Design and creative production: Inventory software for video production companies
Inventory software for video production companies that tracks cameras, lenses, lighting, sound and media files, so you know what is available, what is booked on a shoot and where footage is stored.
Where stock drifts for video production companies.
The equipment of video production companies is spread across cases, vans and shoot days. A lens set goes out on a shoot, comes back one lens short, and that only shows when the next crew needs it. Batteries and cards are shared between kits without anyone knowing how many are left. Hired equipment has to go back on time but is not on the same list. Meanwhile the media library keeps growing: raw footage, edit projects and final versions on different drives. If a client asks a year later for a new version with different footage, someone has to work out which drive holds the raw material for that production.
Inventory software for video production companies
Example- 1
Register kits and items
DoneCameras, lenses, lights, tripods, sound gear, batteries and cards are registered as single items or as part of a kit.
- 2
Reserve for shoot days
In progressWhen a shoot day is scheduled, the equipment it needs is reserved.
- 3
Check out and check in
NextOn check-out the kit is ticked off against its contents list, and again on return.
From receipt to use.
Register kits and items
Cameras, lenses, lights, tripods, sound gear, batteries and cards are registered as single items or as part of a kit. Each kit lists what belongs in it. Hired equipment is registered the same way, with the rental company and return date. Media storage is recorded too: which drive, which production, what kind of material.
Reserve for shoot days
When a shoot day is scheduled, the equipment it needs is reserved. A kit already booked on another shoot shows as unavailable. If two productions clash, the producer sees it before the cases are packed, and can hire in or move something.
Check out and check in
On check-out the kit is ticked off against its contents list, and again on return. If something is missing or damaged, it is reported straight away with the shoot day on which it happened. Hired equipment gets a reminder before its return date. Media storage gets a retention decision once a production is finished.
Alongside your purchasing and suppliers.
Video production companies currently track equipment in a spreadsheet, a rental system or the head of whoever looks after the kit. The inventory software replaces the spreadsheet and can work with labels or codes scanned by phone. Media storage stays where it is; the software only records what is where. The company owns the equipment list; for hired gear the rental company remains the owner and the software just records the arrangement.
Kits or single items
A fixed kit per type of shoot, such as an interview kit or an event kit, makes packing and checking quick. Single items give flexibility but need more checking. Most companies combine the two: fixed kits for recurring shoots, with single items that can be reserved on top. A spare lens added to a kit gets its own line.
Hire in or buy
Equipment needed a few times a year is usually hired. Equipment that is hired often may be better bought. The inventory software tracks how often something is hired in, so that decision rests on data rather than a hunch. The choice itself stays with the company.
Keep raw footage or clear it
Raw footage takes up a lot of space, but it is needed if a client later wants a new version. Keeping everything forever gets expensive; deleting everything after delivery is risky. A retention decision per production, agreed with the client, makes it a deliberate choice. The software shows which productions are approaching the end of their retention period.
Clients in other industries.
No customer story from this industry yet. This is how the software works for businesses elsewhere.
All customer stories
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Online check-in, even at two in the morning.
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Read the storyWhich stock we record.
Kits, single items and hired equipment are registered, with reservation per shoot day, check-out and return with a contents list and a record of media storage. We run an ordinary week together and a day when two productions both need the lighting kit while one lamp is still being repaired. Scanning with labels and an overview of how often you hire in are switched on once the records are complete.
View pricingSupport and updatesGood to know.
Explore pricing and optionsDo we have to register every cable and battery?
No. Cables and batteries can be tracked as a quantity per kit. On return they are counted to check the number still matches the check-out. Only valuable items such as cameras, lenses and recorders are registered individually, with serial number.
Can we link damage to a shoot day?
Yes. If damage is reported on return, it is linked to the shoot day and production where the equipment was used. That helps with an insurance claim and with deciding whether the damage can be charged on to the client.
How do we track where a production's raw footage is?
For each production it is recorded which drives or storage folders hold the raw footage, the edit project and the final versions. Look up a production and you immediately see where everything is and whether it is still being kept.
Does this work with our rental company?
You record hired equipment with the rental company, return date and their reference. If the rental company offers its data through a system of its own, the software can read it in. Usually a clear record on your side is enough.
What often connects to this.
- Digital job cards for video production companiesDigital job cards for video production companies: a shot list per shoot day that records shots, takes, media and notes, so the editor knows exactly what was filmed.
- Website for video production companiesA website for video production companies that presents formats, production services and the way you work, so a client understands upfront what a corporate film, campaign or series of short videos involves.
- Enquiry form for video production companiesAn enquiry form for video production companies that captures the brief, locations, audience and delivery formats, so the producer can judge how many shoot days and edit versions a project needs.
Know what is really there.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Inventory software for video production companies: cameras, lenses, lighting, sound and media files tracked, with reservations per shoot day.
- Register kits and items
- Reserve for shoot days
- Check out and check in