FilmCage.App Equipment Checkout Manager

Table
Browser
Tags 0
Out of Service 0
0items0avail0assets0stock0expnd$0value
0 selected
TypeIDNameDeptCategoryGroupQtyCost
Active
Cart
Filters
StatusStudentCourseItemsDateActions
Staff & Admin
Students
Classes
Staff Reg Code:
NameUsernameEmailRoleStatusCreatedActions
Settings

Details

Step 1 of 11
Step 1 of 11
Welcome to FilmCage.App
Your complete equipment checkout system for film and media programs. Manage inventory, handle student checkout requests, track signatures, and keep everything synced across devices.
Inventory
Track all gear
Checkouts
Request & approve
Signatures
Digital sign-off
Students
Roster & access
Appointments
Scheduled slots
Firebase Sync
Real-time data
Real-Time Sync
All data syncs across devices via Firebase in real time.
Student Mode
Students access the system on their own devices to request gear and sign.
Digital Signatures
Students sign on their phone when checking out and returning equipment.
Export & Backup
Export your full inventory and checkout data as Excel, CSV, or JSON.
Step 2 of 11
Staff Login & Accounts
Staff members log in with their email and PIN. The first user to register becomes the admin. Additional staff can register using the staff registration code.
Staff Login
Email address
PIN (4-8 digits)
Sign In
⚡ Share the staff registration code (found in Settings > Users tab) with other staff so they can create their own accounts.
Admin Role
Admins can manage all settings, users, and inventory. The first registered user is admin.
Staff Role
Staff can approve/deny checkouts, check out and return equipment.
Step 3 of 11
Managing Your Inventory
The Inventory tab is your equipment database. Add items, organize by department and category, track availability, and manage assets vs. stock vs. expendables.
+ Add Item
Settings
Search...
NameDeptCategoryStatusQty
Canon C300 Mk III   Camera   available
Sennheiser MKH 416   Sound   available
Three Item Types
Assets are unique, serialized items. Stock items have quantities. Expendables are consumables.
Departments
Camera, Sound, Lighting, Grip, Power, Media, Other — color-coded throughout.
Categories & Groups
Organize gear into categories and groups within each department.
Batch Edit
Select multiple items to edit department, category, or status all at once.
Step 4 of 11
Finder-Style Browser
The Browser tab gives you a column-based view of your entire inventory — just like Finder on Mac. Navigate through Departments, Categories, Groups, and individual items.
Column Navigation
Click through columns: Department → Category → Group → Items → Details. Each selection narrows the next column.
Add Anywhere
Use the "+" button in each column header to create new categories, groups, or items directly in the browser.
Drag & Drop
Reorganize your inventory by dragging items, groups, or categories and dropping them into different departments, categories, or groups — just like moving files in Finder.
Edit In-Place
Select any item to see full details, edit, duplicate, retire, or delete it — all from the detail pane on the right.
Step 5 of 11
Barcode Scanner
Quickly look up equipment and checkout records by scanning barcodes. Works with both USB/Bluetooth barcode scanners and your device's camera.
Camera Scanning
Click "Scan" in the Checkouts or Inventory toolbar, then "Start Camera" to use your device's camera to read barcodes and QR codes.
USB/Bluetooth Scanners
Physical barcode scanners work automatically — just scan while the scanner modal is open. The barcode input is captured and looked up instantly.
Smart Matching
Scanned codes are matched against item IDs and names. Results show both inventory items and active checkout records.
Quick Actions
From scan results, click any item to jump directly to its detail view, or click a checkout to open its record for processing.
Step 6 of 11
Student Checkout Requests
Students access the system on their own devices via the student URL. They browse available equipment, select items and appointment times, then submit a checkout request.
Student Request Flow
1
Student logs in with ID & last name
2
Browses available equipment by department
3
Selects checkout & return appointment times
4
Checks acknowledgement box & submits
💡 Students access the system by adding ?student=true to the URL, or you can set up a direct student link. They log in with their Student ID and last name from the roster.
Student Roster
Import students via the Students tab or add them manually. Students need an ID and last name to log in.
Appointment Slots
Configure available checkout and return times in Settings so students pick a slot.
Step 7 of 11
Approvals & Signatures
When a student submits a request, it appears as "Pending" in the Checkouts tab. Staff approve the request, then initiate checkout — the student must sign on their phone before it's complete.
1
Pending
Student submits request — staff reviews
2
Approved
Staff approves — equipment reserved
3
Awaiting Signature
Staff clicks "Check Out" — student signs on their phone
4
Checked Out
Staff completes checkout after student signs
⚡ The signature step ensures students acknowledge responsibility. The signed image is stored with the checkout record and appears on printed checkout slips.
Step 8 of 11
The Return Process
When equipment comes back, staff click "Return" on a checked-out item. The student must sign again on their phone to confirm the return, then staff completes it.
1
Staff clicks "Return"
Status changes to "Awaiting Return Signature"
2
Student signs on their phone
Confirms equipment returned in good condition
3
Staff completes return
Equipment marked available again
Both Signatures Stored
Checkout and return signatures are both saved with the record for accountability.
Equipment Auto-Releases
When a return is completed, the items automatically go back to "available" status.
Step 9 of 11
Tags & Course Setup
Tags let you label and organize equipment. Course tags are special — they define which gear is available for each class and let you set checkout limits per equipment group.
How Course Tags Work
