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How to Create an Equipment Checkout and Return Tracker in Microsoft Forms

Maira Mehtab Sep 22, 2026 868 views

Question details

The user wants to use Microsoft Forms to log equipment checkouts and returns, and automatically generate a spreadsheet displaying only individuals who have not yet returned their equipment.

Product: Microsoft Forms
Device & OS: not provided
Scenario: Creating an automated inventory tracking system to monitor equipment loans and returns.
Observed behavior: Microsoft Forms lacks built-in capability to dynamically update previous responses or automatically filter reports to show only unreturned items without additional automation.

Before you start

Ensure you have access to Microsoft Power Automate and an active SharePoint list or Excel Online workbook where your checkout records will be stored and tracked.

Solution 1Recommended

Build an Automated Tracker Using Power Automate

Since Microsoft Forms cannot dynamically update records on its own, you must use Power Automate to connect your form responses to an Excel spreadsheet or SharePoint list to track statuses.

Microsoft Forms is designed for data collection, not data management. To create a working checkout and return system, you need to use Microsoft Power Automate as a bridge. This flow will take the data submitted from your forms and update a central tracking sheet.

Create Your Tracking Forms

In Microsoft Forms, create two separate forms: one for 'Equipment Checkout' (collecting user name, equipment ID, and checkout date) and another for 'Equipment Return' (collecting equipment ID and return date).

Set Up a Master Tracking List

Create a master spreadsheet in Excel Online or a SharePoint list with columns for User Name, Equipment ID, Checkout Date, Return Date, and Status.

Create a Checkout Automation Flow

Open Power Automate and create a new automated cloud flow. Set the trigger to 'When a new response is submitted' for the Checkout form. Add an action to 'Add a row into a table' (Excel) or 'Create item' (SharePoint) to log the new checkout in your master list with the status 'Checked Out'.

Create a Return Automation Flow

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 master list, then add an 'Update a row' action to change the status to 'Returned'.

Filter Your Final Report

Open your master Excel spreadsheet or SharePoint list and apply a data filter to the Status column to only display items marked as 'Checked Out'. This will show you exactly who has not returned their equipment.

Advanced Logic Required: For detailed step-by-step logic on matching rows and updating records, you can search for 'checkout and return tracker' templates in the Microsoft Power Platform Community.

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Manage Your Tracking Spreadsheets Easily with WPS Office

While setting up automated form workflows requires Microsoft's ecosystem, viewing, filtering, and managing the resulting Excel tracking spreadsheets can be done seamlessly and for free using WPS Office. It provides a lightweight, highly compatible alternative to Microsoft Excel.

1. Download and Install: Get WPS Office for free from the official website and install it on your device.
2. Open Your Tracker: Launch WPS Spreadsheet and open your exported equipment tracking .xlsx file.
3. Apply Filters: Select your column headers, click the 'Data' tab, and choose 'Filter' to easily hide returned items and track open checkouts.

Fully compatible with Microsoft Excel (.xlsx) formats used in tracking workflows.Advanced filtering and sorting tools to easily view unreturned equipment records.Free, lightweight, and fast to open on Windows, Mac, and mobile devices.Familiar spreadsheet interface with zero learning curve.

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Frequently Asked Questions

Can I update an existing Microsoft Form submission directly?

No, Microsoft Forms does not allow users or administrators to dynamically edit submitted responses. You must use Power Automate to send the data elsewhere (like Excel or SharePoint) where the underlying record can be updated.

How can I filter my Excel list to show only unreturned equipment?

In your tracking spreadsheet, click on the header of the 'Status' or 'Return Date' column. Apply a data filter and either uncheck the 'Returned' status or select '(Blanks)' in the date column to display only the equipment currently checked out.

Is there a built-in template for equipment checkout in Microsoft Forms?

While Microsoft Forms offers basic data collection templates, they do not include built-in dynamic checkout and return tracking logic. You will need to build the automation linking checkouts to returns yourself using Power Automate.

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