How PACDock Simplifies Equipment and Kit Management for Production Studios

Managing Studio Equipment with Precision

Every item in your studio — whether a camera, audio mixer, transmitter, monitor, or lighting kit can be tracked and managed within the system. Equipment can be organized as:

• Individual Assets (e.g., Canon C300 Camera, Sennheiser Microphone)
• Kits — collections of assets used together for a shoot (e.g., “ENG Kit — Camera + Mic + Transmitter + Batteries”)
• Asset Models — a grouping that defines the common characteristics of a specific asset.
• Kit Models — templates representing the standard setup for each type of shoot or production unit (e.g., “Outdoor Camera Kit”, “Studio Lighting Kit”)

This helps your team have standard setups that can be quickly accessed and gives you the ability to easily track equipment across projects.

From Request to Reservation to Checkout — A Streamlined Workflow

PACDock provides a structured process for users to request, reserve, and check out assets or kits. This three-step workflow ensures efficient allocation and tracking of assets from request to usage.

Step 1: Requests

When a team member needs equipment for an upcoming shoot, they start by submitting a request at the Asset Model or Kit Model level.

For example, a cinematographer might request:

• 2 “Outdoor Camera Kits”
• 3 “Wireless Audio Kits” for a shoot scheduled between March 10–14.

This request indicates demand for specific equipment types but does not guarantee availability yet.

Step 2: Reservations

Administrators then review pending requests and convert them into reservations based on asset availability.

• Only assets or kits not already reserved for overlapping dates will be shown.
• Admins can allocate specific assets to each user.
• Individual items in a reservation can be assigned to different team members, allowing multiple users to collaborate.
• Dates can be adjusted within the requested range for flexibility.

This ensures efficient scheduling, and complete visibility into asset utilization across projects

Step 3: Checkout and Return

On the reservation date, admins check out assigned assets or kits to the respective users.

• Now, the asset status is changed to Checked Out.
• The system records who has each item, when it was taken, and when it is due for return.
• On return, a simple Check-In process updates the status and logs any condition changes.
• With this, your team can track every piece of equipment in real time, ensuring nothing goes missing.

Inspection and Audit: Keeping Your Gear in Peak Condition

Production equipment is expensive and heavily used and often requires regular inspections to avoid downtime.

PACDock provides a robust and easy to use inspection that can be triggered at multiple points:

• Receiving Inspection: Conducted by the user when receiving a shipment or kit.
• Shipping Inspection: Conducted before returning the asset post an event or a shoot.
• Administrator-Initiated Inspection: Routine audits by admins for quality assurance.

During an inspection, users can perform the following actions:

Audit

Used for general verification and documentation. Admins or users can log notes, attach reasons, or remove an asset from a kit (unless checked out).

Flag

Used when an asset requires attention (e.g., a damaged lens or a failing transmitter). Flagged assets remain tracked in the system and can be reviewed later.

If an asset in a kit is flagged, the entire kit is automatically flagged as an indicator that there is an issue with the kit/asset. Once these issues are resolved and all flags cleared, the kit flag is also cleared.

This process creates a maintenance history for every asset.

Capacity Planning and Utilization Insights

When you have multiple ongoing projects, knowing which assets are available and those that are overbooked is critical. This helps avoid unnecessary bottlenecks.

With capacity planning, administrators can:

• View utilization trends for assets
• Forecast demand
• Optimize purchasing decisions

With PACDock, your team can make data-driven inventory decisions ensuring they procure what they need minimizing capital expenditure.

Accountability Through Reservations and Checkouts

Every reservation and checkout is tied to a specific user or project, providing full traceability.

• Each transaction logs who used an asset, when, and for what purpose.
• Checkouts create clear ownership during use, preventing misplaced or lost equipment.
• Returns trigger inspections, ensuring issues are caught early.

This creates a culture of responsibility and ensures maximum asset longevity.

Fast Asset Retrieval with QR Codes, Barcodes & RFID

In fast-paced environments, every second counts. Teams shouldn’t waste time searching through storage rooms, gear cages, or transport cases. With PACDock, every asset and kit is instantly retrievable using:

• QR Codes
• Barcodes
• RFID Tags

Why Studios Love PACDock

• Gives centralized visibility for all equipment.
• Streamlines workflows from request to reservation to check-outs.
• Robust inspections to maintain gear quality.
• Capacity and utilization insights for smart planning.
• QR-based lookups for instant kit or asset access on set.

PACDock brings structure, accountability, and efficiency to how you manage your assets and helps your teams focus on what they do best.