Equipment request form: lend out gear and know who has it

A shelf of cameras and projectors empties one loan at a time. Nobody wrote down who took what, or when it was due back. I want a record at the moment someone asks: the item, the person, the dates and the reason. It keeps lending friendly and traceable.

Use this when

You lend equipment from a classroom, a studio, an office or a club.
You want to know who has what and when it is due back.
You can check your stock yourself before you say yes.

Skip it when

You need live stock levels or barcode scans. The form cannot do that.
Someone wants a car or a van. Use a vehicle checkout form for that.

What is asked, and why

The borrower and supervisor, so you know who is responsible. The items and quantity, so you can check stock. The dates, so you see clashes. The purpose and place, so you can decide yes or no. The care box is a plain reminder, not a contract. Call it an equipment loan form if that is your word for it.

What the borrower's AI would ask

"Which items do you need?" Then "On which dates?" Then "What is it for?" It shows the answers and sends them only after a yes. See agent-fillable forms.

After the loan

Damaged gear can go into a work order request. More ideas are in IT and operations forms and forms for schools and teachers.

Questions

How do I see if two people want the same item?

Sort the CSV by `checkout_date` and read the `items_wanted` column. Rows that share dates and items need a decision from you before you confirm either.

Does the form track returns?

No. It records the request and the promised return date. Mark returns in your own list, or sort the CSV by `return_date` to see what is due back.

Can students fill it in?

Yes. For younger students, a teacher or parent can fill it in, and the supervisor field names the adult who is responsible.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Borrow equipment",
  "description": "Ask for what you need and say when you will bring it back. We reply to confirm.",
  "fields": [
    {
      "id": "borrower_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "borrower_email",
      "label": "Your email",
      "type": "email",
      "required": true
    },
    {
      "id": "group_or_class",
      "label": "Department, class or team",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "supervisor_name",
      "label": "Teacher or supervisor responsible",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "items_wanted",
      "label": "What do you need?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Laptop",
        "Tablet",
        "Projector",
        "Camera",
        "Microphone",
        "Speaker",
        "Tripod",
        "Cables and adapters"
      ]
    },
    {
      "id": "quantity_needed",
      "label": "How many of each?",
      "type": "number",
      "min": 1,
      "max": 50
    },
    {
      "id": "accessories_note",
      "label": "Anything else you need with it",
      "type": "short_text",
      "max_length": 300
    },
    {
      "id": "checkout_date",
      "label": "Date you pick it up",
      "type": "date",
      "required": true
    },
    {
      "id": "return_date",
      "label": "Date you bring it back",
      "type": "date",
      "required": true
    },
    {
      "id": "use_purpose",
      "label": "What is it for?",
      "type": "long_text",
      "required": true,
      "max_length": 600
    },
    {
      "id": "use_location",
      "label": "Where will you use it?",
      "type": "single_choice",
      "options": [
        "On site only",
        "Off site",
        "At home"
      ]
    },
    {
      "id": "care_promise",
      "label": "I will return everything in the condition I received it",
      "type": "checkbox",
      "required": true
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Borrow equipment","description":"Ask for what you need and say when you will bring it back. We reply to confirm.","fields":[{"id":"borrower_name","label":"Your name","type":"short_text","required":true,"max_length":150},{"id":"borrower_email","label":"Your email","type":"email","required":true},{"id":"group_or_class","label":"Department, class or team","type":"short_text","max_length":100},{"id":"supervisor_name","label":"Teacher or supervisor responsible","type":"short_text","max_length":150},{"id":"items_wanted","label":"What do you need?","type":"multi_choice","required":true,"options":["Laptop","Tablet","Projector","Camera","Microphone","Speaker","Tripod","Cables and adapters"]},{"id":"quantity_needed","label":"How many of each?","type":"number","min":1,"max":50},{"id":"accessories_note","label":"Anything else you need with it","type":"short_text","max_length":300},{"id":"checkout_date","label":"Date you pick it up","type":"date","required":true},{"id":"return_date","label":"Date you bring it back","type":"date","required":true},{"id":"use_purpose","label":"What is it for?","type":"long_text","required":true,"max_length":600},{"id":"use_location","label":"Where will you use it?","type":"single_choice","options":["On site only","Off site","At home"]},{"id":"care_promise","label":"I will return everything in the condition I received it","type":"checkbox","required":true}]}'

JSON definition

json

{
  "title": "Borrow equipment",
  "description": "Ask for what you need and say when you will bring it back. We reply to confirm.",
  "fields": [
    {
      "id": "borrower_name",
      "label": "Your name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "borrower_email",
      "label": "Your email",
      "type": "email",
      "required": true
    },
    {
      "id": "group_or_class",
      "label": "Department, class or team",
      "type": "short_text",
      "max_length": 100
    },
    {
      "id": "supervisor_name",
      "label": "Teacher or supervisor responsible",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "items_wanted",
      "label": "What do you need?",
      "type": "multi_choice",
      "required": true,
      "options": [
        "Laptop",
        "Tablet",
        "Projector",
        "Camera",
        "Microphone",
        "Speaker",
        "Tripod",
        "Cables and adapters"
      ]
    },
    {
      "id": "quantity_needed",
      "label": "How many of each?",
      "type": "number",
      "min": 1,
      "max": 50
    },
    {
      "id": "accessories_note",
      "label": "Anything else you need with it",
      "type": "short_text",
      "max_length": 300
    },
    {
      "id": "checkout_date",
      "label": "Date you pick it up",
      "type": "date",
      "required": true
    },
    {
      "id": "return_date",
      "label": "Date you bring it back",
      "type": "date",
      "required": true
    },
    {
      "id": "use_purpose",
      "label": "What is it for?",
      "type": "long_text",
      "required": true,
      "max_length": 600
    },
    {
      "id": "use_location",
      "label": "Where will you use it?",
      "type": "single_choice",
      "options": [
        "On site only",
        "Off site",
        "At home"
      ]
    },
    {
      "id": "care_promise",
      "label": "I will return everything in the condition I received it",
      "type": "checkbox",
      "required": true
    }
  ]
}

An equipment request form for lending gear