How To: Create and Manage Check-outs and Check-ins

Cheqroom's check-out system helps you track borrowed equipment and manage due dates, ensuring clear accountability and timely returns.

Creating a Check-out

Creating a Check-out by Converting a Reservation

If you've previously created a reservation for assets and it's time to pick it up (pick up your equipment?), you can convert the Reservation to a Check-out.

1. You can locate the relevant reservation by clicking on Reservations on the left-hand menu and filtering by status (e.g., "Booked").

2. Click on the reservation you want to convert.

3. Find and click on Proceed to check-out.

4. After reviewing all the details, click on Check Out.

NOTE: You'll have a chance to review and edit the Check-out details before finalizing it.

You can read more on our How to Create and Manage Reservations guide.

Creating a Check-out from the Check-out Tab

1. Click on Check-outs on the left-hand menu.

2. In the top-right corner, click New Check-out.

3. Enter a title for your Check-out (e.g., project name, equipment used, etc.).

4. If you have multiple locations within your account, choose where the equipment is currently located.

5. Specify the date and time when the equipment is due to be returned.

6. Select the User who will be in charge of the equipment.

7. Add any additional information to the left. The required fields will be marked with a red *.

8. Use the search bar or barcode scanner to add the specific equipment items or kits to the Check-out.

9. Once everything is finalized, click Check-out to confirm.

    

NOTE: Items added to a Draft Check-out will be marked as "checking out" and unavailable for others to reserve. Clear out your Draft Check-outs regularly or set up an automatic clean-up to avoid confusion.

Creating a Check-out from the Quick Actions Button

While creating Check-outs often involves finding specific equipment, Cheqroom offers a streamlined approach using the Quick Action button near the main search bar:

1. Click the Quick Action button located near the search bar at the top.

2. From the menu, select Check-out.

3. If you have multiple locations within your Cheqroom account, you might see a pre-filled location based on your past activity. You can change this location if needed by selecting the appropriate one from the dropdown menu.

4. Specify the exact date and time range for when the equipment will be returned. This will display equipment available within your chosen timeframe.

5. To add equipment to the Check-out, click Add items or kits. Here, Cheqroom's search functionalities allow you to find what you need. Use the search bar, filters, or barcode scanner to locate the equipment.

6. Once you've identified the equipment, check the box next to each item's name to add them to the Check-out. You can add multiple items at once.

7. Fill out the necessary fields marked with a red asterisk (*) on the right side of the screen.

8. Click the Check-out button to finalize the process.

|By following these steps, you can initiate a Check-out quickly and efficiently, ensuring you have the Item you need exactly when you need it.

Completing a Check-in

Then after you’ve finished using the booked equipment, or the due date for your check-out comes, you can complete a Check-in to mark the items as available again.

1. Locate the Check-out you need to close. You can find it by:

   • Clicking on Check-outs and filtering by Checked out status.

   • On your dashboard, click on the correct Check-out under Open check-outs.

2. To select specific items for check-in, use the checkboxes or scan the barcodes.

3. Click Check-in… in the top-right corner to finalize the process. The checked-in equipment will now be reflected as available in Cheqroom.

NOTE: If you only check-in some items, the Check-out will remain open. The checked-in items will become available again, while the remaining items will stay booked.

Managing Check-outs

Once a Check-out is created, Cheqroom offers functionalities to manage its status and ensure equipment is returned on time.

Updating a Check-out

As long as the Check-out is in "Open" status (equipment is out on loan), you can edit details like due dates, contact information, or equipment list.

1. Go to the Check-out screen by clicking on Check-outs and then selecting the specific Check-out.

2. Click the Edit button.

3. Make the necessary changes.

4. Click Check-out again to confirm the updates.

NOTE: The From date will automatically update to the current time upon editing.

Extending a Check-out

If equipment needs to be returned at a later date than originally specified, you can extend the Check-out.

1. Click on Check-outs and then select the open Check-out you want to modify.

2. Click Extend.

3. Choose a new Due date.

4. Click Extend to confirm.

Archiving Old Check-outs

Over time, you can archive completed Check-outs to declutter your workspace. By default, Cheqroom automatically archives Check-outs that are a year or older since completion.

To manually archive a Check-out:

1. Click on Check-outs and then select the completed Check-out you want to archive.

2. Click on Actions.

3. Choose Archive Check-out.

TIP: You can also filter the Check-outs list by status ("Archived") to view archived Check-outs and restore them if needed.

By understanding how to create and manage Check-outs in Cheqroom, you can ensure efficient equipment management within your organization. This system streamlines borrowing and returning equipment, keeping track of due dates, and maintaining clear accountability.