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How to Create an Equipment Check-Out and Return Workflow in Microsoft Forms

Algirdas Jasaitis Sep 28, 2026 869 views

Question details

The user wants to create a linked system to track equipment check-outs and returns, specifically needing a way to dynamically list only the users who have not yet returned their equipment.

Creating an Equipment Check-Out and Return Workflow with Microsoft Forms

Product: Microsoft Forms
Device & OS: not provided
Scenario: Managing company or school equipment loans and ensuring all borrowed items are accurately tracked and returned.
Observed behavior: Microsoft Forms does not natively support linked check-out and return processes or dynamic filtering to show outstanding returns within the form itself.

Before you start

Ensure you have access to Microsoft Power Automate and a central data storage location like SharePoint or OneDrive, as Microsoft Forms cannot perform linked automated workflows on its own.

Solution 1Recommended

Use Power Automate to Link Forms to a Data Source

Since Microsoft Forms cannot dynamically update its own fields, use Power Automate to log form entries into a database (such as Excel or SharePoint) to track check-outs and update statuses upon return.

To achieve a connected check-out and return process, you must separate the workflow into two forms and use a central database to track the status of each item. Power Automate will act as the bridge between your forms and your database.

Create the Check-Out and Return Forms

Log in to Microsoft Forms and create two distinct forms. The first form should collect check-out details (e.g., Borrower Name, Equipment ID, Check-out Date). The second form should collect return details (e.g., Equipment ID, Return Date).

Set Up a Central Data Log

Open Excel Online or SharePoint and create a list or spreadsheet. Include columns for Equipment ID, Checked Out By, Check-Out Date, Return Date, and Status (e.g., 'Checked Out' or 'Returned').

Build the Check-Out Automation

Open Power Automate and create a new automated cloud flow triggered by 'When a new response is submitted' selecting your Check-Out form. Add an action to 'Add a row into a table' (for Excel) or 'Create item' (for SharePoint) to log the check-out data and set the Status column to 'Checked Out'.

Build the Return Automation

Create a second flow triggered by the Return form. Use the 'List rows present in a table' or 'Get items' action to find the matching Equipment ID in your database. Then, add an 'Update a row' or 'Update item' action to change the Status column to 'Returned' and insert the Return Date.

Community Support: Building complex workflows can sometimes result in looping errors or matching issues. For detailed flow design troubleshooting, consult the Microsoft Power Platform Community.

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Manage Equipment Logs Easily with WPS Office

While automated form linking requires complex configurations in Power Automate, WPS Office provides a highly capable and entirely free alternative for managing equipment logs directly. Using WPS Spreadsheet, you can create dynamic inventory trackers, use filters to find unreturned items instantly, and manage your data without complex programming.

1. Download and Install WPS Office: Visit the official WPS Office website and download the free suite for your operating system.
2. Set Up an Inventory Spreadsheet: Open WPS Spreadsheet and create columns for Equipment Name, Borrower, Check-out Date, and Status.
3. Filter Unreturned Items: Select your column headers, go to the 'Data' tab, and click 'Filter'. Use the dropdown on the Status column to only display items marked as 'Checked Out'.

Fully compatible with Microsoft Excel (.xlsx) files, ensuring a seamless transition of your existing inventory logs.Easily track unreturned equipment using built-in data filters, VLOOKUP, and conditional formatting.A free, lightweight office suite with a familiar user interface that requires zero learning curve.Built-in WPS Form capabilities allow you to quickly gather data and sync it to your spreadsheets.

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Frequently Asked Questions

Can a Microsoft Form dropdown list automatically update based on available inventory?

No, Microsoft Forms does not natively support dynamic dropdown lists that update based on previous answers or external data sources. You must manually add or remove options, or use Microsoft Power Apps for dynamic inventory capabilities.

How do I filter out users who have already returned equipment in Microsoft Forms?

Because Microsoft Forms is strictly a data-collection tool, it cannot filter or manipulate data internally. You must export the form responses to a spreadsheet application like Excel or WPS Spreadsheet and use Data Filters or PivotTables to identify unreturned items.

Is Power Automate required to track equipment check-outs?

If you want an automated system where submitting a form updates a central log automatically, yes, Power Automate (or a similar integration tool) is required. Alternatively, you can track equipment manually using a standard spreadsheet.

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