Check out and assign assets

An assignment records who is responsible for an asset long term. A checkout records who has it for a while, and when it should come back. The two are separate: an asset can stay assigned to one person while someone else checks it out. Either can be a team member or a Contact.

On an asset's page, the first button beside its name is the next step for the asset: Check out, Check in, End maintenance or Restore asset. Assigning, maintenance, and marking an asset lost or retired are under More.

Check an asset out

Choose Check out, then choose who is taking it, and optionally a Due back date and notes. After the due date the asset shows as Overdue, in its own tab on the asset list and on Reports.

An asset in maintenance, lost or retired cannot be checked out, and neither can one that is already checked out. A member with view access can check an asset out only to themselves.

If the asset is bookable in Resource Booking, a checkout is refused when a pending or approved booking starts before the due date, or at any time when there is no due date. Set an earlier due date, or move the booking. A team admin can tick Check out even if it overlaps a future booking.

Check an asset in

Choose Check in, choose its condition now and add any notes. The checkout closes and the asset's condition is updated. A member with view access can check in only an asset checked out to them.

Assign an asset

Choose More, then Assign to someone, and choose the person responsible for it. Change assignment in the same place changes the person or, with End assignment, ends it. Ending an assignment does not move the asset.

Maintenance, lost and retired

• Start maintenance needs a reason, and takes an optional expected return date. End maintenance takes an optional 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.

While an asset is in maintenance, lost or retired, it cannot be checked out or booked. Restore asset makes a lost or retired asset available again. An asset with pending or approved future bookings in Resource Booking cannot be moved to maintenance, marked lost or retired until the bookings are cancelled or moved.

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. Changes to purchase and warranty details are listed only for team admins.

Mobile app

Check out, Check in or End maintenance appears in the asset's header when available. The header menu contains assignment and status. Cancelling a checkout or maintenance sheet asks before discarding entered notes or dates.

For help with assets, contact Contact support.