Lending Inventory Items and Tracking Returns

By My-Trains.com Documentation · Last updated August 5, 2026

Use Loans when an inventory item temporarily leaves your possession but remains part of the collection.

Recording a loan #

1. Open Loans from the Workbench section.
2. Select Lend an item.
3. Choose the inventory item.
4. Enter the borrower’s name.
5. Add borrower contact information only when needed and appropriate.
6. Enter the loan date and expected return date.
7. Add notes describing accessories, packaging, condition, or the purpose of the loan.
8. Select Record loan.

The item detail page shows an active borrower and expected return date. The Dashboard reports overdue loans when an active loan is past its due date.

Returning an item #

1. Open Loans.
2. Find the active loan.
3. Inspect the returned item and its accessories.
4. Select Mark returned.
5. If condition changed or service is required, edit the item and add a Maintenance Log or activity entry.

Default loan periods #

An item can have a default loan period in days. Use this for equipment commonly loaned for a predictable duration. Confirm the actual due date before saving each loan.

Recommended practice #

• Photograph valuable equipment and packaging before it leaves.
• Record included controllers, cables, cases, manuals, or components in the notes.
• Use a specific due date rather than relying on memory.
• Keep borrower details limited to what is necessary.
• Do not mark an item sold or disposed merely because it is on loan.
• Mark the loan returned even when the same item is immediately loaned again; create a new loan record for the new event.

Loan records are operational reminders, not legal agreements. Use a separate written agreement when required by a club, museum, insurer, or owner.