Check-Out Assets Page

To have access to this page, you will need "Edit Assigned User" asset permission in your role.

To find this page, you will need to navigate to Assets > Check-Out Assets

Below are the Steps to Check-Out Assets in bulk

1. Search for a user, Barcode Scan User, enter a custom value (non-user) or Create a User while on this page!

The "i" icon will display the following message let you know how the "Assign To" Field works:

• Searching a User
  • The Assign To field can manually search on Users first name and last name
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• Barcode Scan to select a User
  •  Note: The field that we reference with the barcode scanner is the "External ID" field on a user. To update that field, go to the edit user page on a given user. If you'd like to update that field in bulk, please reach out to our Support Team
  • Once a barcode is scanned, if there is a match, it will auto-select the user and quickly refresh the page to populate the rest of the fields
• Enter a Custom Value (Non-User)
  • Please enter the custom value name for the non-user account you want the device to be checked out to.
  • Once you finish typing out the value, please select the value in the dropdown. This will initiate the refresh of the page to display all the remaining fields on the page.
  • NOTE: To ensure visibility and awareness that this check-out will be for a non-user account, we highlight the value in red after the page refresh and include the text "(This is not a User Account.)"  along side the value.
• Creating a User
  • To Create a user, select the "Add User" button to the right of the Assign To field.
  • Fill out the user information
    • NOTE: First Name, Last Name and email address are required fields.
  • Once you select Save the user will auto select in the assign to field and the remaining fields on the page will display

2. Select or Scan Asset(s) that you would like to Check-Out

Selecting the "i" icon next to the Asset field will display the following message

• Barcode Scanning:
  • The Asset field searches on both the name AND barcode(s) associated with the asset record.
  • The Asset field will pre-select your cursor into the asset field. This way if you have a barcode scanner connected to your device via Bluetooth or USB, you can start scanning assets without any clicks!
• QR code Scanning
  • If you're looking to scan asset QR Codes instead of barcodes, you will need to select the "scanner" icon to the right of the asset field to scan QR codes. 
    • 
• If you're unsure as to why an asset cant be checked out
  
  • Double-check your role (or verify with your administrator) to make sure you have access to the correct assets before checking out assets in bulk. If your role only has access to assets in the "High School" for example, you will not be able to check-out assets at the "Middle School".
  • Verify the Asset records Asset Type setting (Assets > Asset Type > Edit/pencil icon) has the "Allow Assets to be Checked Out" setting checked.
  • 
  • Verify the Asset record has a Status of "Available" or the status field is blank. Otherwise if any other status option is selected, for example "Broken", the asset will not be available for check-out.
    
    • 

Step 3. Select Update Space Options (If Applicable - NOT REQUIRED)

Selecting the "i" info icon will display the following message

The Update Space option will ONLY show if the logged in user as the "Edit Asset Space" asset permission in their role. Otherwise this section will be hidden.

Update Space

• To Users Default Space
  • When adding/editing users we have fields for users Default Building and Default Space. We are leveraging the default space field here so that if you check-out assets to a user with those fields filled out for the user, it can be a convenient option to ensure the assets location matches its assigned users default location (space)
  • If the assigned user (selected from step 1), does NOT have a default space setup, then this option becomes un-selectable
• To a Different Space
  • This option gives you the freedom to select any other space. The spaces in this dropdown are grouped by building (see below screenshot)
  • 

Step 4. Select a Check-Out Date (Required)

This is a required field. The check-Out Date defaults to todays date, but any date can be selected.

Step 5. Select a Due Date (Not Required)

This is not a required field, however, it is recommended to provide a due date as this will allow you to keep track of which checked-out assets might be past their due date via our Asset Check-Out Report page. Click HERE to see the article on the Asset Check-Out Report.

Note: To help reduce clicks on this page, the Last Due Date applied while logged in will be applied the next time you come back to this page (this also includes if the due date is left blank!)

Step 6. Provide any notes if applicable for the check-out instance. (Not Required)

Step 7. Send Confirmation Email Checkbox (Not Required)

This will send one email to the user you selected in the Assign To field (step 1)

Note: To reduce clicks needed for checking out, the Send Confirmation email checkbox will default to the last setting applied while logged in (checked or unchecked).

Step 8. Select Check-Out button ()

NOTE: The following message prompt will display for you to confirm the check-out If you are checking out an asset that already has an assigned user, and the asset is NOT checked out.

Select OK to finish the check-out process.

The page will reload so you can select a new user and begin the Check-Out process again!

If you are ready to Check-In Assets in bulk, click HERE to go to our Check-In Assets in Bulk article.