Where to start Reception Lend an item Confirm a return Change a due date Correct a mistake Administrator Switch Lend & Lease on Every setting explained Build the item list Your own reminder wording Host and borrower Lend to your guest Your own loans Pause the reminders No reminder arrived Overview In one minute Lend & Lease is your loan register. You list the things you hand out, you write down who has each one and when it is due back, and BmyGuest reminds the people who are late. Access cards, laptops, chargers, headsets, keys, parking remotes, safety helmets, umbrellas: anything that is handed over and expected back. The ruleWhat it means in practiceOne item, one borrowerAn item is a single physical thing, not a stock count. Visitor key card 03 is its own item. It is either in or out, never “three of five left”.Everything is per locationItems belong to a location. A headset in Copenhagen cannot be lent in Aarhus, and each location has its own list and its own settings.The borrower is a person in BmyGuestOne of your hosts, or a guest visiting the location. You cannot lend to a name typed in free text.A loan has a due dateAlways. Each item suggests one, and whoever registers the loan can change it.Late means remindedReminders start once the due date has passed, not before. Nothing is sent while a loan is still running. Key idea The item list is the truth about your equipment, and the history is the truth about who had it. Nothing is deleted: an item you stop using is deactivated, and a returned loan stays in the history with the name of whoever borrowed it and whoever confirmed it back. Who does what Four groups use Lend & Lease, and each sees a different part of it. Administrator Switches the add-on on for a location and chooses how reminders are sent. Builds the item list: creates items, sets when each is normally due back, deactivates the ones that are gone. Everything a receptionist can do, at every location of the company. Receptionist The everyday user. Lends items, confirms returns, changes a due date when someone asks for longer. Only at the locations they work at. Host Where Enable hosts to lend is switched on, a host can lend items to their own guests, or to themselves, from their start page, without going through reception. Items marked “Only reception lends this item” are never offered to hosts. Sees their own loans on My loans, and never sees anyone else’s loans or the full item list. Borrower Needs no login to borrow. Gets an e-mail, and if your location wants it an SMS, once a loan is overdue. Can pause the reminders for that loan from a link in the e-mail, or from My loans when signed in. How to get there Lend & Lease in the Reception menu opens the lending desk. It is there for administrators and receptionists at a location where the add-on is on. On the reception desk, New loan at the top and the key chip on each guest’s line lend straight from there. Hosts find New loan on their start page, and their own loans under My loans. The lending desk at Northgate Copenhagen, opened from Lend & Lease in the Reception menu. Security Every action is checked against the location, not only against your role. A receptionist in Copenhagen cannot open, lend or take back an item registered in Aarhus, not even with a direct link. Setup Turning it on Lend & Lease is switched on per location, not per company. A company with three offices can use it in one of them, and each location writes its own settings. Lend & Lease must be available for your location. If it is not offered on the location’s add-ons, ask BmyGuest. Go to Locations, open the location, then Add-ons and Lend & Lease. Choose the settings (next chapter) and press Save and switch on. Build the item list: press Open the lending desk and then New item. To stop, use Switch off at the bottom of the same page. Nothing is deleted: the items, the running loans and the history stay, and the settings are kept for the day you switch it on again. The desk, the menu entry and the reminders stop at that location. Every setting All of them are on one page: Locations → your location → Add-ons → Lend & Lease. Change what you need and press Save changes. Enable hosts to lend On / off Opens lending beyond reception. With it on, a host gets a New loan button on their start page and a loan tile on their guests, and can lend to their own guests and to themselves. Items marked Only reception lends this item stay out of the hosts’ lists, so you can open the shelf without opening the key cabinet. With the setting off, only reception and administrators register loans. Enable reminder e-mail? On / off The main channel. When a loan is past its due date, the borrower gets an e-mail, repeated once a day until the item is back. Switched off, the desk still shows what is overdue, but nobody is reminded automatically. Reminder Email subject Text · optional Leave it empty and BmyGuest uses its standard subject, in the borrower’s own language. That is the recommended choice. If you write one, it is used for every reminder, in every language. Placeholders are not replaced here. Reminder Email Content Text · optional Leave it empty and BmyGuest sends its standard reminder, which lists the items and the due date and is translated into the borrower’s language. Your own text replaces it for everybody. Three