Checkouts, tickets, borrowing and events

Check assets out and get them back: checkout tickets, scan checkout and return, borrow requests and live events.

Overview

Checkouts track who has which assets and when they are due back. Use a checkout ticket for a loan, a borrow request for assets another department owns, and an event to group crew, assets and tickets for a shoot. Gear is free to roam, as long as it comes home.

Which tool to use
You want to	Use
Lend assets to a person and track the return	Checkout tickets
Reserve assets owned by a department	Borrow requests
Run a shoot with a crew and an asset list	Events
Hand out assets on site with a phone	Event checkout on a phone

Checkout tickets

A ticket is one loan: a borrower, a due date and the assets they have. Keep one ticket per person per job so returns are easy to follow.

Open Checkout tickets and select Create ticket.
In Create checkout ticket, fill in the borrower, department, due back date and any notes. Pick an event if the loan is for one.
Select Create ticket. You see Checkout ticket created.
Open the row menu and select Add assets.
In Add assets to ticket, search by tag, name or model, select the assets and confirm.

Ticket lifecycle

A ticket is open while any asset is out. It ends when everything is back and you close it. The row menu offers whatever fits the ticket's state.

Create the ticket, then use Add assets to check assets out to the borrower.
When assets come back, select Check in assets. Select each returned asset, set its condition if it changed, add a Note (optional) and confirm.
When every asset is back, select Close ticket and confirm.
If you closed it too soon, select Reopen ticket to add assets or check more in.
Use Edit ticket to change the borrower, due date or notes at any time.
Select Delete ticket to remove a ticket you no longer need.

Check out and return by scan

Scanning the QR code or NFC tag on each asset is faster than searching and avoids picking the wrong one. The NFC checkout panel, opened from the scan button in the top bar, walks you through it.

Select the scan button in the top bar to open the NFC checkout panel. Under Scan mode select Check out assets, or the return option.
Step 1: tap your badge, or choose the borrower by hand.
Step 2: pick Add to an open ticket, or start a new ticket and set Due back.
Step 3: scan each asset. Each scan appears in the list. Remove a wrong one before you go on.
Step 4: confirm. Blocked assets are listed so you can undo them and confirm again.

Request to borrow

Use a borrow request when the assets belong to another department. The owning department reviews it before anything is handed over.

Open Borrow requests and select New request.
In Create borrow request, choose your Department and set Start and End. Free assets for those dates then appear.
Pick the assets, add a note and an event if it applies, then select Submit request.
Track it in the list. Use Filter by status to see Pending, Approved, Changes requested, Denied, Active or Returned.
To change a request that is still pending, open its row menu and select Edit. Select Withdraw to cancel it.

Approve or decline requests

Managers of the owning department approve or deny requests, then record the hand-off and the return.

Open Borrow requests and filter by Pending.
Open the row menu and select Approve, or Deny.
To deny, enter the reason in Why is this request being denied? It is required.
When the assets are picked up, select Mark collected. The request becomes Active.
When it comes back, select Mark returned.
If plans change before pickup, select Cancel request. The assets are released for others.

Plan an event

An event is a shoot or job with dates, a crew and a list of assets. Planning one first keeps tickets and borrow requests tied to it.

Open Events and select Create event.
Under Event details enter a name, Start and End, and a department if needed, then select Create event.
Open the event card to see its event items. Select Add item to list assets that belong to the event.
Select Crew & permissions on the card, tick who may check out and who may check in, then select Save crew.
Use Edit to change dates or details. Use Mark completed or Cancel event when it ends.

Run a live event

Open an event to run it from one screen: the event items, the open tickets and the returns. You can also use gear you already own: stage it on the event first, then check it out when it leaves. Staging only reserves a place on the event. Nothing moves until you check the gear out.

On the Events page select Open on the event.
Under Event items, search the list and check that each asset is Available.
To use existing gear, select Add existing assets under Event items. Search by tag, name or model, or scan or type a tag, then tick the assets you want.
If an asset has linked items, such as the contents of a case, leave Also add its linked items ticked to stage them together.
Select Add to stage them, or select Add and check out to stage them and open the checkout ticket with those assets already picked.
Under Event checkout tickets, select Create checkout ticket and enter the borrower and Due back.
Scan assets, or select them by hand with the admin override password, to add them to the ticket.
As assets come back, scan them into the return section, then select Close checkout ticket.

Tips

The list shows which items are Available or Staged, on a ticket, Returned, Missing, Broken or need attention.
To take gear off an event, select Remove from this event on its row and confirm. The gear stays in your inventory; only its place on the event is removed, and it cannot be removed while it is out on a ticket here.
Adding existing gear needs the event checkout permission or permission to manage events. On a phone, a tag that is not on the event offers Add to this event, and the item joins your scan list.
Crew can check out or in only if they were given that permission on the event.
The Event crew card on the event page lists who can check gear out and in. Select Add people, pick them, then choose Can check out and Can check in (both are ticked to start) and select Add people. Checkout lets them put gear on a ticket; Check in lets them return it. Select Edit access to open the full list and change what everyone can do.
Assets added without a scan are marked as needing a manual override.
A due time in the past means the item will be overdue as soon as it is approved.

Event checkout on a phone

The phone view is made for the floor. It uses the camera to scan assets and keeps the steps short.

Open the event on your phone and select Check out, or Check in.
Pick or open a ticket. Select Open a new ticket to start one, and enter who is borrowing.
Select Start camera and point it at each QR label. Allow camera access if asked.
Review the Scanned items list. If a code will not scan, use Enter asset tag.
Confirm. For returns, the Still out list shows what has not come back.
Select Back to event when you are done.