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Asset Loan Management Template

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Asset Loan Management Template
Use Template

The Asset Loan Management template consists of four well-structured, interlinked tables that offer full visibility into assets, active and historical loans, and borrower information. Whether you're managing a dozen assets or hundreds, this template can scale with your needs.

 Key Tables Overview

1. Assets

Track all your organization’s assets in one place. Log every detail—from purchase date to current condition—and monitor which assets are in use, available, retired, or under repair.

Key Fields:

  • Asset ID
  • Asset Name
  • Category 
  • Brand/Model
  • Serial Number
  • Purchase Date
  • Status 

2. Loans

Manage current and past loans, including expected return dates and actual returns. This table is linked directly to both the Assets and Borrowers tables to provide real-time tracking.

Key Fields:

  • Loan ID
  • Linked Asset
  • Borrower Name 
  • Borrower Email
  • Loan Start Date
  • Expected Return Date
  • Actual Return Date
  • Loan Status 

3. Borrowers

Maintain a clean and organized record of employees or team members borrowing company assets. This makes it easier to track accountability and follow up when returns are delayed.

Key Fields:

  • Borrower Name
  • Email
  • Phone Number

4. Loan History

Log the condition of each asset upon return and capture notes if any damage or maintenance is required. This historical data helps improve accountability and predict asset lifespan.

Key Fields:

  • Linked Asset
  • Borrower
  • Loan Start Date
  • Loan End Date

 Benefits of this Template

  • Centralized Asset Tracking: Keep all asset-related data in one place, from laptops to accessories.
  •  Real-Time Loan Monitoring: Always know who has what and when it’s due back.
  •  Enhanced Accountability: With complete borrower history, returns and responsibilities are transparent.
  • Damage & Maintenance Logging: Record asset condition post-return for better lifecycle management.
  • Customizable for Any Industry: Easily adapt fields to suit tech firms, schools, media companies, or NGOs.

 Use Cases

  • IT Departments assigning laptops or mobile devices to employees
  • Educational Institutions lending projectors or tablets to staff
  • Admin Teams managing shared resources like meeting equipment or furniture
  • Remote Work Support for loaning out office gear to distributed teams

Why Use This Template?

With everything linked and organized—assets, borrowers, and loan history—you’ll no longer chase spreadsheets, forgotten emails, or manual logs. The Asset Loan Management Template makes your process streamlined, visual, and accessible to your whole team.

Customize it to match your workflow, add automation or notifications via Stackby’s integrations, and keep your resources under control—without the complexity. 

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