Asset record
- Asset name
- Serial number
- Category
- Purchase details
- Current estimate
Equipment operations for photography studios
Run the gear room like part of the studio, not a closet with expensive surprises.
Keep inventory, locations, loans, maintenance, documents, and reporting in one operating record so producers and crew can see what is ready before call time.
Free for 25 items. No credit card required.
The cost of missing gear is rarely the item alone. It is the crew time spent finding it after the schedule has started moving.
From receiving shelf to return bench
A studio needs custody and condition alongside a reliable count. The record follows each item through locations, assignments, loans, returns, and service.
- 01
Receive and identify
Add the item, serial, owner or purchase record, current value, home location, photos, receipt, warranty, and category.
A studio record that can survive staff changes and reorganized shelves.
- 02
Assign for production
Connect gear to a shoot, rig, case, room, or responsible person before it leaves its normal location.
A clear answer to who has it, where it went, and what job needs it.
- 03
Check out and return
Record the loan, expected return, condition, and return notes instead of relying on a message thread.
A handoff record the producer and gear manager can both read.
- 04
Route problems to service
Move damaged or unreliable gear into maintenance with dates, work performed, cost, warranty status, and service notes.
A service queue that keeps suspect equipment out of the next case.
Operations and reporting share the same inventory
Studio work spans availability, maintenance, loans, and cost. These views stay connected to the same item records.
The gear room in one view
Inventory, active work, service, recent gear, and activity sit together instead of living in separate sheets.
Know what the collection costs
Follow collection value, purchase activity, maintenance, loans, and reporting from the equipment record.
A studio record needs ownership and custody
The most useful fields answer four questions: what is it, where is it, who has it, and can it go back on set.
Custody
- Home location
- Current location
- Loan recipient
- Due date
- Return condition
Service
- Maintenance type
- Scheduled date
- Service provider
- Cost
- Service history
Production
- Shoot
- Rig
- Assigned crew
- Availability
- Attached documents
Example checkout record
Studio B product shoot
A compact handoff view for a four-item lighting and camera package. Names and identifiers below are examples.
| Asset | From | Responsible | Return state |
|---|---|---|---|
| Camera body 05-021 | Cage A3 | Camera operator | Returned |
| 24-70mm 08-042 | Lens shelf L2 | Camera operator | Returned |
| Strobe head 12-118 | Lighting bay | Gaffer | Inspect cable |
| Wireless trigger 16-044 | Small parts S4 | Gaffer | Returned |
A short return note gives the next prep crew a usable answer without hiding a problem in the case.
Studio is the operations plan
Pro covers a large personal inventory. Studio is the fit when equipment moves between people, locations, and service states.
Starter
A compact personal kit
Up to 25 items, five custom categories, search, filters, mobile access, and three shoot plans.
View Starter planPro
A working photographer or filmmaker
Unlimited items and shoot plans, documents, warranty tracking, reports, trends, the rig builder, and QR labels.
View Pro planStudio
Recommended for this workflow
Shared equipment operations
Everything in Pro, plus loans, maintenance, studio analytics, and access to Studio features as they become available.
View Studio planDetails worth checking before you move the inventory.
Can GearDex track equipment loans and returns?
Yes. The Studio plan includes loan tracking and maintenance. A loan can keep the item, recipient, dates, status, and return details together.
Can we separate equipment by room, cage, or storage location?
Yes. Locations can represent rooms, shelves, cases, vehicles, or other places that match how the studio stores gear.
Can GearDex track maintenance history and warranty records?
Yes. Maintenance records, service dates, notes, costs, receipts, and warranty files can stay connected to the item.
Are team permissions available now?
Team workspace and permissions are listed as Studio preview features. Core inventory, loans, maintenance, and studio reporting do not depend on presenting a preview feature as finished.
Find the workflow that matches the way you work.
Put the gear room on a record everyone can follow.
Start with one shelf or one production package, then map the rest of the room.