Speakers, mixers, lights, cameras and cables — packed in kits, booked per event, checked out at load-out and checked back in after the show.
Key features:
We got in at two and stacked the cases against the wall. Everything was there. Nobody signed anything, because everyone was tired and the cases were obviously all there. Ten days later a crew loaded that same stack for a corporate in Leeds. The wireless rack was one receiver short. It had been short for ten days.
Load-out is not the hard part. The hard part is the next show. Four ways that goes wrong. And what actually changes them.
A show does not load as 200 items. It loads as the PA, the lighting rig, the comms case, each of them a stack of cases and each case full of gear — and one of those cases goes out on its own next weekend. A flat list makes load-out a tick-box exercise nobody finishes; a system that only understands packages loses the receiver inside the rack. What actually fixes it: letting the case be a single bookable thing that is still forty tracked items underneath.
The clash is never discovered in the diary. It is discovered by a crew chief standing in front of a shelf that should have a rack on it. And it is rarely the whole rig that is double-booked — it is one radio mic set that somebody pulled out of the package for a different job, which makes the package unavailable without the package looking unavailable. What actually fixes it: booking against the real contents, so a clash four levels down surfaces when the booking is made rather than on the loading bay.
Nothing is stolen at load-in. Things are lent to the other crew on the same site, packed in the wrong case at three in the morning, or left on a shelf in a venue that will happily keep them. The shortfall is real at load-in and invisible until the next show needs the thing — by which point nobody can say which of four jobs it went missing on. What actually fixes it: checking gear back in as an act, so the gap is a fact on the day instead of a mystery a fortnight later.
Somebody knows it is broken. They knew on Saturday night. But knowing lives in a head, or a group chat, or a strip of tape on the yoke that falls off in the truck — and none of those are consulted when the next booking is made. So it goes out again, and this time it fails in front of an audience. What actually fixes it: making the fault a property of the gear rather than a memory, and letting that property stop the next booking on its own.
It is custody tracking, not a warehouse scanner. A QR or NFC label identifies one item at a time and opens it — there is no batch scan that fires a hundred items into a checkout, and no RFID gate that reads a cage as it rolls past. The reason load-out is still quick is that you take the case, not the hundred items: a nested kit is one selection.
Crew do not get logins. A freelancer is recorded as a contact on the checkout — unlimited, and the trail still carries their name — but somebody with a login has to do the handover. Staff logins are capped by plan, from 3 on the smallest to 20 on the largest.
There is no hour or lamp-hour metering, so maintenance is scheduled by date and by recurrence, not triggered by a counter. And there is no sub-rental or cross-hire costing — Itefy tracks the gear, not the invoice for gear you brought in.
A show does not load out as a list of items. It loads out as the PA rig, the camera package, the lighting truss — each of them a stack of cases, each case full of gear, and one of those cases is itself a package you sometimes send out on its own. Itefy nests kits five levels deep, so the data can be shaped the way the truck is packed instead of flattened into one heap. Every level still books, scans and services on its own.
Reserve everything an event needs on a shared calendar, assigned to the crew and the venue. Conflict detection catches overlapping shows before they become a problem, and the whole team sees what’s committed where.
Print QR labels for every case and every item inside it. Point a phone at one and you are on that item — its history, its condition, who has it and what it belongs to — without hunting through a list on a dark loading bay. Load-out itself stays quick because you check out the case, not its contents.
Blown driver, bent truss, flickering fixture? Log the issue with photos before the memory fades, flag the gear as inoperative so it isn’t booked for the next show, and schedule the repair.
Link checkouts and bookings to clients and venues in the built-in contact register.
Learn moreFreelancers are recorded as contacts on the checkout — no seat used. Staff logins are limited by plan, with the permissions you decide.
See which gear pays for itself and what can be cross-rented instead of bought.
Learn morePAT tests, servicing, firmware — recurring maintenance bookings with reminders.
Learn moreManaging camera gear for productions? There’s a dedicated page for that.
TV & filmThe whole workflow from the warehouse floor or the venue, on any phone.
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