eBrigade Equipment loan between organisations module
Your organisations lend each other equipment, with a record at every step
A branch, a municipality or an agency asks another to lend it equipment, vehicles or consumables. The lender accepts, hands over and takes back, every step is signed, and late returns are chased automatically. A free module, included in eBrigade.
These buttons are about the full eBrigade subscription: this module is included at no extra cost in every plan.
Lending of equipment, vehicles and consumables from one organisation to another: request with quantities, approval or refusal with a reason, signed handover and return with a PDF slip, reminder the day before the return date and follow-ups when it is late. Borrowed equipment can be assigned to the borrower’s activities.
What does the eBrigade Equipment loan module do?
The Equipment loan module manages loans between the organisations of a single eBrigade instance. The borrower requests a type and a quantity, the lender accepts or declines, chooses the specific items at hand-over and records their condition on return. Hand-over and return are signed and produce a PDF slip, and late returns are chased automatically. The module is free and included in eBrigade.
Why manage loans between your organisations?
A branch needs tents for a first-aid post, a municipality needs generators for a flood, an agency needs scaffolding for a site: the equipment exists, but next door. The request goes out by phone, the loan is made on trust, and three weeks later nobody knows what went out, who has it, or what condition it came back in. The loaned equipment is missing from the lender’s inventory with nothing to show it, the borrower cannot properly assign it to their activities, and the return is negotiated just when it is needed.
What the Equipment loan module changes in eBrigade
Every loan becomes a tracked request: requested, accepted or declined with a reason, handed over, returned — or cancelled by the borrower as long as nothing has gone out. The lender stays in control of what it grants and chooses the specific items; hand-over and return are signed and produce a PDF slip. During the loan, the equipment record shows where it is, the borrower can assign it to its activities, and the daily job sends a reminder before the due date and then chases late returns. Each step leaves a record in the history of both organisations and on the item itself.
What you can do with Equipment loan
The borrower requests a type and a quantity. The lender grants what it can and chooses the specific items itself at hand-over: nobody needs to see the other’s stock.
Requested, accepted, in progress, returned — or declined with a reason, or cancelled before hand-over. Two people answering at the same time cannot both win: the second sees “already processed”.
The person taking the equipment signs at hand-over, the person bringing it back signs on return. Each step keeps the signatory and a snapshot of the items, and produces a PDF slip on the lender’s letterhead.
Equipment does not change owner and its movements go into the movement register; an item that is out is no longer offered. Consumables, on the other hand, are transferred and change stock with their batch and expiry date.
For the duration of the loan, borrowed equipment and vehicles are offered on the activities of the organisation holding them, marked “lent by …”, within the limit of what was lent.
A reminder the day before the return date, then a chaser the day after the due date and every week until everything is returned, to both the borrower and the lender. The loan record shows the latest chaser and how many have been sent.
Step by step
From Logistics › Loan, or directly from an activity’s record, the borrower chooses the lending organisation, the period and its needs: a category, a type, a quantity. Linking the request to the activity picks up its dates.
It accepts, adjusting the quantities, or declines with a reason. Each step notifies the other party by email, and the list of requests received can be handled directly from its Actions column.
At hand-over, the lender chooses the specific items, the person taking the equipment signs, and the hand-over slip is produced as a PDF. The loaned equipment appears in the borrower’s activities, marked “lent by”.
On return, the condition of each item is noted — good condition, damaged, not returned — and the return is signed. The loan is closed, the equipment becomes available again, and the return slip keeps the proof.
Where this module really pays off
Civil protection associations: a branch borrows tents and camp beds for a first-aid post from a neighbouring branch, linked to the activity they are requested for.
Groups of municipalities and local safeguard plans: shared resources — generators, pumps, barriers — pass from one municipality to another with a signed slip and a return date.
Multi-site companies and construction: one agency lends tools or a vehicle to another for a site, and late returns are chased without anyone having to think about it.
Sports committees and federations: a club borrows equipment for a competition from the committee or another club, with its condition recorded on return.
Event logistics: consumables transferred for an event leave one stock and enter the other with their batch and expiry date.
Frequently asked questions
Is the Equipment loan module included in eBrigade?
Yes. It is a free module: you switch it on in Module › List, with no option to subscribe to and no extra cost. It lends what your other logistics features already manage — equipment, vehicles, consumables.
Between which organisations can equipment be lent?
Between the organisations in your eBrigade: branches of an association, municipalities in a group of municipalities, agencies of a company, clubs in a committee. Each organisation keeps its own stock; the loan records who has what, and for how long.
Do you need to know the other organisation’s stock to make a request?
No. The borrower states a need — a type and a quantity, “3 tents” or “2 camp beds” — without browsing the other’s inventory. It is the lender that grants the quantities, then chooses the specific items at hand-over.
What happens to the equipment during the loan?
It remains the lender’s property. Its departure and return are entered in the movement register, and its record shows who it is lent to and until when, in red if the return is overdue. An item that is already out is no longer offered for another loan.
What about consumables?
They don’t come back: a loaned consumable is transferred. The quantity leaves the lender’s stock and enters the borrower’s, with its batch and expiry date.
How do you prove what was handed over and returned?
Hand-over and return are signed with a finger or a mouse, like an equipment issue form. Each signed step produces a PDF slip on the lender’s letterhead: a hand-over slip, with the commitment to return by the agreed date, and a return slip, with the recorded condition of each item.
What happens if the equipment is not returned on time?
The borrower receives a reminder the day before the return date. If it is passed, a chaser goes out the next day and then once a week, to the borrower and the lender, until the equipment is returned.
Who can request and who can respond?
Two permissions, set in the module’s clearances: “Request” for the borrowing organisation, “Respond” for the lending one. The Logistics › Loan menu only appears to those who hold at least one of them.