Use the free Equipment Sheet
The Equipment Sheet is a free spreadsheet for equipment, in your browser, at app.itefy.com/sheet/. It opens straight into an empty grid — no signup, no licence key, nothing to install — and it holds up to 500 items.
It is not Itefy. It is the step before Itefy: a spreadsheet that already knows what equipment is, that can check something out without you remembering to update two places, and that you can copy into a real Itefy account later if you outgrow it.
A free tool, with a free tool's guarantees
There is no support and no warranty on the Equipment Sheet, and until you sign in your data lives only in the browser you typed it into. Keep your own backups — see Step 8.
If something is broken, the bug icon in the toolbar sends us a report. It includes your browser and window size, and a picture of the page only if you tick the box — your equipment list is never sent otherwise.
Step 1 — Open it and type
- Go to app.itefy.com/sheet/.
- Type an equipment name into the first row. Name is the only required column — everything else can stay blank until you know it.
- Carry on down the grid. It behaves like the spreadsheet you already know: arrow keys and Tab move around, Enter commits a cell, and you can select a range, drag to fill, and copy and paste.
Already have a list? Select the cells in Excel, Google Sheets or Numbers, copy them, click the first cell here and paste. The columns line up if your first column is the item name.
Step 2 — The fifteen columns
The columns are fixed, and each one maps to a real field in Itefy, which is what makes the copy in Step 9 possible.
| Column | What it holds |
|---|---|
| Name | What you call the item. The only required column. |
| UniqueID | Your own asset number, serial or barcode. |
| Type | What kind of thing it is — Camera, Drill, Laptop. |
| Category | A looser grouping — AV, IT, Fleet, Tools. |
| Home Location | Where it belongs when nobody has it. |
| Current Location | Where it actually is now. |
| Person Responsible | Who owns the problem if it goes missing. |
| Usage Status | Available or In use. Set by check-out and check-in. |
| Condition | Operative, Not working or Discarded. |
| Purchase Date, Purchase Value | What you paid and when. |
| Expiry Date, Salvage Value | When you expect to retire it, and for how much. |
| Specs | Key/value details — see Step 4. |
| Notes | Anything else. |
Dates are plain YYYY-MM-DD. Values are numbers, without a currency symbol.
Step 3 — Lists that remember what you type
Type, Category, Home Location, Current Location and Person Responsible are lists, not free text. The first time you type Studio store, the sheet asks whether to remember it:
1 new location: Studio store — Add to list / Leave as typed
Choose Add to list and it appears in the dropdown for those columns from then on, so the second and the fiftieth item spell it the same way. Choose Leave as typed and the value is still stored on that item, it just does not join the list.
This is the difference between a real list and a column of free text. In a plain spreadsheet, Studio store, studio-store and Studio Store are three different places, and you find out at the worst possible moment.
Fixing a list
Lists in the toolbar (or Edit these values… at the bottom of any column filter) opens the list editor. It shows every value in that column — whether or not it ever joined the list — with how many items use it.
- Rename changes the value and carries every item using it across. That is the fix for a typo: correct it once, in one place.
- Rename one value onto another and the two merge. Renaming studio store to Studio store puts every item on the single, correctly spelled entry. This is the tool's answer to the mess a spreadsheet accumulates by month three.
- Add to list adopts a value that was typed but never added, so it starts being suggested.
- Remove takes a value out of the dropdown. Items already carrying it keep the text — a removal never erases something you typed.
Step 4 — Specifications
Specs holds details that only make sense for that kind of item: sensor size for a camera, voltage for a tool, capacity for a battery.
- Double-click the Specs cell on a row. (A single click just selects it — the cell itself is read-only, because a list of pairs does not fit in one cell.)
- Fill in a name and a value — Sensor / Super 35, Serial / A5-1187.
- Add a specification for another pair, and Save.
The cell shows a short preview; the full set is in the modal. Specs are key/value pairs rather than a sentence in a cell, which is why they can be carried across when you copy the sheet into Itefy.
Step 5 — Row actions: the part a spreadsheet cannot do
This is the reason the tool exists. Select one or more rows — click a row number, shift-click for a range — and an action bar appears along the bottom.
| Action | What it changes | Where it is logged |
|---|---|---|
| Check out | Usage Status → In use | Usage |
| Check in | Usage Status → Available | Usage |
| Move | Current Location → the new location | Location |
| Change condition | Condition → the new condition | Condition |
| Log event | nothing on the item | Events |
Each action asks when — already filled in with now — and optionally who and a remark: "Thursday shoot, back Friday". Move and Change condition also ask what to change it to, and that one is required.
