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Check assets in and out

Let staff check shared assets in and out in the mobile app or on the web, and check assets out on behalf of an employee.

This feature is available for users who have enabled Workforce HR.

What's covered in this guide?

Before you start

For staff to check an asset in and out:

  • The asset needs Can this asset be shared with employees? ticked. See Create and manage assets.

  • The staff member’s role needs the asset View, Checkout and Return permissions.

By default, employees can check out and return assets at their locations, in their teams or set to All Teams.

Check assets in and out through the mobile app

Staff can open assets from the Assets button under Quick Links on the app’s home screen.

Assets are split into two tabs:

  • Available: assets that can be checked out

  • Checked out: assets that are currently checked out

To check out an asset:

  1. On the Available tab, select the asset.

  2. Tap Check Out Asset.

  3. Enter the Date it’s being checked out.

  4. Optionally, enter a Due Date for when it should be returned.

  5. Optionally, add Comments or a file.

  6. Tap Check Out.

The asset moves to the Checked out tab.

To return an asset:

  1. On the Checked out tab, select the asset.

  2. Tap Return Asset.

  3. Enter the Date it’s being returned.

  4. Optionally, add Comments or a file.

  5. Tap Return.

The asset moves back to the Available tab.

Check assets in and out through the desktop

  1. Go to Operations > Assets > Manage Assets.

  2. Find the asset, and click Check out (or Return if it’s already checked out).

  3. Enter the Date.

  4. If you’re checking it out, optionally enter a Due Date.

  5. Optionally, add Comments or a file. Files must be images or documents.

  6. Click Check out or Return.

The asset’s status changes to Checked Out, or back to Available when it’s returned.

Check out an asset for an employee

Managers and admins who can edit an asset can check it out on someone else’s behalf, for example when handing out equipment on someone’s first day.

  1. Go to Operations > Assets > Manage Assets and click Check out on the asset.

  2. In Checking out for, choose the employee.

  3. Enter the Date, and optionally a Due Date, Comments or a file.

  4. Click Check out.

The asset shows as held by that employee.

FAQs

Why can’t a staff member see an asset in the app?

Check that:

  • the asset has Can this asset be shared with employees? ticked

  • the asset is at one of the employee’s locations, and in one of their teams or set to All Teams

  • the employee’s role has the asset View, Checkout and Return permissions

Can a manager check out an asset for someone else?

Yes. Use Checking out for when checking out the asset on the web. See Check out an asset for an employee above.

What happens if an asset isn’t returned on time?

If a Due Date was set, the asset appears as Assets due back in the Tasks & Actions widget once that date has passed.

Where can I see who has had an asset?

Open the asset and go to the Checkout History tab. It shows every check-out and return, who did it, the dates and any comments.

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