CampusVerleih — the inventory & lending platform for universities
Manage equipment, materials, and loans digitally — built for student councils, ASta, and campus initiatives.
A system that works in everyday university life.
No risk, no hidden costs — just try it.
Up and running in three steps
No IT project, no training — just sign up and get started.
Add inventory
Create items with photos, quantities, and categories. Individually or in bulk — your stock is digital in minutes.
Accept requests
Borrowers submit requests online. You instantly see availability and approve with one click — or decline.
Confirm returns
Log the return, note the condition, done. The complete history is preserved — even when staff changes.
Everything in view — from request to return
A well-thought-out system for the entire lending process — no overhead, no chaos.
Inventory management
Complete overview of your entire stock — from cameras to cable sets.
- Single and bulk items (e.g. "5 HDMI cables")
- Categories for grouping and filtering your inventory
- Photo upload per item (paid plans)
- Item IDs in your own format (e.g. 20240601-01)
- Parts lists for complex sets (e.g. camera + lens + bag)
Lending workflows
From request to return — structured and traceable.
- Public or internal loan requests
- Link multiple items per transaction
- Set pickup and return times
- Status overview for all ongoing loans
- Direct assignment without a request
Automatic availability check
Conflicts are detected instantly — no manual cross-checking needed.
- Real-time check with every request
- Overlapping periods are blocked
- Available quantity shown for any date range
- No double lending possible
- Public catalog with search, category filters, and live availability
Notifications & workflows
Automated emails keep everyone informed.
- Confirmation email upon request
- Notification on approval or rejection
- Automatic overdue reminder email from day 1 of delay
- Borrower change requests via email with confirmation
- Waitlist email — borrowers notified automatically when an item becomes available
Audiences & permissions
Define who can borrow what — e.g. only students from your university.
- Lender types with email domain verification
- Different groups with different access rights
- Item groups can be restricted per audience
- Admin and staff roles
- Configurable approval mode (manual or automatic) and loan rules per portal
Full history
Complete logging of all transactions — ideal when staff changes.
- Who borrowed what, and when?
- Return condition logged per item (OK, Damaged, Missing)
- PDF export per loan
- Transparency for all parties
- Return status and notes visible to all admins
Fair. Solidarity-based. Sustainable.
This platform follows a solidarity principle that fits the university context.
For individual student councils
Free forever for individual student councils. Campus groups and student initiatives can use the system with no time limit, too.
- Up to 50 items
- Lending workflows & admin panel
- Ready to use immediately
- No credit card, no contract
Perfect for getting started or smaller inventories.
For the university as an institution
If the system is used centrally or university-wide (e.g. by ASta or multiple organizations), a moderate contribution applies.
| University size | Price |
|---|---|
| Small university | €300 / year (€25/month) |
| Medium university | €600 / year (€50/month) |
| Large university | €900 / year (€75/month) |
Classification by university size
As a reference we use the number of enrolled students:
- – up to approx. 5,000: small university
- – approx. 5,000–20,000: medium university
- – over 20,000: large university
Based on trust.
If you are between two categories, please choose the cheaper one.
Why this model?
Fair for everyone — and sustainable in the long run.
Reliable. Secure. University-grade.
Everything stays traceable — even with staff changes.
University email only
Requests only with a verified university email address.
Double opt-in
Automatic verification for maximum accountability.
GDPR & EU hosting
EU-only hosting. GDPR-ready, DPA available on request.
Roles & permissions
Clear responsibilities through fine-grained access control.
Frequently asked questions
Everything student councils and universities want to know before getting started.
Is CampusVerleih really free forever?
Can I import my existing inventory lists?
Where is my data stored?
Is there a mobile view?
Can several student councils use the same university?
Can I print QR codes myself?
Are there backups?
10 % of revenue for open knowledge
CampusVerleih is built for universities — and we take that seriously beyond the product.
Every year we donate 10 % of our revenue to Wikimedia Deutschland — for free encyclopedias, open educational resources, and accessible knowledge for everyone.
- Open knowledge is the foundation of every campus
- Donation confirmed annually and publicly
- A concrete argument for CSR-conscious procurement
Simple workflows. Full transparency. Built to last.
Built for universities and real campus structures — focused on simple workflows, reliability, and everyday usability.
No demo call, no waiting time — get started right away.
Talk to us about your campus rollout
Questions about data protection, onboarding, or a university-wide rollout? We'll help you personally.
What happens next?
We review the request and answer with the right material instead of putting you into an automated sales funnel.