Asset Tracker

Record who is responsible for each piece of equipment, who has it now and when it is due back.

Asset Tracker keeps two records of who has an asset: an assignment, for the person responsible for it long term, and a checkout, for whoever has it for a while. Overdue checkouts have their own tab, check-in records the condition the asset came back in, and every step is kept in its history.

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Assignments and checkouts

An assignment records who is responsible for an asset, such as the laptop a member of staff uses every day. A checkout records who has it now and when it should come back, such as a camera taken out for a shoot. The two are separate: an asset can stay assigned to one person while someone else checks it out.

Either can be a team member who can use Asset Tracker, or a Contact, such as a freelancer. Assign to someone names the person responsible; Change assignment changes the person or ends the assignment, which does not move the asset.

On an asset's page, the first button beside its name is its next step: Check out, Check in, End maintenance or Restore asset.

Check out and check in

  1. Check out

    Choose who is taking the asset, with an optional Due back date and notes. An asset that is already checked out, in maintenance, lost or retired cannot be checked out.

  2. Overdue

    After the due date the asset shows as Overdue, in its own tab on the asset list and as a count on Reports that opens the overdue assets.

  3. Check in

    Choose the asset's condition now, from New to Damaged, and add any notes. The checkout closes and the asset's condition is updated.

Maintenance, lost and retired

An asset's status says whether it can be used, separately from its condition. While an asset is in maintenance, lost or retired, it cannot be checked out or booked.

Start maintenance
Needs a reason, and takes an optional expected return date. End maintenance takes a note on what was done and makes the asset available again.
Mark as lost
Records that the asset cannot be found.
Retire asset
Records that it is no longer in use. It stays in Asset Tracker with its history.
Restore asset
Makes a lost or retired asset available again.

History

Each asset's page lists its history, newest first, with who did each thing and when: when it was added, each change to a detail, each assignment, checkout and check-in with its due date or returned condition, and each maintenance, loss, retirement, restore, booking change and attachment.

The history stays when an asset is checked in, retired or restored. Changes to purchase and warranty details are listed only for team admins.

Who can check equipment out

Members with edit access check assets out to any team member or Contact, check them in, assign them and change their status. A member with view access can check an asset out to themselves and check in an asset checked out to them.

Asset Tracker is on every plan.

Bookings and Daily Operations

Make bookable in Resource Booking lets the team reserve an asset for a time. A checkout is refused when a booking awaiting approval or confirmed starts before the due date, or at any time if the checkout has no due date. Set an earlier due date or move the booking, or a team admin can tick Check out even if it overlaps a future booking. An asset with future bookings cannot be moved to maintenance, marked lost or retired until they are cancelled or moved.

In Daily Operations, an incident reported about a piece of equipment can take it out of service, and Asset Tracker will show it in maintenance until someone puts it back.

Check out your first asset.

Create a Magpie account, open Asset Tracker and add an asset by its name.

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