Equipment Checkout Log Template – Guest Gear Lending Tracker for Bikes, Kayaks & Beach Gear with Deposits, Excel & Google Sheets, No Canva

Guest Gear Lending Log & Checkout Sheet is an equipment checkout log template for hosts who lend bikes, kayaks, paddleboards, beach gear, baby gear and games to guests. It records every item you own, every checkout, every return and every scratch, so you always know what is out, what is late and what needs fixing. Made for Excel and Google Sheets.

Why it is different: a waiver form collects a signature, and a bike sign gives the rules. This workbook tracks the gear itself across stays. Each checkout looks the item up by its ID, flags overdue returns, counts how many units are out, marks items for repair and keeps the deposit and fee ledger in the same file.

No Canva needed. This is a plain spreadsheet with no macros and no add-ons. Yellow cells are for typing and gray cells hold the formulas. It works in Excel, Google Sheets and Numbers.

Safety: Life jackets for every water item; guests use gear at their own risk per your [waiver].

What is inside (7 sheets)

• Dashboard - five tiles (items out now, overdue returns, items needing repair, deposits held, fees collected), checkouts by category with a chart, the overdue list and the repair list.
• Gear Inventory - 19 sample items in six categories (bikes, kayaks, paddleboards, beach gear, baby gear, games) with quantity, cost, condition, location and a status of Out, Available or Repair counted from the log with COUNTIFS.
• Checkout Log - 25 sample checkouts with the item looked up by ID, due date, returned date, status (Out, Overdue, Returned), days late and condition out and in, including 3 overdue.
• Condition & Damage - issue, repair cost, charged to guest Y or N, amount charged, photo ref and status, with the share recovered from guests.
• Cleaning & Maintenance - sanitize, tune-up, inflate and check-straps tasks with an interval in days, last done, next due and an OK, Due soon or Overdue status.
• Fees & Deposits - fee, deposit, refunded, kept and the reason for each booking, with deposits held and fees collected.
• Read Me - how to use the workbook, what the colors mean and tips for Google Sheets.

Sample data is included, with dates that are formulas relative to today, so every tile, status and chart shows a real result from the first click. Replace it with your own gear in about 20 minutes.

Files you receive

• Guest-Gear-Lending-Log.xlsx - editable workbook
• Guest-Gear-Lending-Log.pdf - printable overview of every sheet
• START-HERE-How-to-Edit.pdf - editing guide for Excel, Google Sheets and Numbers

How it works

1. Download the ZIP after checkout.
2. Open the .xlsx in Excel, or upload it to Google Drive and open it with Google Sheets.
3. List your gear on the Gear Inventory sheet.
4. Log each checkout and return, then check the Dashboard before every arrival.

FAQ

Do I need Canva? No, this is an Excel file.

Does it replace a waiver? No. It tracks the gear. Keep your signed waiver with the booking; guests use gear at their own risk per your waiver.

Can I change the categories? Yes. Rename them on the Gear Inventory sheet and the dropdown and the Dashboard follow.

Does it work in Google Sheets? Yes. Upload the file and open it with Google Sheets. The formulas avoid add-in functions.

License: personal and single-business use. Please do not resell or redistribute the files. Airbnb, VRBO and Booking.com are trademarks of their respective owners; this product is not affiliated with or endorsed by them.