placeholders are filled in: {guestName}, {itemNames} and {returnDate}. Line breaks are kept. Your logo and the link to pause reminders are added either way, so do not write your own frame around it. Reminder Email Admin addresses Addresses, comma-separated Everyone listed gets a copy of every reminder, so facility or the service desk can follow along without opening BmyGuest. The copy says who it was sent to and has no pause link. Leave the field empty and only the borrower is written to. Enable reminder SMS? On / off Adds a text message to the first reminder, for borrowers with a mobile number. It is sent with your company’s SMS sender name. Only the first reminder has an SMS. The daily repeats are e-mail only. Reminder SMS Content Text · required with SMS The text message, at most 140 characters, with the same placeholders: {guestName}, {itemNames} and {returnDate}. Keep it to one message; a long text is split and charged as several. The Lend & Lease settings for Northgate Copenhagen. The standard reminder text is used, with a copy to the facility team. How to The lending desk Everything reception does happens on one page: Lend & Lease in the Reception menu. If you work at more than one location, the button next to New item switches between them. The page has four parts. PartWhat it showsThe tilesHow many items the location has, how many are on loan, how many are overdue and how many are available. Click a tile to show only those in the lists below; click items to show everything again.On loanWho has what, one card per borrower, overdue first. Each card shows the earliest due date of that person’s items.ItemsEverything the location lends, alphabetically, with whether it is in, out or overdue.HistoryEvery loan in a period, with search and export. Each list has its own search box. Every change you make redraws the page at once, so the tiles and lists always agree. Changes made by a colleague show up when you reload the page. The overdue tile clicked: three borrowers are late, and Mette has paused her reminders. Items The Items list shows everything the location lends. Each line has the item’s name and, while it is out, who has it and when it is due. The badge says where it is: Available (green): in, with a Lend button. On loan (amber) or Overdue (red): out, with a Returned button. Deactivated (grey): no longer lent. These are hidden until you switch on Show deactivated. A long list is shown 25 items a page. Click an item’s name to open it. The item list with Show deactivated on: Guest laptop 3 is away for repair. Creating and changing an item Press New item at the top of the desk, or open an existing item. The panel has the same fields either way; press Save changes when you are done. FieldWhat to put in itNameRequired. Make it unique and match the label on the thing itself: “Visitor key card 03” rather than “Key card”. It is what reminders and pick lists show.DescriptionOptional. A serial number, a colour, the shelf it lives on.Return weekdayThe weekday the item is normally due back. Leave it on “Same day” for items that come back the day they go out.Return timeThe time of day it is due. Empty means 17:00.Only reception lends this itemHosts cannot lend it from their own pages; reception always can. For master keys, alarm fobs and anything that should pass across the desk.Email when lent outOne or more addresses, separated by commas, that get an e-mail every time this item goes out. See The e-mail when an item is lent.Message in that emailA fixed line added to that e-mail, for example “Write it in the key book as well”. The weekday and time together give the due date a new loan starts with: the next time that weekday comes round, at that time. Set Friday 15:00 on the parking remote, and every loan of it during the week is proposed back on Friday afternoon without anybody working it out at the desk. The person lending can always change it. The master key: only reception lends it, security is e-mailed each time it goes out, and two technicians have had it before. An opened item also shows its current loan under Out now (or In with a Lend button), and everyone who has had it under Borrowed before. Taking an item out of use Open the item and press Deactivate. It disappears from the list and is no longer offered for loans, but its history stays. Switch on Show deactivated to find it again, open it and press Reactivate to bring it back. A loan that is running when you deactivate the item stays open until you confirm the return. There is no delete Deactivating is as far as it goes, on purpose. A deleted item would take its history with it, and the history is what you need on the day someone asks who had the laptop in March. Lending The common case: a guest arrives and needs a key card and an umbrella. Press New loan at the top of the desk. Under Borrower, type part of the name. You find your company’s hosts by name, and the guests who are at the location today. Tick the Items they take. Items that are out are greyed and marked “on loan”. With many items, search the list or page through it. Due back is filled in from the items you tick (the earliest of their defaults). Change it if this loan is different; it has to be in the future. Press Register loan. A new loan for Sofia Marin: a key card and an umbrella, due back at 17:00 today. Items