan period.
Approve
The request routes to the employee's manager, who approves or rejects it directly from the record.
Allocate
Once approved, the coordinator hands out the equipment; units are marked allocated and become unavailable to others.
Return
The holder returns equipment through the return wizard, which records condition per item and frees the units for reallocation.
Frequently asked
No sales fog. If your question isn't here, email us and we'll answer it the same way.
Yes. A built-in constraint blocks any equipment unit from being committed to a second open request or active loan, so the same laptop or tool can never be allocated to two people at once.
Buy it on the Odoo App Store
Purchase, download and install directly from the official Odoo Apps Store — you'll always get the latest supported build.
Equipment Allocation
Conflict-free custody tracking for laptops, tools and vehicles — self-service requests with approval, time-limited loans, condition capture on return, overdue reminders and a live availability dashboard.
Buy on Odoo App Store