Book, check out and return gear

Every time gear leaves the shelf, Cutvey records it as a booking: what went, who has it, for which project and when it is due back. Turn on Team check-out and Bookings in Gear settings to use all of this.

Book gear ahead

1. In Gear, press Book gear.
2. Search for items or kits and press Add. Each line says Free or Not free for your dates.
3. Choose who it is for (a person on your team, a crew member, or the project itself), the dates and an optional project and name.
4. Press Book it.

Everything picked is held for those dates, so nobody else can book it. The Bookings tab lists every booking, and Availability shows a day-by-day grid of what is out, booked, asked for or waiting for a fix.

From a project, open Plan > Gear and press Book for the shoot to hold the inventory items on that list for the project's shoot days.

Clashes

Cutvey checks every booking against the others and tells you exactly why something is not free: it is booked, it is out, it needs a fix, or a counted item is short for those dates. Gear marked Needs a fix is kept off bookings until it is fixed.

By default nobody can book over a clash. In Gear settings, When gear is already booked can be set to Owners and admins can book anyway. That option covers everyone whose role can manage projects (owners, admins, producers and editors, unless you changed their roles), and the booking is marked as booked over a clash.

Ask before lending

Turn on Ask before lending and a team member who cannot manage projects asks for gear instead of booking it. Nothing is held until someone says yes. Anyone whose role can manage projects opens the booking and presses Say yes or Say no, with a reason the person can read.

Check it out

Open the booking and press Scan out, or go to Check out gear from Gear.

1. Scan each item's label, use the Cutvey app's camera, or type its number. A kit adds everything in it.
2. Check who is taking it.
3. If your settings ask for one, the person signs on your screen or their phone.
4. Press Check out.

For a quick hand-over with no booking, open the item and press Check out.

Print packing list on a booking gives a PDF with every line and boxes for out, back and signatures.

Bring it back

Press Bring it back on the item, Scan in on the booking, or open the return page and Scan what came back. Cutvey finds the booking each item went out on. Depending on your settings it asks how each item came back (Good, Dirty, or that it needs a fix), with an optional photo. Anything that needs a fix goes onto the Service list and stays off bookings until it is fixed.

Reminders

In Gear settings > Check-out rules, Remind before it is due sends a reminder the day before or on the day, and a late reminder follows when gear is overdue. Reminders go between 9 am and 6 pm on your workspace's clock, to the team member or crew member who has the gear. Crew also see what they hold under My gear.

What check-out does not do

Check-out is for your own team and crew. To rent gear to a client, use Rent out your gear, which adds quotes, agreements and invoices. Gear never charges anyone for a team check-out.