The point is that one action writes both halves. In a hand-rolled spreadsheet, checking something out means adding a line to a log sheet and remembering to change the status column; people do the first and forget the second, and a month later the status column is fiction. Here it is one gesture, and it either happens completely or not at all. The toast that appears afterwards has an Undo which takes back both halves together.
Step 6 — The history
Click History in the toolbar to open the log drawer. It has four tabs — Usage, Location, Condition and Events — and the number on the button is everything recorded so far.
Nothing writes to these logs except the actions in Step 5, so they are a record rather than another column somebody has to maintain.
Step 7 — Find things: search, filters and totals
Once the list is longer than a screen, the bar above the grid is how you use it.
- Search by name or ID — type in the box and only matching rows stay on screen.
- Filter a column — click Type, Category, Home Location, Current Location, Person Responsible, Usage Status or Condition and tick the values you want. The list holds the values actually in your sheet, plus (Blank) for rows where the column is empty. The panel has its own search, so on a long list you can type van, press Select all, and get both vans.
- Combine them. Filters on different columns are combined, so Current Location: Van 1 plus Condition: Not working is "what is broken in the van".
- Totals sit at the right-hand end: how many items are on screen, and the sum of Purchase Value and Salvage Value for exactly those rows. Filter to a location and you have what the gear in it is worth.
- Clear filters puts everything back.
Two things worth knowing. The row numbers stay as they were — filtering to six items out of thirty-six shows rows 8, 10, 11, 20, 22 and 26, not 1 to 6 — so it is always visible that something is hidden. And a filter is only a view: it changes nothing, it is not saved, and an export always contains the whole sheet, never just what is on screen.
Step 8 — Keep a copy somewhere else
Click the Saved indicator next to the sheet name to see exactly where your data is.
If you are not signed in, it is in this browser and nowhere else. Nobody at Itefy can see it — and it can be lost. Clearing your browsing data removes it, and Safari deletes it after roughly a week of not visiting the page.
So do one of these, and preferably both:
- Export & import ▸ Export to Excel (.xlsx) — items and all four logs, as separate worksheets. Export to CSV gives you the items alone.
- Export & import ▸ Export a backup (.json) — the complete sheet including lists and specs. Import a backup (.json) reads it back, in any browser.
- Sign in — free, no card. Your sheet then lives in your Itefy account, survives a cleared cache and a new laptop, and follows you to another device. Signed in you can keep up to five named sheets, switch between them from the menu beside the sheet name, rename or delete them there, and use Export & import ▸ Email me a backup…, which sends the Excel file to the address on your Itefy account. (It only ever goes there — to send it anywhere else, export the file and attach it yourself.)
Signed in, you can also create a view-only link (Share a view-only link in the sheet menu). Anyone with the link can read the items and the history and change nothing, and does not need an Itefy account. Make a new link revokes the old one immediately.
Step 9 — When you outgrow it, copy it into Itefy
A spreadsheet stops being enough at a predictable point: when you need a picture or a manual attached to an item, a booking that catches a clash before two people plan around the same camera, a reminder that a service is due, a QR label you scan with a phone, or more than one person editing at once. None of that is a missing feature in this tool — it is what a spreadsheet is not.
If you are signed in, Export & import ▸ Copy into Itefy… creates the items in an Itefy account in one step, with their types, locations, conditions, purchase values, specifications and categories. If you have no account yet, the same dialog offers to start a free trial.
Two things are deliberately left behind:
- Usage Status, because In use in Itefy means a real check-out with a person and a time against it, not a word in a column.
- The history, because those are real records, and inventing them would fill a new account with events that never happened.
It is a copy, not a link
Afterwards the two live separately: what you change in Itefy does not appear in the sheet, and what you change in the sheet does not reach Itefy. Your sheet stays exactly as it was — if Itefy turns out not to suit you, nothing is lost.
You can also go the file route: export to .xlsx and run the spreadsheet importer. The column headings are chosen so the importer maps them automatically. That path does not carry categories, specs or usage status — the direct copy above does.
What you accomplished
You have an equipment register you can actually rely on: consistent lists instead of four spellings of the same store room, specifications where they belong, and a history of who had what that gets written by the same action that changes the item. You know where it is stored and how to get a copy out of it. And when the spreadsheet runs out of road, it moves into Itefy in one step.
Where to go next
- Set up Itefy from scratch — what the full product adds.
- Import your equipment from Excel — the file route.
- Free equipment tracking spreadsheet — the tool's own page.