# Equipment checkout and return worksheet

Fictional planning exercise for six items; not an implemented inventory system.
Guide: https://www.overskill.com/learn/plan-equipment-checkout

## Define your cupboard

- Home location:
- People authorized to issue loans:
- People authorized to accept returns:
- People authorized to clear inspections/repair holds:
- Timezone:
- Turnaround or inspection time policy:
- What counts as physical acceptance:
- Who owns an overdue return:
- Who owns a repair hold:

## Item list

| Stable item ID | Description | Home location | Custody | Condition | Current loan ID |
| --- | --- | --- | --- | --- | --- |
| CAM-01 | Camera one | Cupboard | Home | Ready | |
| CAM-02 | Camera two | Cupboard | Home | Ready | |
| MIC-01 | Microphone | Cupboard | Home | Ready | |
| TRI-01 | Tripod | Cupboard | Home | Ready | |
| LGT-01 | Light | Cupboard | Home | Ready | |
| CAB-01 | Cable | Cupboard | Home | Ready | |

Replace the examples with your own IDs. Preserve an item's ID when renaming it.

## One row per loan item

| Loan ID | Item ID | Borrower account | Issued at, with timezone | Due at, with timezone | Accepted back at | Accepted by |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | | | |

One loan can have several rows. An accepted return applies only to that row.
A loan is physically returned when every issued item row has an accepted-return
time. An item's repair work can remain open after the loan has returned.

## Inspection and repair history

| Item ID | Related loan | Checker | Checked at | Result | Evidence note | Next owner |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | Ready / repair hold | | |

Do not clear a repair hold from a borrower's account. Preserve the original entry
when correcting a mistake. Define a reason and actor for corrections.

## Reservation history

| Reservation ID | Item IDs | Owner | Starts at | Ends at | Active / cancelled | Change reason |
| --- | --- | --- | --- | --- | --- | --- |
| | | | | | | |

Reservation ownership is not proof of possession. For this example, [start, end)
windows include the start and exclude the end. The end must be later than the
start. Compare a requested loan interval, including any chosen turnaround
allowance, against these windows; reject empty or reversed windows.

## Reproduce the October 10 example

All sample times below are 2026-10-10, America/Chicago (-05:00).

1. 08:15: issue CAM-01, MIC-01 and TRI-01 to Mira on L-01, due 16:00.
2. 08:30: reserve CAM-02 for Jon, 14:00–17:00, as R-01.
3. 13:30: issue LGT-01 to Omar on L-02, due 16:30.
4. 16:10: staff accept CAM-01 and MIC-01 from L-01. Both await inspection.
5. 16:12: staff inspect CAM-01 and mark it ready.
6. 16:13: staff place MIC-01 on repair hold for a loose connector.
7. 16:15: cancel R-01, preserving its history.
8. 16:30: freeze the observation time and count the cupboard.

Expected: six total; four at home; two on loan; three immediately eligible;
MIC-01 held for repair; TRI-01 overdue 30 minutes; LGT-01 due now.
No item is available merely because its due time has passed.

At 16:35, accept TRI-01. L-01 is physically returned; TRI-01 awaits inspection and
MIC-01 still needs repair. The loan may close without clearing either condition.

## Acceptance checks for your implementation

| Test | Expected result | Observed result / evidence |
| --- | --- | --- |
| Two staff check out the same item concurrently | At most one open custody assignment | |
| Return two of a three-item kit | Third item stays on the original open loan | |
| Submit an accepted return twice | Existing return retained; no duplicate or changed custody | |
| Replay an old return after a new loan begins | New loan remains unchanged | |
| Borrower tries to clear a repair hold | Denied; item stays held | |
| Staff close a fully returned loan | Inspection/repair conditions remain unchanged | |
| Inspect at the exact due time | Due now; overdue only after the due time | |
| Cancel a reservation | Cancellation preserved; custody unchanged | |
| Enter an empty or reversed reservation window | Reject input; do not interpret it as a valid free slot | |
| Return and refresh a second browser | Both views agree with the saved item and loan rows | |

These expected results are requirements. Blank observations mean not tested.