Templates
Tool sign-out sheet: who has it, where, and how it came back
A sign-out sheet for the shop or store. A row is filled in when a tool goes out and completed when it comes back, so you can see at a glance who has the vacuum pump, which job it went to and whether it came back working.
Print it and keep it by the door, or keep it on a shared computer. The sheet has 60 rows, and the first two are examples.
Tool sign-out sheet
What’s in the template
Scroll sideways to see all columns.
| Tool | Serial / ID | Taken by | Date out | Job / site | Date back | Condition on return | Notes |
|---|---|---|---|---|---|---|---|
| Vacuum pump | VP-07 | Sam Ortiz | 10/5/26 | Maple St. | 10/7/26 | Good | |
| Hammer drill | HD-12 | Jordan Lee | 10/6/26 | Oak Ave. | Due back Friday |
What each column is for
| Column | What to write |
|---|---|
| Tool | What it is: “vacuum pump”, “hammer drill”. Use the same name every time. |
| Serial / ID | The serial number or your own tag, like VP-07. It tells two identical drills apart. |
| Taken by | Who took it. That person is responsible for it until it’s back. |
| Date out | The day it left the shop. |
| Job / site | Where it’s going, so you know where to look for it. |
| Date back | Filled in when it’s returned. A blank cell means the tool is still out. |
| Condition on return | Good, Needs repair or Missing parts. A few fixed words make the column easy to filter. |
| Notes | When it’s due back, what’s damaged, which charger or case went with it. |
To see what’s still out, filter Date back for blank cells. To see what needs fixing, filter Condition on return for anything other than Good, and keep those tools on the shelf until they’re repaired.
When a spreadsheet stops working
- The sheet stays in the shop, the tools don’t. Nobody updates a clipboard from a job site. In HiVis each tool can be assigned to the person who holds it, and the item shows who that is.
- Consumables run out mid-job. A tool sheet doesn’t track quantities. HiVis keeps stock by location and emails the people who manage inventory when an item drops to its minimum.
- You need to know where things went. Every change in HiVis is a movement that records who made it, why and the balance after, and items with history can’t be deleted. See tool and stock tracking in HiVis.
How to use it
Download it and clear the examples
Download the Excel file and delete the two sample rows. Print it for the shop wall or keep it on a shared computer.
Fill in the header
Company, the shop or store the tools leave from, and the person responsible for the sheet.
Fill in a row when a tool goes out
Tool, serial or ID, who took it, the date and the job. Do it before the tool leaves, not at the end of the day.
Complete the row when it comes back
Add the date back and the condition. Anything other than Good goes to whoever handles repairs.
Questions and answers
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