How to Assign a Spotcheck

When several people share inventory duties, a spotcheck can sit unstarted because everyone assumes someone else has it. Assign a spotcheck to a specific person when you create it. Add a notification and that person is told it is theirs by email, push or SMS. Spotcheck history shows who it was assigned to.

Before you start

The Spotcheck add-on is turned on. Go to Settings > Add-ons, scroll to Spotcheck and make sure it is active.
The person you assign has permission to spotcheck. Go to Settings > Roles & Permissions. You can only change custom roles. System roles cannot be edited, and some already include the spotcheck permission.

Assign a spotcheck

Open the Spotchecks tab and click New spotcheck.
Select the type of spotcheck, such as a location, category, kit, custody, open check-out or booked reservation.
Choose what you want to check.
In the assignee field, choose the person responsible.
Click Create spotcheck.

The spotcheck starts as In progress. The assignee can start it right away or finish it later, and anyone who scans items is added as a participant.

Assignee or participant?

A spotcheck can have an assignee, participants, or both. They are not the same thing.

	Assignee	Participant
Who	The person explicitly chosen to be responsible for the spotcheck	Anyone who scans items in the spotcheck
How they are added	You assign them when you create the spotcheck, or can be added after spotcheck is made	Automatically, when they scan
Notified	Yes. They can be told by email, push or SMS that they have a new spotcheck	No. Participants are not notified when they join
Required	No. A spotcheck can have no assignee	No. A spotcheck can have none until someone scans
Seen in	The spotcheck's details and history	The spotcheck's details and history

The two roles are independent. A participant does not have to be the assignee, and the assignee does not have to scan anything. If the assignee also scans items, they are both.

Who can see a spotcheck

What someone sees on the Spotchecks tab depends on the spotcheck permission on their role.

View all spotchecks: the person sees every spotcheck.
View only own spotchecks: the person sees only the spotchecks they are assigned to or are a participant on. A spotcheck they are not part of stays hidden.
No spotcheck permission: the person does not see the Spotchecks tab content.

This means assigning someone with a "view only own" role gives them access to that one spotcheck without widening their permissions.

System roles cannot be edited, and the spotcheck permission has been added to some of them. To change what a role can do with spotchecks, clone the role under Settings > Role permissions (hover over the role and click Actions > Clone), then edit the copy. Open the Spotchecks tab of the role to choose its permissions.

The standard roles are listed below. Click any role under Settings > Role permissions to see exactly which permissions it includes.

Standard role	What the role covers	Can see spotchecks
Account owner	Full access to the account, billing and workspaces	Yes, full access
Workspace admins	Full control of the workspace, not billing	Yes, full access
Equipment administrators	Manage equipment, no bookings	No access
Equipment viewers	View equipment only	No access
Front Desk Admin	Create and fulfill bookings for all users	Yes, view all. Manage only own
Booking Specialist	Create and fulfill bookings, no user management	Yes, view all. Manage only own
Self-service	Book equipment for themselves	Yes, view all. Manage only own
Work Order agent	Manage work orders assigned to them	Yes, view all. Manage only own
Booking Portal User	Book through the Booking Portal	No access

Tell the assignee

Assigning a spotcheck does not send a message by itself. To notify the assignee:

Click Settings, then Notifications.
Click New notification.
Choose the Spotcheck assignee trigger.
Choose how to send it: email, push or SMS.
Write the message and use the preview to check it.
Click Add.

Once the notification is on, anyone you assign to a spotcheck is told it is their responsibility. Push notifications reach people who have the Cheqroom mobile app with notifications turned on.

See who it was assigned to

Open a spotcheck and look at its history. The history records who the spotcheck was assigned to, next to the other activity on it. You will also find the spotcheck, with its results, on the Spotchecks tab after it is finished.

Examples

A monthly room audit. Create a location spotcheck for Studio A each month and assign it to the gear manager. The notification means it appears in their inbox without a reminder from you.

Getting ready for a big shoot. Before a large check-out, create a spotcheck on the booked reservation and assign it to the student worker packing the order. You can see in the history who was responsible if something is missing.

One category, one expert. Assign a spotcheck of all cameras to the person who knows the camera pool best. Unscanned items count as missing when the spotcheck is finished, so a knowledgeable assignee saves follow-up.

Staff in the field. Assign a custody spotcheck to a team lead to confirm that each person has the equipment they should. Push notifications reach them on the mobile app.

FAQs

Who can I assign a spotcheck to? A Cheqroom user who has permission to spotcheck.

Does the assignee get a message automatically? Only if you have created a notification with the Spotcheck assignee trigger. Set it up once under Settings > Notifications.

Can I change the assignee after the spotcheck is created? Yes. You can edit or add assignees from the spotcheck detail.

Can I assign a spotcheck to more than one person? Yes. A spotcheck can be assigned to multiple people. All will be notified when they are assigned as spotcheck.

Does assigning a spotcheck stop other people from working on it? No. Anyone with access who scans items in the spotcheck is added as a participant, so colleagues can still help.

Where do I see who it was assigned to? In the spotcheck's history and detail page.

Can I assign a spotcheck from the mobile app? Not as of October 2026. A user who starts a spotcheck on mobile is an automatic participant on that spotcheck. A user who is assigned a spotcheck can complete that spotcheck on mobile, but assigning a different user to a spotcheck must be done on desktop in our current mobile app.

Which plans include it? Assigning is part of Spotcheck, so you need the Spotcheck add-on.