Know what the church owns, and who borrowed it.
For the volunteer or administrator who looks after the sound and stream kit, the hall's chairs and tables, the youth group's gear and everything lent to members, often across more than one site.
| Item | Location | Qty | Status |
|---|---|---|---|
| Shure SLXD24 handheld mic IT-000601 | Main church / Mic cupboard | 1 | Dan K. · Sunday team |
| PTZOptics Move 4K camera IT-000610 | Main church / Tech booth | 1 | Available |
| Folding chair, stacking IT-000622 | Hall / Hall store | 120 pcs | 40 held · Thu |
| Hot water urn, 20 l IT-000630 | Hall / Kitchen | 1 | Reserved · Thu |
| AA batteries, rechargeable IT-000641 | Main church / Mic cupboard | 6 pcs | Low · min 12 |
Sound familiar?
The livestream camera went to the youth weekend and came back without its power supply. The wireless mics for Sunday are in a box someone took home to charge. The hall committee lent the urn and forty chairs to a family for a funeral tea, and the insurer has asked for a list of everything with a value. Nobody is paid to keep track, and the volunteers change every few months.
Sunday, the week, the year.
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Sunday setup
The tech team scans the Sunday kit (two handhelds, a headset mic, batteries, the stream camera) out to the person running sound. On Sunday afternoon, one scan returns the lot, and anything that didn't come back is still on that name.
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Lending in the week
A member borrows the projector for a home group, or the hall lends 40 chairs to a family for a funeral tea. Reserve by amount, hand over on the day, and the borrower returns from the link in their receipt. No account needed.
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Volunteers come and go
When the youth leader steps down, their page lists everything on their name. The handover to the next leader is a checklist instead of a guess.
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The insurance list
Once a year, print the inventory report, every item with photo, serial and value, subtotals per room and a total. Send it to the insurer or the property committee.
How it looks in ItemTally.
Folders are the real places churches and worship teams keep things. Every take, return, count and move becomes a dated line with a name on it, and lines are never edited.
Your workspace
- Main church
- Tech boothDesk, stream PC, cameras
- Mic cupboard
- Vestry
- Hall
- Hall storeChairs, tables, staging
- Kitchen
- Youth roomGames, camping kit
- St Mark's (second site)Room key for the site team
Starting from nothing
Most churches don’t have a list. The fastest start is one room at a time. Walk the tech booth with a phone, add each item with a photo and a rough value, and print labels for anything that leaves the building. Do the hall store next, counting chairs and tables as quantities. In a month of Sundays you have the list the insurer asked for, and it stays current because lending runs through it.
What does the work for a church.
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Equipment checkout
The Sunday kit goes out and comes back as one thing, on one volunteer's name, with every mic still accounted for.
How it works → -
Reservations
Hold 40 chairs and the urn for Thursday's funeral tea. The hall can't promise the same chairs to the toddler group.
How it works → -
Reports
The inventory report with photos, serials and values, per room, for the insurer and the annual property review.
See reports → -
Maintenance dates
PAT tests on the kitchen appliances and the hall's portable heaters, with reminders before they lapse.
How it works →
No donations, giving or member records. ItemTally isn't church management software. Keep people, rotas and giving in ChurchSuite, Planning Center or whatever you use, and keep the things in ItemTally.
The questions churches ask.
Our volunteers aren't technical.
The volunteer's job is pointing a phone at a label and picking a name. Borrowers don't need an account or an app; they return from the link in their receipt.
We have no budget for software.
The Shelf plan is free forever with unlimited items for one editor and ten borrowers. Hand-overs done by the editor don't count against anything. A tech team and hall team sharing the work fits Stockroom at €19/mo.
What should a church inventory include?
Anything with a value or that gets lent out. AV and stream equipment, musical instruments, furniture, kitchen appliances, youth and camping gear, and safety kit. Give each a photo, a value and a room, and the inventory report does the rest.
How do we manage more than one site or campus?
Make each site a folder and give its team a room key, so their register, counts and reminders end at their own site. The main office still sees everything.
Can members borrow things?
Yes. Hand items to any name with a due date. Members get a receipt with a private link where they see what they have and return it. No account or app.
Can we export our inventory for insurance?
The inventory report is a PDF with every item's photo, serial and value, subtotals per folder and a total. The full register also exports to CSV on every plan.
Can we track the sound desk settings or rota?
No. ItemTally tracks the equipment, its location and who has it. Rotas belong in your planning tool.
Photograph the tech booth this Sunday.
Free forever for one editor and ten borrowers. No card.
Free for one editor and ten borrowers, with unlimited items. No card needed.