Campus Rental Management
Every tool campus programs need. Zero extra clutter.
Manage reservations, equipment, payments, users, and facilities from one simple platform built for college and university rental programs.
Real-Time Tracking
Know the status of your equipment and facilities with up-to-date rental and availability information.
Digital Waivers
Collect required waivers digitally and keep them seamlessly connected to the rental process.
Multi-Department Portals
Support different campus departments while keeping rental activity organized in one system.
Single Sign-On (SSO)
Let students and faculty access rental services using their existing campus login credentials.
Clear, accurate equipment and facility status.
Move reservations through checkout faster.
Reduce late returns and improve availability.
Access your rental system anytime, anywhere.
How Checkouts Actually Flow on Campus.
Give your staff a clear, repeatable workflow for moving every rental from reservation through payment, checkout, and return.
Reserve the Equipment
Let students, faculty, and staff reserve equipment online or onsite with ease.
Confirm & Collect Payment
Apply the right pricing and collect payments securely when needed for rentals.
Check Equipment Out
Verify reservations, track equipment, and complete checkout quickly with confidence.
Check It Back In
Record returns and keep equipment status fully ready for the next rental period.
Get Paid Fast, Fairly, and Everywhere
Set pricing around the way your campus program actually operates, from free rentals to different rates for users, items, and rental periods.
Free & Paid Rentals
Offer equipment for free or collect fees when your program requires payment.
Flexible Pricing Rules
Set flat or variable rates based on your specific rental structure and needs.
Integrated Payments
Collect fees through the payment processor used by your campus program.
User-Based Pricing
Support different rates for students, faculty, staff, and other user groups.
Facility Fees
Manage rental fees alongside equipment and facility reservations with ease.
Clear Rental Records
Keep payment and rental activity connected for easier staff management.
Campus-Wide Pricing
Give departments flexibility to manage pricing for their individual program needs.
Student & Faculty Rates
Set different rates for students, faculty, staff, and other campus user groups.
Multi-Day Rental Pricing
Apply pricing based on rental duration for equipment booked across multiple days.
Individual Item Tracking Down to the Exact Shelf & Bin.
Keep a clear and complete record of every rental item. Know exactly where equipment belongs before, during, and after each rental period across campus operations.
- Track individual equipment items with barcodes
- Maintain accurate inventory status and availability
- Keep rental history connected to each item
- Quickly identify equipment during checkout and return
"Hi Jane, your MSR 4-person tent is due tomorrow at 4:00 PM at the Outdoor Rec desk. Reply EXTEND to check renewal options."
Paperless Digital Waivers & Instant Student Verification.
Reduce paperwork at the rental counter with simple, streamlined digital processes. Make it easier to verify users and manage required rental documentation with confidence.
- Digital waiver workflows
- Student and faculty profiles
- Rental history
- User information management
- Faster onsite checkout
One campus subscription. Independent department portals.
Support rental operations across campus without forcing every department into the same workflow. Keep departments organized while managing them through one connected platform.
Separate Department Operations
Department-Specific Rental Activity
Shared Campus Infrastructure
Centralized Administrative Control
Unified Student SSO • Single Campus Card Billing • Master Asset Depreciation Ledger
Why Generic Rental Software Fails on Campus.
Campus rental programs have different users, departments, equipment, pricing structures, and operational requirements. University Rec Rentals is designed around those realities.
Tailored For Your Specific Campus Department.
Every department manages different equipment, users, and rental workflows. Configure your rental operation around what your team actually needs.
Multi-day expedition packages with size and safety tracking
Campus outdoor programs do not rent items like a bowling alley does. You loan 4-person tents with ground tarps, kayaks with paddles and PFDs, and crampons sized to boots. URR handles gear bundling, size reservations, and post-trip cleaning holds effortlessly.
SEE IT IN ACTION
See what your rental program could run like
Take a closer look at how University Rec Rentals can simplify reservations, equipment tracking, payments, and daily rental operations across your campus.