ticked together share one due date and are reminded together. They can still come back one at a time. An item with addresses under “Email when lent out” sends its e-mail now. If a colleague lent one of the items a moment ago, BmyGuest says so and nothing is registered; the list is redrawn so you can choose again. Other ways to start a loan Lend on an item in the list, or in an opened item: the same form, with that item ticked. Lend more on a borrower’s card: the same form, with that person chosen. On the reception desk: New loan at the top, or the key chip on a guest’s line. See At the reception desk. At the reception desk Where Lend & Lease is on, the reception desk shows each guest’s loans on their line, as a chip with a key: 2 on loan in green while everything is within its time, 1 overdue in red once something is late. Guests expected this afternoon. Mette still has an overdue key card from an earlier visit. Click the chip, or New loan at the top of the desk, to lend without leaving the reception desk. The panel opens with the guest chosen and first lists what they already have out, each with Confirm received. Below it, pick the Items, check Expected return (it starts at 17:00 today) and press Register loan. Lending from the reception desk: Jakob already has two items, and gets a third. What is out, and getting it back The On loan section has one card per borrower. A closed card shows the earliest due date, whether it is overdue or due today, the items, and Reminders off if the borrower has paused the reminders. Click it to open it. The borrower’s contact details, as far as BmyGuest has them, so you can call or write. Each item, with when it is due, when it was lent and by whom, and Confirm received. Due dates and history, Lend more and, where the reminders are paused, Resume reminders. Mette's card opened: her key card is two days overdue and she has paused the reminders. Confirming a return Whichever way you do it, BmyGuest stamps the loan with the time and with your name, stops the reminders, and puts the item back as available. On the borrower’s card: Returned in the header takes back everything the person has; with several items it reads All returned and asks first. Confirm received on a line takes back that item only. On the item: Returned in the item list, or Confirm received in the opened item. In the borrower’s panel (Due dates and history): per item, or All returned. At check-out: see below. The check-out When reception or a host checks out a guest who still has something on loan, BmyGuest lists the items with a tick box each. Tick what came back and check out. The guest is checked out either way; unticked items stay on loan and keep being reminded, which is right for the laptop that goes home over the weekend. Checking Daniel out at the reception desk: tick Guest laptop 2 if he handed it in. A return is final A confirmed return cannot be undone. If the wrong item was confirmed, register it again as a new loan to the same person, with the original due date. Both entries stay in the history, so the sequence is clear to whoever reads it later. When something is overdue From the moment the due date passes, the reminding is automatic. Nothing needs to be started by hand. Within a few minutes of the due date, the borrower gets the first reminder: the e-mail, and the SMS as well if it is switched on and BmyGuest has their mobile number. After that, the same loan is reminded once every 24 hours, by e-mail only, until it is returned or its due date is moved. Every reminder is copied to the admin addresses, if you have any. A borrower who is a host and uses the BmyGuest app in Microsoft Teams or Slack also gets a short chat message. Items a person borrowed with the same due date are reminded in one message that names them all. Items with different due dates are reminded separately: they are separate promises. When the borrower pauses the reminders Every reminder has a link to stop the reminders. It opens a page naming the items, and nothing changes until the borrower presses Stop reminding me. A signed-in borrower can do the same from My loans. It stops the reminders for those items only (everything the person has from this location with that due date), not for anything else they borrow, now or later. The desk then shows Reminders off on the card and on the item. The loan is still overdue and still counted; it is your cue to call instead. Resume reminders on the card or the item turns them back on. Changing a due date Someone asks to keep the laptop until Thursday. Open the borrower’s card and press Due dates and history, or open the item. Change the date and time next to the item and press Save beside it. Moving an overdue loan into the future stops the reminders at once: it is simply no longer overdue. The card and the item leave the overdue count. Left: Grace's panel, with a due date per item and what she borrowed before. Right: an item that is out, with its due date and its paused reminders. The borrower’s panel also shows their contact details and everything they have returned at this location under Borrowed before. Cancelling a loan registered by mistake A loan registered for the wrong person or the wrong item is cancelled, not returned. That is for administrators, and for receptionists at locations where Receptionists