Equipment rental requests submitted through email or informal channels give procurement and facilities teams an inconsistent record of what equipment is needed, for how long, for what purpose, and how it should be obtained and paid for. Special requirements and accessories are not captured at the point of request. Budget codes are communicated in follow-up messages rather than documented alongside the original request. Pickup and delivery preferences are clarified separately. Without a structured, centralized rental intake process, fulfilling equipment requests accurately and coordinating logistics requires more effort than it should.
The Equipment Rental Request template for SharePoint, built with Infowise Ultimate Forms, provides a structured request form that captures the requester's details, an itemized equipment list, the rental period, the purpose of the rental, the use or delivery location, special requirements and accessories, the budget code, the preferred fulfillment method with full pickup or delivery address, the payment method, and any additional instructions. Every request is stored as a complete, actionable record in SharePoint.
How it works
Requester and priority details
The form captures the request date, the requester's full name, their department or project, position or title, and the priority level of the request. Capturing priority level at the point of submission gives the procurement team an immediate indication of which requests need to be processed first without manually reviewing each one to establish urgency.
Equipment list and rental period
The equipment requested section captures each item as an individual line item, allowing the requester to specify multiple pieces of equipment within a single request. Rental start and end dates are captured in structured date columns, giving the procurement and logistics teams an unambiguous rental window to plan availability and fulfillment around.
Purpose, location, and special requirements
A required purpose column captures the primary reason the equipment is needed and the project or task it will support. A use or delivery location column captures where the equipment will be deployed. A special requirements column gives the requester the space to specify any accessories, configurations, or handling considerations that apply to their request, ensuring the fulfillment team has complete information before sourcing the equipment.
Budget code and fulfillment method
A budget code column captures the cost center or account code against which the rental expenses should be charged, providing the finance team with the information needed to process the expenditure without a separate follow-up. A required fulfillment method column captures whether the requester will collect the equipment or requires delivery, with a full pickup or delivery address section for those who need the equipment sent to a specific location.
Payment method and additional instructions
A required payment method column captures how the rental will be paid for, enabling the procurement team to arrange the transaction without a separate billing conversation. An additional comments column captures any further instructions or context the requester wants to communicate.
What you get
- A structured equipment rental request capturing requester details, department or project, position, and priority level
- Itemized equipment list and rental start and end dates for clear fulfillment planning
- Purpose of rental, use or delivery location, and special requirements including accessories
- Budget code, preferred fulfillment method, and full pickup or delivery address
- Payment method and additional instructions captured within the same request record
- Every request stored as a complete, actionable record in a standard SharePoint list
- Extendable with automated submission notifications and fulfillment status updates using Ultimate Forms
- Free for all Ultimate Forms customers, installed automatically with a single click
Built on standard SharePoint lists
The Equipment Rental Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.
Read detailed installation instruction.
