Kit loans

Last updated October 21, 2026

Kit loans (under The building) keeps track of the hall’s things lent out: tables and chairs for the church fete, the PA for the school sports day, the tea urn for a neighbour’s wake. What went, how many, who has it, and when it is due back. On every plan.

Lend something. Say who is borrowing it (type a name, or choose a hirer) and how to reach them, the day it goes out and the day it is due back. For each thing, give how many and choose it from your extras (those with a number in stock, such as 20 trestle tables) or your equipment, or type anything else. Add a charge or a deposit if you ask for one. Tick It has already gone if it is out the door; otherwise the loan is Booked until you press Collected.

Hirers are not offered what is away. Extras and equipment on loan count against the number the hall has, from the day they go out until they come back, so the booking form, the hirers’ app and Book and pay never offer tables that are at the fete. If there are not enough to lend on those days, counting hires and other loans, ModuleFest HallPro says so. Things you type in yourself are recorded but not counted.

When it comes back, press Count it back, count each thing and note its condition. Anything short is shown straight away and stays marked on the loan, so it can be chased. Anything overdue is marked Overdue, and stays away from hirers until it is back. Print a slip for the borrower to sign when they collect.

1 Give your extras a number On Extras, set how many the hall has (20 tables, 80 chairs) so loans and hires are counted against it.

2 Lend something On Kit loans: who, when, what and how many. Press Lend it.

3 Print the slip The borrower signs it when they collect. Press Collected.

4 Count it back Press Count it back, count each thing and note its condition.

For example: The churchwarden asks to borrow tables and chairs for the fete. The secretary lends 8 trestle tables and 30 folding chairs from Friday to Monday, with a deposit of 20, and prints the slip to sign. That weekend the booking form offers hirers only the tables left. On Monday, 7 tables come back; the loan shows 1 short, and the churchwarden finds it in the vestry the next day.

Questions people ask

Why can I not choose the chairs?
Only extras with a number in stock, and equipment, can be chosen. Give the chairs a number on the Extras screen (the price can be nothing), or type them in as something else.

Can we charge for a loan?
Yes. Put the charge in and tick Paid when it is. It is a note for the treasurer: no invoice is made, so take the money as you usually do.

Something came back broken.
Note it under Condition when it comes back. If it needs mending, report it on Faults; if it is lost, take the value from the deposit or ask the borrower to replace it.

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