Record each instrument once and assign it to the member who plays it. You see right away what’s in for repair and what’s still free. The instrument manager’s notebook can go back in the drawer.
Record each instrument with its brand, model, serial number and your own tag, like TR-001. Add photos and the purchase date. That way you know what the band owns, even when the instrument manager steps down.
Sorted into brass, woodwinds, percussion, strings, keyboards and accessories
Status available, assigned, in repair or out of service
The insured value of each instrument
Search by brand, model or serial number
Assign an instrument to a member, with a note on its condition when it goes out. The list shows each instrument’s status and who has it. When it comes back, you return it in the app.
Assign to a member, with a note at handover
The loan history of each instrument
Filter by status, for example everything in for repair
In the app, a member’s profile shows which club instrument they have
Many musicians play their own instrument. Under My instruments they keep its brand, model, serial number and purchase price, with photos and the maintenance. Handy for insurance, and it costs the band no work.
Brand, model, serial number and purchase details
Photos of the instrument
A maintenance log for each instrument
In the app and in the web app
Everything about an instrument sits with that instrument.
Log every service with the date, a description, the cost and who did it. In the web app you add when the next service is due.
A dent, or a valve that sticks? Report it on the instrument, with how serious it is.
Record its condition with photos. When there’s damage or a question from the insurer, you have them at hand.
The loan history shows which members had the instrument before, with the notes from each handover.
The instrument manager looks after the instruments without being an admin of the whole group.
When the instrument manager steps down, everything is already in Orchesi. Give the role to someone else and they carry on right away.
Six questions to ask before you choose.
At the yearly check you don’t want to call thirty members. In Orchesi you see each instrument’s status and borrower.
An instrument that hasn’t been serviced in years costs more later. In Orchesi the maintenance sits with the instrument.
A separate list drifts away from your members. In Orchesi you assign an instrument to a member from your own member list.
The instrument manager doesn’t need to be an admin of everything. In Orchesi they have a role of their own.
You count instruments in the storage room, not at your desk. Orchesi works on your phone and in the browser.
Check whether the instrument inventory is a separate add-on. Orchesi costs €0.15 per active member per month, never more than €16.95, with every feature included. Members pay nothing.
Every association works differently. See how Orchesi works for your kind of association, or for your role.
Or look at it by role: For members For boards
All about the app for music associationsPricing details
Free for first 3 months - then
€0.15 / member per month
With a maximum of €16.95 per month (incl. 21% VAT)
Cap reached: extra members are free
Send the invoice from your current tool to our support team. You then use Orchesi for free until that contract ends, and we take care of the rest.
support@orchesi.comAn instrument inventory is a record of which instruments a band owns, who plays them and what state they’re in. For a concert band or fanfare band that quickly means dozens of instruments kept at members’ homes. Often it lives in a notebook or a spreadsheet kept by the instrument manager. In an app like Orchesi every instrument has its own card, with the serial number, the status, the member who has it on loan and the maintenance. Orchesi is made for wind bands, fanfare bands, drum bands, choirs and orchestras.
Record each instrument once with its serial number and tag. Then keep track of who has it on loan and when it was last serviced. A spreadsheet can do that, but it falls behind quickly. In Orchesi it sits next to your member list and you see each instrument’s status. Orchesi costs €0.15 per active member per month, never more than €16.95, and the first 3 months are free.
It’s a good idea. Put in writing who has the instrument, in what condition, who pays for damage and when it comes back. In Orchesi you note the condition at handover and see who has it. The agreement itself you handle outside the app.
Yes. In the app, the member’s profile shows which club instrument they have.
Yes. Under My instruments they record the brand, model, serial number, purchase price and photos, and keep track of maintenance.
Yes. Instruments are sorted by category: brass, woodwinds, percussion, strings, keyboards, accessories and other. So you can record a music stand or a case as well.
Admins and members with the instrument manager role. They add instruments, assign them to members and keep track of maintenance.
Yes. You record each instrument and assign it to a member. That way you see at a glance who has which instrument, and you keep track of maintenance and damage. For now you still add instruments one by one.
Help center
The help center explains every step, with screenshots from the app. The guides for members are easy to forward in your group chat.
Guide Instruments
Lending instruments to members of your band or orchestra? Here's how to keep an inventory, agree on the rules and avoid trouble when instruments come back. With a free template and loan agreement.
Published October 27, 2026 7 min read
Try Orchesi free for 3 months with your whole group. No payment details needed.
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