How to start a tool library
Start small with tools people ask for, write simple loan rules, label everything, and make returns easy with reminders and a personal link for every member. Software can wait until lending is weekly.
What you need
- A space with shelves and opening hours, even two evenings a week
- Donated or bought tools, checked and cleaned
- Loan rules on one page, and a sign-up form for members
- Labels, and a loan log on paper or in software
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Ask people what they'd borrow
Survey your neighbourhood or members before you collect anything. Drills, ladders, hedge trimmers, carpet cleaners and camping gear come up again and again. Start with thirty to fifty things people actually want.
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Collect, check and clean
Accept donations against a wanted list, and say no to the rest. Check every power tool works and is safe, and record the result. Many libraries have electrical items safety-tested before the first loan; check what's required where you are.
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Write loan rules on one page
Who can join, how long a loan lasts (a week is common), how many items at once, what happens when something's late or broken, and whether there's a fee or deposit. Members sign them when they join.
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Label every item and every shelf
A number and a QR label on each item, and a label on each shelf so returns go back to the right place. Photograph each item; members browse photos, and photos settle arguments about condition.
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Lend at a counter with a quick handover
At the counter, scan the item, pick the member and set a due date. Keep a loan register if you're on paper. In ItemTally, a volunteer scans the item and the member's card, and the member gets a receipt with their My things link.
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Make returning easy
Members get a reminder the day before and on the due date. Their My things link shows what they have and lets them say it's back or extend for a week when nobody else has booked it. No account or app needed.
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Check returns and fix what's broken
Look over everything that comes back. Anything damaged goes aside with a note before it can go out again. Record repairs on the item, so you know which tools keep breaking.
Members, borrowers and seats in ItemTally
Members who only borrow at the counter don’t need an account: a volunteer hands things over, and each member uses their My things link. That’s free on every plan, however many members you have. If members should take things themselves from a kiosk or with their phone, they become borrowers, which use seats: 10 on Shelf (free), 50 on Stockroom, unlimited on Warehouse.
A kiosk for busy evenings
On a tablet at the counter, kiosk mode lets members find their name and scan what they’re taking or returning. Set an optional PIN per member. The kiosk forgets the person after 90 quiet seconds, so the next member starts fresh.
Try it on your own stuff. Free for one editor and ten borrowers, with unlimited items. No card.
Start freeQuestions people ask
What software do tool libraries use?
Dedicated library software such as Lend Engine and myTurn handles memberships, fees and a public catalogue. ItemTally handles lending, returns, reminders and stock, and doesn't take payments or run memberships. Small libraries without fees often need only the lending part.
How much does it cost to start a tool library?
Mostly space and time. Many libraries start with donated tools and volunteer staff. Insurance and safety testing are the costs people forget.
Should a tool library charge a membership fee?
Many charge a small annual fee or ask for donations to cover insurance and repairs; some are free. If you charge, you'll need a way to take payments outside your lending system.
How do we get things back on time?
A due date on every loan, a reminder before it's due, and an easy way to return or extend. Most late returns are forgetfulness, not bad intent.