How to lend an instrument: loan contract and QR label in OPS
Each time your orchestra or music school lends an instrument to a member, you need a clear record of who has it, in what condition it left and when it is due back. OPS handles the whole process: you create the loan in a few clicks, the app generates a PDF contract you can print or email, and a QR label you stick on the case lets anyone scan it to see availability and the current borrower. This guide walks through the full workflow — from opening the instrument's page to recording the return.
Before you start
- Standard plan or above (organisation account)
- The instrument already exists in Inventory
- The borrower is a member of the organisation, or you will enter their name and email manually
- A Dymo or Brother label printer connected to your computer (optional, for the QR label)
Steps
Open the instrument
Go to Inventory in the left navigation and click the "Instruments" tab. Find the instrument in the list and click its name to open its detail page.
Start a new loan
On the instrument page, click "Add loan". A form opens. Choose the loan type ("Loan" for a free loan or "Rental" for a paid rental), then select the borrower from the member list or enter an external person's name and email.
Set the start date and condition
Fill in the "Start date" and note the initial condition of the instrument. You can add a note (accessories included, visible scratches, etc.) and attach photos. An optional end date can be set if you want a planned return date.
Generate the loan contract
Click "Save" to create the loan. The loan now appears under the "Loans" tab on the instrument's page. Under "Generated contract", click "Download PDF" to save the contract, or "Send by email" to send it directly to the borrower's email address.
Upload the signed contract
When the borrower returns a signed copy, open the loan again and use the "Signed contract" field to upload the PDF scan. It stays attached to the loan record permanently.
Print the QR label
On the instrument page, click the "QR / Label" tab. Click "Print label" and choose your label printer model (Dymo 36x89 mm, 28x89 mm, 25x54 mm or Brother 62x50 mm, 62x29 mm). Stick the label on the instrument case. Anyone who scans the QR code sees the instrument's current status; a login is required to see borrower details.
Record the return
When the instrument comes back, open the loan under the "Loans" tab and click "Confirm return". Set the return condition, add notes about any damage or missing accessories, and optionally add return photos. The instrument status returns to Available.
Tips
- If all instruments of a given type are already on loan, use the "Waiting list" tab to register the next person in line. You will see who to contact when one becomes available.
- The Timeline tab on the instrument page shows a chronological log of every loan, repair and incident — useful when a dispute about condition arises.
- For a rental (paid loan), the loan form lets you link the contract to an invoice in the accounting module. Set the monthly price and the billing period when creating the loan.
Frequently asked questions
Can I send the contract to a non-member?
Yes. Instead of picking a member from the list, choose "External person" in the borrower field and enter their name and email. The PDF can then be sent by email just as for a member.
What does the QR code show when scanned?
Scanning the QR code shows the instrument's availability and, if it is on loan, who the current borrower is. Full details (contact information, loan dates) require a login with an OPS account.
Can I regenerate the contract after creation?
Yes. Open the loan record and download the PDF again at any time. The content reflects the loan details as they currently stand in OPS.
What if the borrower never returns the signed contract?
The "Signed contract" field is optional. You can keep the loan active and leave that field empty. The loan history is still recorded and visible on the Timeline.
Is the QR label printer included in the plan?
OPS supports Dymo and Brother label printers that you already own. There is no additional cost from OPS; the label printer itself is not included in the subscription.