1
Create a Course Tag
Go to Inventory › Tags and create a tag in the Course category (e.g., "FILM 201")
2
Tag Your Equipment
In the Browser or Table view, tag the gear groups you want available for that course
3
Set Limits
Click the course tag — you'll see all tagged equipment in a table. Set a checkout limit per group.
4
Upload Roster
Add your student roster to the course tag. Students will see only their enrolled courses.
Tag Categories
Tags are organized into categories (e.g., "Course", "Condition", "Location"). Create your own categories for flexible labeling.
Limits Are Per Group
Each equipment group can have its own checkout limit. For example, limit "Camera" to 1 per student but allow 2 "Battery" checkouts.
💡 The equipment groups come from your existing inventory — just tag them with the course tag and set limits. No need to manually create groups.
Step 10 of 11
Settings & Configuration
Click "Settings" on the Inventory toolbar to access all configuration options. Manage departments, categories, groups, checkout groups, appointment slots, and users.
Settings Tabs
Departments
Add or rename departments
Categories
Gear categories per dept
Groups
Equipment groups by category
Appointments
Checkout & return time slots
Users
Staff accounts & reg code
Checkout Groups
Bundle items for easy checkout
💡 Set up your Appointment Slots first so students can pick checkout and return times when submitting requests.
Step 11 of 11
You're Ready to Go!
Start by adding your inventory, importing student rosters, and configuring appointment times. You can reopen this guide anytime with the "? Guide" button in the header.
Quick Start Checklist
☐Add your equipment to the Inventory tab
☐Import student rosters in the Students tab
☐Configure appointment slots in Settings
☐Share the student URL with your class
☐Export a JSON backup regularly
☐Share the staff registration code with your team
✦ To reopen this tutorial anytime, click the ? Guide button in the top-right header bar.
Step 1 of 8
Step 1 of 8
Welcome to Equipment Checkout
This system lets you request film and media equipment for your courses. Browse what's available, pick your times, and submit your request — all from your phone.
Browse
See available gear
Request
Submit checkout request
Sign
Digital signature
Track
View your checkouts
All on Your Phone
Request equipment, sign for checkout, and sign for returns right from your device.
Real-Time Updates
See status changes instantly as staff reviews and processes your requests.
Step 2 of 8
Select Your Course
After logging in, you'll see your enrolled courses on the left side. Tap a course to view the equipment available for that class.
Select Course
FILM 201 - Intro to Production
3 groups, 12 equipment
FILM 301 - Advanced Cinema
5 groups, 24 equipment
💡 If you're enrolled in only one course, it will be selected automatically.
Step 3 of 8
Choose Your Equipment
Equipment is organized into groups with limits. Use the checkboxes and +/- buttons to select what you need. The availability count shows how many are left.
Camera Package1 / 2
☑ Canon C300 Mk III 3/5 − 1 +
☐ Sony FX6 2/4 − 0 +
Group Limits
Each group has a maximum. For example, "1 / 2" means you've selected 1 of 2 allowed.
Availability
The green numbers (e.g. 3/5) show how many are available out of total inventory.
Quantity Controls
Use the +/− buttons to adjust how many of each item you need.
Greyed Out = Unavailable
Items showing 0 available or groups at their limit will be disabled.
Step 4 of 8
Pick Your Appointment Times
After selecting equipment, scroll down to choose your checkout and return appointment times. You must be present at both times.
Pick-Up Appointment
Wed, Mar 18 — 2:00 PM
Return Appointment
Fri, Mar 20 — 10:00 AM
⚡ You are expected to be present at both your pick-up and return times. Failure to show up or return equipment on time may restrict your future access.
Step 5 of 8
Submit Your Request
Before submitting, you'll need to check the acknowledgement box confirming you understand your responsibility for the equipment and your appointment obligations.
☑ I understand that by requesting this checkout, I am taking responsibility for the equipment listed above. I must be present at both check-out and check-in times.
Submit Request
Acknowledgement Required
You must check the responsibility box before you can submit your request.
Pending Status
After submitting, your request shows as "Pending" until staff reviews it.
Step 6 of 8
Signing for Your Equipment
When staff approves your request and initiates checkout, you'll see an "Action Required" banner in your My Checkouts section. You need to sign on your phone to complete the checkout.
⚠ Action Required
Your signature is needed to complete this checkout.
Sign Below
Draw your signature here
Submit Signature
⚡ Your signature confirms you are taking responsibility for the equipment. Sign promptly — staff is waiting to complete your checkout.
Step 7 of 8
Returning Equipment
When you return equipment, staff will initiate the return process. You'll see another "Action Required" on your phone asking for a return signature.
1
Bring equipment to the cage at your return time
2
Staff clicks "Return" — your phone shows signature request
3
Sign on your phone to confirm return
✓
Staff completes return — you're all done!
Be On Time
Show up at your scheduled return time. Late returns may affect future checkout privileges.
Good Condition
Return equipment in the same condition you received it. Report any issues immediately.
Step 8 of 8
You're All Set!
Start by selecting your course and browsing the available equipment. You can reopen this guide anytime by tapping the "? Guide" button at the top of the page.
Quick Reference
☐Select your course on the left
☐Pick equipment and quantities
☐Choose pick-up and return appointment times
☐Check the acknowledgement box and submit
☐Sign on your phone when staff initiates checkout
☐Sign again when returning equipment
✦ Scroll down below the equipment list to see My Checkouts — all your active and past requests are tracked there.