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

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.

Navigate to Reservations on the left-hand menu, click Filters, change the Status to Draft (or Reserved) and click Apply.

Click on the item/kit you'd like to checkout.

From here you can add additional items or kits or click Reserve.

NOTE: You'll have a chance to review and edit the Reservation before finalizing it.

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

Here you'll see that the draft has turned into a Reservation. Depending on the subscription service you have, you will then either click Proceed to pick up or Proceed to check-out.

Enabling Quick Check-outs

Quick Check-outs let you skip the picking process and convert eligible reservations to check-outs in a single step.

Limitations to keep in mind

If your workflow has required fields on check-out, they will still need to be completed before a check-out is active
Unavailable items cannot be swapped out if picking process is skipped, and will be excluded from check-out

How to enable

Navigate to Settings in the bottom left corner of your screen and click Add-ons.

Make sure Check-outs is set to Active and then click Settings.

Next, toggle on Quick check-outs and then click Save.

TIP: After enabling, open a reservation with available items and use Proceed to check-out to experience the one-step conversion.

Creating a Check-out from the Check-out Tab

Navigate to Check-outs on the left-hand menu and click New Check-out in the upper right hand corner.

Enter a Name for your check out, if you have multiple locations choose the Location, set the From/To date and select the User (who will be checking out the items or kits).
Add any additional information to the left under the Extra Info section. The required fields will be marked with a red *.

Click Add items or kits or use the Scan option to scan items that are being checked out.

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:

Navigate to the top right of your Cheqroom account and click the Shopping Cart (Quick Action Reservation/Checkout). Then click Check-out.

Select the User, click Add equipment to check-out and add the items. Once finished, click Go to check-out.

Enter a Name for your check out. 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.
Set the From/To date and if you need to change the User, you can do so by clicking User and updating the field.

You can add additional items or kits to the Check-out prior to checking out. Click Add items or kits or use the Scan option to scan additional items you'd like to add.

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. Additionally, you can also Remove items from here as well. 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

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.

To check-in items or kits, click on Check-outs and Filter by Checked out status. Next, click Apply.

Click on the Check-out that you'd like to check back in.

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

Next, click Check in or if you have multiple locations, click the drop down carrot and select the location.

Now you can see your check in is completed (Closed) and your items are showing as Checked In.

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.

Check-out Statuses

Draft: The Check-out hasn't been fully booked yet -- you're still working on it. During this time the items are marked as Checking out.

Checked out: The equipment has left with the check-out and is expected to be back at the Due date. The Check-out remains open until all equipment has been checked in again.
Overdue: The equipment is still checked out. Some or all pieces of equipment haven't returned as a check-in at the agreed time

Closed: All the equipment from the Check-out has come back and was checked in again.
Archived: This status is applied to items that have been checked out and successfully checked back in, and you are looking to preserve the historical data in the system.

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.

Go to the Check-out screen by clicking on Check-outs and then selecting the specific Check-out. Next, click Edit.
Clicking Edit will allow you to change the Check-out details or add/remove items.

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.

Go to the Check-out screen by clicking on Check-outs and then selecting the specific Check-out. Next, click Extend.

Choose a new Due date and time.

Finally, click Extend and you're done!

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:

Click on Check-outs and then Filter for the Status of Closed and click Apply.

Select the completed Check-out(s) you want to archive and click Bulk actions>Archive.

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.