can edit location is on. Open the borrower’s card, or their panel, and press the ··· button next to the item. Choose Cancel loan and confirm. The ··· menu next to a loan, for someone who may cancel. The loan disappears from the desk and from the history, and the item is available again. It is not deleted: switch on Show cancelled in the history to see it, struck through, with who cancelled it and when. Restore brings it back, as long as the item has not been lent again or deactivated since. History and export The History at the bottom of the desk lists every loan that started in a period, newest first. It opens on the last 30 days; the period button offers the last 7, 30, 90 or 365 days, or a Specific range. Choosing the period. BadgeMeaningStill outNot returned, and not yet due.OverdueNot returned, and past its due date.ReturnedReturned on time.Returned lateReturned after its due date.CancelledRegistered by mistake and cancelled. Only shown with Show cancelled on. The last 30 days with Show cancelled on: the key card registered to Sofia by mistake is struck through. Click a loan to open it: the item, the borrower with their e-mail and phone, when it was lent and by whom, when it was due, and when it came back and who confirmed it. The search box finds loans by item, description, borrower, e-mail or phone. Peter kept a guest laptop a day longer than agreed. Export downloads the same period as a CSV file for Excel: item, description, borrower, e-mail, phone, when it was lent and by whom, due date, when it was returned and by whom, whether it was late, and cancellations if Show cancelled is on. The page shows the latest 300 loans of a period; the export has all of them. Other places with history An opened item lists everyone who has had it: the answer to “who had laptop 04 in March”. A borrower’s panel lists what they returned at this location: the answer to “does this contractor bring things back”. A guest’s profile (under Visitors) has a Loans tab with what they have out and what they returned. Hosts and borrowers Hosts lending to their guests Only where Enable hosts to lend is switched on. A host hands a guest a laptop on the way to the meeting room, without sending them to the desk first. On the start page, press New loan, or tap the key tile under one of their guests. Choose the Location and who it is Register to: one of the host’s own guests who is expected or checked in, or the host themselves. Pick the Items and check Expected return (it starts at 17:00 today), then press Register loan. Grace lends an umbrella to her guest Daniel, who already has a guest laptop. The list leaves out the items marked “Only reception lends this item”. Once a guest is chosen, On loan now lists what they already have, and the host can confirm a return there. Loans a host registers are ordinary loans: they appear on the lending desk with the host as the one who lent them, and are reminded like any other. The Host guide shows the same steps from the host’s side. For the borrower A borrower needs no login and does not have to do anything in BmyGuest. They hand the item back at the desk, and reception confirms it. Grace's My loans on her phone, and the page a borrower gets from the link in a reminder. My loans: a host at a company with Lend & Lease, and anyone who has borrowed something, sees their loans here when signed in, soonest due first: overdue in red, due today in amber, then what they returned. The bell button pauses or resumes the reminder e-mails. The host’s start page also shows an Overdue loan or Due back today line. The reminder e-mail names the items and the due date, and ends with the link to stop the reminders. For hosts, the Host guide covers My loans as well. Reference Reminder timing QuestionAnswerWhen does the first one go?On the first run of the reminder job after the due date. It runs every two minutes, so within minutes of the deadline.Is anything sent before the deadline?No. There is no “due tomorrow” warning. The borrower’s own start page and My loans show “Due back today” on the day.How often after that?Once every 24 hours, counted from the last reminder that was sent. The interval is fixed.Does the SMS repeat?No. It goes with the first reminder only.What stops it?Confirming the return, moving the due date into the future, cancelling the loan, the borrower pausing the reminders, or switching the add-on off at the location.What if the e-mail is off?Nothing is sent and the loan is never marked as reminded, so switching the e-mail on later starts the sequence from the beginning.Who else gets a copy?Everyone in Reminder Email Admin addresses, with every reminder, including the repeats. Placeholders in your own reminder texts PlaceholderBecomes{guestName}The borrower’s first name.{itemNames}The items in this reminder, separated by commas.