Best Practices for Managing Locked Kits

When a kit is locked, its items cannot be separated or checked out individually—they must all be reserved and checked out together.

Your workspace can have a mix of both locked and unlocked kits, giving you flexibility in how you manage different types of equipment bundles.

How Locked Kits Work 

For Administrators

Locked kits are not strictly enforced for administrators. Admins retain the ability to edit locked kits when necessary, allowing for updates and adjustments to kit contents. See the "Updating a Locked Kit" section below for more details on how to manage changes.

For Non-Admin Users

Non-admin users experience stricter enforcement of the locked kit rules:

• Reserving a partially available kit: Users can create a reservation for a locked kit even if only some of the kit's items are available at the requested time.
• Checking out a partially available kit: Users cannot check out a locked kit if any of its items are unavailable. All items in the kit must be available for checkout to proceed.

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How to Lock or Unlock a Kit

To Lock a Kit

1. Navigate to Add-ons in your workspace settings
2. Toggle the 'Lock Kits' setting to 'On'
3. Go to the kit you want to lock and open its details page
4. Select the Info tab
5. Toggle the lock setting to 'On'

To Unlock a Kit

1. Go to the kit's details page
2. Select the Info tab
3. Toggle the lock setting to 'Off'

 

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Updating a Locked Kit

When you need to modify a locked kit—whether adding, removing, or replacing items—Cheqroom helps you maintain consistency across existing reservations.

Reconciling Open and Draft Reservations

When you add, remove, or replace an item in a locked kit, you'll be prompted to update any open or draft reservations that include this kit. Your choice will affect how those reservations are handled:

When Adding or Replacing an Item

• If you choose "Yes" to reconcile: The new or replacement item will be automatically added to the kit in all affected reservations.
• If you choose "No": The item will not be added or replaced in existing reservations. Important: This will create a hard conflict. The kit will be marked as incomplete, and users will not be able to check it out until the conflict is resolved.

When Removing an Item

• If you choose "Yes" to reconcile: The item will be removed from the kit in all affected reservations.
• If you choose "No": The item will be removed from the kit itself, but it will remain in existing reservations as a separate, individual item.

Syncing Reservations

There are two ways to sync changes between locked kits and reservations:

• From the kit: Make changes to the kit's composition, and choose whether to update existing reservations when prompted.
• From the reservation: When viewing a reservation that contains a locked kit, you can sync it to match the current kit composition if changes have been made.

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Best Practices

• Lock kits that contain items that must always be used together, such as camera kits with specific lenses and accessories, or audio packages with matched equipment.
• Keep items in locked kits at the same location. Items at different locations will create soft conflicts, preventing non-admin checkout
• Communicate with your team before making changes to locked kits that have active reservations.
• Use the reconciliation prompts carefully—choosing "No" can create conflicts that will prevent checkout until resolved.

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Troubleshooting

Issue: A locked kit cannot be checked out.

Solution: Check that all items in the kit are available for the reservation period. If the kit was recently updated and/or reconciliation was declined, you may need to sync the reservation with the current kit composition or resolve any marked conflicts.

Issue: Changes to a locked kit aren't appearing in existing reservations.

Solution: You may have chosen "No" when prompted to reconcile. Select “Sync” from the action menu on the Kit, or manually update affected reservations.