Reclaim — Lost & Found Management System

Reclaim — Lost & Found Management System (PHP & MySQL)

Reclaim turns the messy lost and found drawer into an organized, searchable register. It is a self-hosted PHP and MySQL lost and found management system that replaces paper logbooks and scattered spreadsheets with one fast, branded console your whole team can use. Built for hotels, resorts, shopping malls, gyms, airports, universities, hospitals, stadiums, offices and any venue that handles other people’s belongings.

What Reclaim does

Front-desk staff log a found item in seconds with a photo, category, the location it was found and where it is stored. When an owner comes looking, Reclaim matches their lost report against everything in storage, captures a signature on screen, and prints a PDF claim receipt so every handover is accountable. Guests can report a loss themselves through a public form and track its status with a reference code, with no account needed.

Because Reclaim is self-hosted, your data stays on your own server. There are no monthly fees and no third-party cloud. Install it in minutes with the built-in web installer, set your logo and details, and you are live.

Why buyers choose Reclaim

• Replaces paper logbooks and spreadsheets with one accountable, searchable system
• Cuts the time it takes to reunite lost property with its owners
• Gives managers a clear audit trail of who handed over what, and when
• Looks professional out of the box, with a clean interface you can brand as your own
• 100% self-hosted lost and found software: no subscriptions, no vendor lock-in, your data is yours

Found-item register

• Fast intake form with photo upload, category, location found and storage location
• Full lifecycle status: in storage, matched, returned, returned to finder, disposed
• Powerful search and filtering by category, site, status, date and keyword
• Multi-site support to track items across branches or buildings
• Soft-delete trash with one-click restore, so nothing is lost by accident

Lost reports and matching

• Record what guests have lost, with description, category and date
• Smart matching surfaces likely found-item matches for each report
• Lost-report lifecycle from open to matched to closed, with automatic expiry of stale reports

Handovers, signatures and receipts

• On-screen signature capture when an item is collected
• Auto-generated PDF claim receipts for a clean paper trail
• Dedicated handovers register of every return, with view, edit and void
• Return-to-finder workflow for unclaimed items

Public self-service

• Public “report a loss” form, no login required
• Status tracker so guests can follow their report with a reference code

Disposals and retention

• Log disposals: donated, discarded, handed to authorities or returned to finder
• Keep a defensible record of how unclaimed property was handled

Reports and insights

• Dashboard with live KPIs and a chart
• Exportable CSV and PDF reports on intake, returns and reunite rates

Administration and security

• Role-based access for Administrators and Staff
• Full audit log of every important action
• Configurable settings: organization name, logo, timezone, currency and email
• Email notifications and receipts over SMTP (PHPMailer)
• Hardened sessions, CSRF protection, prepared statements and login throttling
• Read-only demo mode for hosting a public demo safely

Easy setup and developer-friendly

• Guided web installer checks requirements, creates the database and sets the admin account
• Clean, extension-less URLs via a small front controller
• Procedural PHP 8 and MySQL (PDO), with no framework to learn and easy to customize
• Bootstrap 5 interface, fully self-contained with zero external CDNs
• Tidy structure: a core folder for shared code and a views folder for pages
• Bundled HTML documentation

Requirements

• PHP 8.0 or higher (PDO, GD, mbstring, OpenSSL)
• MySQL 5.7+ or MariaDB 10.3+
• Apache with mod_rewrite, or Nginx with a try_files rule

Perfect for

Hotels and resorts, shopping malls, gyms and spas, airports and transit, universities and schools, hospitals, stadiums and event venues, coworking spaces and theme parks.

Live demo

Demo: https://amiriqbalmcs.com/demos/reclaim/
Admin login: admin@example.com / admin123
Staff login: staff@example.com / staff123
The demo runs in read-only mode, so you can explore every screen freely.