{returnDate}The agreed due date and time in the location’s time zone, always written the Danish way (31-12-2026 15:00:00). One text, every language Your own subject and content are sent to everybody as written, whatever language they read. Left empty, the standard reminder is used instead, in the borrower’s own language (English, Danish, Swedish, German, French or Finnish). For a location with international visitors, leaving them empty is usually best. The e-mail when an item is lent Separate from the reminders, and easy to miss. An item can have its own addresses under Email when lent out, and they are e-mailed the moment it goes out, whether reception or a host lends it. Nothing is sent for items without addresses. The e-mail is in your company’s e-mail language and contains: The item’s name, and its description. Who borrowed it. Who registered the loan. The expected return date. Your message for that item, if you wrote one. It is sent per item: lend three items at once and three e-mails go out, each to that item’s own addresses. What it is good for It makes a loan visible to people who do not use BmyGuest. Put the IT mailbox on the laptops and IT knows a machine has left the building; put security on the master key and they have a record without anyone having to remember to tell them. Data and retention A loan records the borrower, the item, the location, when it was lent, when it was due and when it came back, who lent it and who confirmed the return, and when reminders were sent. If your company anonymises guests after a period, returned loans older than that period are anonymised too: the borrower is shown as Anonymized everywhere in Lend & Lease, and nothing on the loan leads to the person any more. Loans that are still out are never anonymised, however old: you may still need to get the item back. On the desk, the only thing you can do with such a loan is confirm the return. The item, the dates and the fact that a loan happened stay, so your equipment history remains complete. Limits and quirks One item, one loan. There is no quantity. Ten identical headsets are ten items; number them. Borrowers must exist in BmyGuest. Hosts, and guests with a visit at the location. Register the visitor first, then lend. A confirmed return cannot be undone. Register a new loan instead. A loan registered by mistake is cancelled, and can be restored. The reminder interval is fixed at 24 hours, and reminders never start before the deadline. The SMS goes once, with the first reminder. Your own reminder texts are not translated. Leave them empty to get the standard, translated reminder. The desk does not refresh by itself. Reload to see a colleague’s changes. Lending an item that has just gone out is refused, so nothing is lent twice. Integrations. The BmyGuest Public API has Lend & Lease endpoints (items, loans, returns, due dates, history), for companies that connect their own systems. Nothing checks the honesty. Confirming a return is a statement by whoever presses the button; its value is the name and time that go with it. Help Troubleshooting Lend & Lease is not in my menu. You need to be an administrator, or a receptionist at a location where Lend & Lease is on. The menu is worked out when you sign in, so sign out and in again after the add-on has been switched on or your role has changed. I cannot find the person I want to lend to. The lending desk finds hosts by name and guests who are at the location today. Someone who is not registered as a visitor yet will not be found, so register the visit first. You cannot lend to a free-text name. The item I want is greyed out or missing. It is out: it is marked “on loan”. Confirm the return first if it is actually back on the shelf. It is deactivated: switch on Show deactivated, open it and press Reactivate. You are lending as a host and the item is marked “Only reception lends this item”. It belongs to another location: switch location at the top of the desk. A host has no New loan button. Check that Enable hosts to lend is on for that location, and that the location has at least one item hosts may lend. The host must sign in again to see the button after it is switched on. The borrower says they got no reminder. Check that Enable reminder e-mail? is on for the location. Check that the due date has passed. Nothing is sent before it. Look for Reminders off on their card: they paused the reminders themselves. Check the e-mail address on their profile, and their spam folder. If a reminder went out less than 24 hours ago, the next one is not due yet. The e-mail arrived, but no SMS. Check that Enable reminder SMS? is on and that the borrower has a mobile number. The SMS goes with the first reminder only. Check that your company can still send SMS. Someone confirmed the wrong item as returned. There is no undo. Register the item again as a new loan to the same person with the original due date. The wrong return stays in the history on purpose: the trail is never rewritten. An item shows as out, but nobody has it. The loan was registered and the return was never confirmed. Open the item, see who it is against, and confirm the return. If it was never really lent, cancel the loan instead. Can I lend the same item to two people? No, and that is the point. If you keep wanting to, you have several things sharing a name: create them as separate items and number them. Can I get a list of everything that is out right now? Click the on loan tile on the desk. For a file to send on, export the history for a wide period and filter on an empty returned date. Button and screen names are given in English, as they appear in the screenshots. If you use BmyGuest in another language, the wording differs, but every screen and button is in the same place. The screenshots show a fictional company, Northgate Group.