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Your Cheqroom Account Reset Checklist

Kick off with a tidy, reliable workspace.

Any time can be the perfect time to audit your inventory, clean up user access, and refresh your booking rules. Use this checklist to ensure your account is optimized for your needs ahead.


Spotcheck your equipment

Start by verifying what you actually have versus what is recorded in the system.

  • Audit your locations: Conduct a full inventory count to ensure your physical assets match your digital records.
  • Verify Kits: Check that all kits and sets are complete and ready for check-out.

    Pro Tip: If you have RFID enabled, use the "Scan Pile" feature to perform these counts in a fraction of the time.

Tidy up access

Security and organization go hand-in-hand. Ensure the right people have the right access.

  • Remove old users: Archive users who have left the organization and delete pending invites that were never accepted.
  • Review Roles and Groups: Revisit your User Roles and Equipment Access Groups. Ensure team members only have access to the gear they actually need.
  • Update User Groups: Remember that users can now be part of multiple user groups, allowing for more flexible permission settings.
  • Security Check: Turn on or review your SSO (Single Sign-On) settings to keep your account secure.

Refresh your inventory structure

Clean data leads to better reporting and easier check-outs.

  • Clean up Items: Review flags, fields, and outdated items.
  • Archive old gear: Archive or retire gear that is no longer in use to keep it out of your day-to-day views. Both options preserve the item's full history while decluttering your workspace.
  • Visual cues: Refresh your Colored Labels to highlight important details, like item status or specific teams, at a glance.
  • Revisit Custom Fields: Ensure your custom fields are driving consistent organization. You can now create multi-select fields or add users as custom fields.
  • Streamline views: Hide specific custom fields from certain user roles to reduce clutter for your team.

Tune up booking rules & notifications

Make sure your system policies match your real-world requirements.

  • Review Defaults: Decide if your default reservation lengths or location hours need a refresh.
  • Consumables: Set up low stock alerts for Bulk Items or other consumables so you never run out of tape, batteries, or cables.
  • Notification Refresh: Update your automated email reminders, such as "due soon" or "overdue", to ensure the tone and timing align with your current policies.

Stay on top of maintenance

Don't let broken gear surprise you during a busy season.

  • Clear Flags: Review and clean up old maintenance flags.
  • Schedule Checks: Schedule your inspections and set up recurring checks for critical items.
  • Documentation: Attach manuals, warranties, and test documents to key gear so they are always accessible.

Give leaders a clear view

Ensure your reporting is set up to answer the big questions.

  • Saved Reports: Update or save reports for utilization, flagged items, and depreciation so you can pull the numbers you need instantly.

Set yourself up for success

This checklist isn't just about cleaning up. It's about optimizing your workflow for the future. Taking these steps now ensures your reporting stays accurate and your equipment remains secure as your team grows. If you have questions about any of the features mentioned here, reach out to our Customer Experience team.