Check-In Assets Page

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

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

Brief Training Video on Checking Out/In Assets in Bulk

Below are the Steps to Check-In Assets in bulk

Step 1. Select which search method is applicable for this Check-In

The page will default to search via Name & Barcode, but you have the option to search for the asset via Name & Serial Number in case the barcode of the device/equipment is not readable for your barcode scanner.

Step 2. Search or Scan For Asset(s)

Once you select asset(s) either through manually search or scanning, the page will update to below screenshot example

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

• Barcode Scanning:
  • As shown in the Asset field screenshot above, some help text is included to the right of the asset field to let you know that this field searches on both the name AND barcode(s) associated to 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 in:
  • Double check your role (or verify with your administrator) to make sure you have access to the correct assets before checking in assets in bulk. If your role only has access to assets in the "High School" only for example, you will not be able to check-in assets at the "Middle School"
  • Verify the Asset you are looking to check-in is actually checked out. 
    • You can search for the asset on the View All Assets page, and select the asset in question.
    • On the asset detail page in the bottom left of the page, if you dont see the "Check-In" button that means its NOT Checked out. Below screenshot example of what this "Check-In" button looks like
      • 

Step 3. Check in Component Assets (If Applicable - NOT REQUIRED)

If you would like to check out the related component assets along with this checkout, check the "Check-Out Component Assets".

Note: Component assets may not be checked in if they dont meet the criteria of being allowed to be checked in:

1. The component Asset is not checked out.
2. The component Asset is checked out, but has status updated to "Lost" or "Stolen".

Step 4. Select an Update Space Option (If Applicable - NOT REQUIRED)

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.

As noted in the help text in the screenshot above, If you don't select any space option, the space of the asset record(s) will not be changed when the asset(s) are checked in.

Selecting the "i" icon next to the "Update Space" label will display the following message

Update Space

• To Space Prior to Check-Out
  • This option will allow you to essentially revert the asset location to what it was before the check-out occurred. For example if "Chromebook 100" was at location "Cart 100" before being checked out and when checked out, the space updated to "Classroom 100", selecting this option will update the space of "Chromebook 100" back to "Cart 100".
  • If the space was not updated when the check-out occurred for the asset(s) and this option is selected, then essentially the space remains the same still for the asset record(s) when its checked back in.
• 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 5. Select a Return Date (Required)

This is a required field. The Return Date defaults to today's date, but any date can be selected.

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

Step 7. Send Confirmation Email Checkbox (Not Required)

As noted in the screenshot below, you can hover over the "i" icon to the right of "Send Confirmation Email" and this pop-up will let you know that one confirmation email will send for every asset that is a part of this check-in instance. 

Step 8. Check-In the asset

You can either Check-In or Check-In & Add Charge. 

To check in and add a charge:

1. Select a Charge Type from the drop-down.
2. Enter the Full Charge Amount, Waive Amount, and/or Payment Amount. 
3. Add Notes, if desired.
4. Click Save.

Select OK to finish the check-in process.

The page will reload so you can select/scan more asset(s) and begin the Check-In process again!

Click HERE to go to our Check-Out Assets in Bulk article.