Asset Check-Out Overview - Track Temporary Equipment Custody

Overview

Asset Check-Out is a way to temporarily hand an asset to someone (employee, contractor, visitor) and track when it should come back. It's different from permanently assigning an asset to someone — checkout is temporary and tracked with dates and purposes.

Think of it like checking out a book from a library: the library (your organization) still owns it, but someone has borrowed it for a specific period.

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Check-Out vs. Assignment

UniAsset has two separate ways to connect people to assets:

Assignment (Permanent)

Assignment means an asset belongs to someone long-term:

• "This laptop is John's" — John is the permanent owner
• Changes rarely, usually when someone leaves or gets transferred
• Affects asset ownership reporting and cost allocation
• Doesn't track return dates

Use Assignment When: An employee gets a laptop as part of their job, a department owns tools, or a location stores equipment.

Check-Out (Temporary)

Check-Out means someone is borrowing an asset for a specific purpose:

• "John borrowed this thermal camera for a site inspection on July 15"
• Temporary — planned return date
• Tracks custody and accountability
• Independent of permanent ownership

Use Check-Out When: Employees borrow equipment for field work, contractors need tools, training attendees need devices, or any temporary loan.

How They Work Together

Example: A camera is permanently assigned to the Facilities department (permanent). A technician from the Facilities team checks it out on July 10 for a building inspection, planning to return it July 12 (temporary). On July 12, the camera is checked back in and remains assigned to Facilities.

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Who Can Use Check-Out?

Roles That Can Check Out Assets

By default, Managers can check out and check in assets. Employees, Viewers, and Owners cannot (though Owners can change permissions).

Your admin may have created custom roles with checkout permissions for specific teams.

Plan Requirements

Check-Out is only available on Orbit and above:

If your organization is on the Free plan, you'll need to upgrade to use check-out.

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Asset Availability Status

Every asset has a real-time availability status:

AVAILABLE (Gray badge)

No one is borrowing this asset. It's available to check out.

CHECKED_OUT (Blue badge)

Someone has this asset borrowed. It's expected to come back on a specific date.

OVERDUE (Red badge)

Someone has this asset and should have returned it by now. It's past the expected return date and needs immediate attention.

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The Check-Out Process

How to Check Out an Asset

1. Go to the asset detail page — Click on the asset name from any view
2. Click "Check Out" button — In the top section of the page
3. Select who is borrowing it — Choose from the list of people
4. Enter expected return date (optional) — When should it come back?
5. Add a purpose (optional) — Why are they borrowing it? E.g., "Field inspection", "Training session"
6. Add notes (optional) — Any additional details?
7. Click "Check Out" — Transaction is recorded

The asset is now marked as CHECKED_OUT and the person's name appears on the page.

How to Check In an Asset

1. Go to the asset detail page — Shows "Check In" button for checked-out assets
2. Click "Check In" button — Dialog opens
3. Optionally add notes — Condition of asset, any damage, additional context
4. Click "Check In" — Checkout is completed

The asset returns to AVAILABLE status and the checkout is moved to history.

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Viewing Checkout Status

On Asset List

The asset list shows an availability badge for each asset:

• No badge = Available
• Blue "CHECKED_OUT" = Currently checked out
• Red "OVERDUE" = Past expected return date

On Asset Detail Page

When you open an asset detail page:

If available:

Asset Available
[Check Out] button

If checked out:

⚠ CHECKED OUT

John Smith (July 10 - July 15)
Purpose: Site inspection
Expected Return: July 15 (3 days remaining)

[Check In] button

If overdue:

⛔ OVERDUE

Sarah Lee (July 8 - July 12)
Days Overdue: 5
Purpose: Training event

[Check In] button

Checkout History

Scroll down to see all past checkouts for this asset:

• Who borrowed it
• When they borrowed it
• When they returned it (or how long they've had it if still out)
• The purpose
• Duration in days

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Common Scenarios

Scenario 1: Field Technician

A technician needs equipment for a site visit:

1. Morning: Check out tool kit, expected return at 5 PM
2. Technician uses it all day
3. Evening: Check in the tool kit

System creates a record showing who had the equipment, when, and for how long. If they don't return by 5 PM, you get an overdue alert.

Scenario 2: Employee Conference

An employee is traveling to a conference:

1. Before trip: Check out laptop and projector, expected return in 3 days
2. Employee uses them at conference
3. Returns: Check in both items

Complete record of who had what equipment and when. Finance can use this for expense tracking.

Scenario 3: Training Event

Training instructor needs equipment:

1. Morning of training: Check out devices to multiple trainees (one checkout per person)
2. Trainees use equipment
3. End of training: Check in all devices

Report shows what was loaned, to whom, and for how long.

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Key Points to Remember

• One asset, one active checkout — An asset can't be checked out to two people at once. Check it in first.
• Different from assignment — Checkout doesn't change who permanently owns the asset.
• No permanent record change — Checking out/in doesn't modify the asset's details or assignment.
• Immutable history — All checkouts are recorded and can't be changed. You can only add notes if needed.
• Overdue tracking — If you set an expected return date and the asset isn't returned by then, you'll get an alert.
• Not on Free plan — Your organization must be on Orbit or above to use check-out.

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What Happens If...

An asset is checked out but not returned on the expected date?

The asset's status changes to OVERDUE and you'll see a red badge. You should follow up to get it back.

Someone needs the asset that's currently checked out?

They'll have to wait until it's checked in. Check-out ensures only one person has an asset at a time.

You accidentally check out to the wrong person?

Check them in immediately, then check out to the correct person. Both transactions are recorded in history.

You need to change the expected return date?

Currently, you can't edit a checkout after it's created. Check it in and check it out again with the correct date.

You want to see all checkouts for a time period?

Go to Reports → Checkouts and use the filters. You can filter by date, person, asset, or status.

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Related Articles

• How to Check Out an Asset
• How to Check In an Asset
• View Checkout History
• Track Overdue Assets
• Checkout Reports
• Asset Management Overview

Need Help?

If you have questions about check-out or need to customize permissions for your team, contact your admin or reach out to support.