A camera equipment booking calendar with no double bookings.
Rows are gear, columns are days. See every hold, loan, rental, trip, and service on one board, filter to what's available, out, or in maintenance, and let GearDex block overlapping bookings.
- Hold types: internal, rental, travel, maintenance
- 4
- Reservation statuses
- 5
- Overlapping bookings allowed per item
- 0
Ask Iris
What is a camera equipment booking calendar?
A camera equipment booking calendar shows when each piece of gear is reserved, checked out, or in service, so a team can book it without conflicts. GearDex's availability board lays items against days, records who is responsible for each handoff, and refuses bookings that would overlap an existing one.
Two shoots, one A-camera, and nobody noticed.
Shared kits get double-booked the same way every time: two producers, two calendars, one body. The conflict shows up on the morning of the shoot, when someone opens an empty case.
Spreadsheets and shared calendars can show bookings. They can't stop the second one.
GearDex checks every reservation against the item's other bookings, loans, and service, and blocks the overlap before it happens.
Handoffs with a name attached.
Reserve an item with a title, dates, and a hold type: Internal, Rental, Travel, or Maintenance. The dialog shows the gear, its condition and mount, and a Responsible person. On the day, Hand out checks it out to that person; when it comes back, mark it returned and note its condition.
Conflicts, caught at the source.
Two active bookings can't overlap for the same item. Try it and GearDex tells you exactly which booking you'd collide with. Gear that's on loan, in maintenance, or retired can't be reserved, and if someone else edits a booking first, you'll know before you overwrite it.
Availability board is included from Studio. Start free and upgrade when you need it.
A loan holds every item in it.
A check-out holds each item on it, a kit's contents included, until it's due back. Before it saves, GearDex checks every item against holds, other loans, and service, and an overlap blocks the check-out and names the booking it hits. Set turnaround days in Settings › Lending, and a booking that starts too soon after a return shows as a warning instead of a block.
- Loans sit on the board beside reservations and service
- Overlaps block the check-out
- Turnaround days warn without blocking
The same bookings on the month calendar.
Availability is one view of the Calendar. Switch to Month and every reservation, loan, shoot, service, and warranty date sits on the grid as a colored pill. Filter to one type with the chips, or open a day to see everything on it.
- Month, Agenda, and Availability views
- Shoots, Reservations, Loans, Maintenance, Warranties
- Day panel with every event and its status
GearDex vs. Google Calendar and Excel
| Capability | GearDex | Google Calendar | Excel |
|---|---|---|---|
| One row per item | Yes | No | Yes |
| Blocks overlapping bookings | Yes | Room resources only | No |
| Named person at handoff | Yes | Event owner | A note in the cell |
| Knows loans and maintenance | Yes | No | No |
| Turnaround time after returns | Yes | No | No |
| Works when you're off-site | Yes | Yes | Yes |
Your booking board in ten minutes.
The board fills from your library. Add this week's jobs and you're running.
- 7- and 14-day views
- Team permissions respected
- Manual holds on every plan
- 01
Import
Make sure shared gear is in GearDex, and invite your team.
- 02
Organize
Reserve gear for upcoming jobs with titles and hold types.
- 03
Maintain
Hand out, return, and let conflicts get caught for you.
How it fits with the rest of GearDex.
One calendar
Shoots, reservations, loans, maintenance, and warranties share a calendar.
Team permissions
The board respects who can read loans and maintenance.
Quick create
Schedule a shoot, create a loan, or book maintenance from any date.
Holds on every plan
Place a manual hold from any item's page, on any plan. The board is Studio.
Kit loans
Lending a kit holds every item in it, so none of them can be booked twice.
Turnaround days
Time to clean and charge between a return and the next booking. Pro and Studio.
Availability board on every plan
Included from Studio. Start free and upgrade when you need it.
Conflict checks and turnaround days on loans; manual holds come with every plan
The full availability board with handoffs and conflict checks
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Availability board, answered.
More questions? Visit support or contact us.
Active reservations and loans for the same item can't overlap. If you try, GearDex tells you which booking it conflicts with. Items on loan, in maintenance, or retired can't be reserved, and lending a kit holds every item in it.
A buffer after each loan for cleaning, charging, and checking gear. Set the number of days in Settings › Lending. A booking that starts inside the buffer shows a warning when you check gear out, but it doesn't block it.
Handing gear out checks the reservation out to a named responsible person. When it's returned, you add notes and GearDex records the time.
Every plan can place manual holds on individual items. The shared board and team view are part of Studio.
Works well with
All features- Pro+Explore loans & lending
Loans & lending
Scan gear out and back in, get loans signed for, and see who has what, when it's due, and what fee applies, with automatic overdue alerts.
- StudioExplore maintenance
Maintenance
Log cleanings, repairs, and sensor service, and get reminded before a lens is due for attention.
- All plansExplore shoot planning
Shoot planning
Plan every job in one place: shot lists, locations, call sheets, timelines, weather, and the gear assigned to it.
Stop double-booking bodies.
Join 300+ photographers, studios, and rental houses who already run their kit on GearDex.
- Free forever plan
- No credit card
- Import from CSV
- Mac, Windows & web