How to check in an asset
Checking in records that a borrowed asset has come back.
Requirements
- Available on: Orbit, Odyssey, Cosmos
- Roles: Owner, Admin, Manager, Employee
Steps
- Go to Dashboard → Assets (Individual) and open the asset.
- Find the Check-Out section, showing the active checkout.
- Choose Check In.
- Confirm.
What happens next
- The checkout is closed, recording the return time and who checked it in.
- Availability returns to available.
- Any overdue alert clears, because overdue is derived from the active checkout rather than stored.
- An event is written to the asset timeline.
- Assignment is untouched, as it was throughout.
Checking in a session
Items in a checkout session are individually returnable. Check in each item as it comes back; the session completes when everything is in.
That matters on a field job where the van comes back before the test equipment does.
When something comes back damaged
Check it in first — the custody record should reflect reality. Then:
- Change the asset's status to Damaged, or a custom status that fits your workflow.
- Raise a corrective work order for the repair.
- Report an incident if it was an accident, caused injury, or someone will ask about it later. Report it before the asset is repaired — the snapshot captures the asset as it is at that moment.
When something does not come back
Do not check it in. An asset that never returned should stay checked out and overdue — that is the record.
If it is genuinely lost, dispose of it with the method "lost" on Odyssey and above, or archive it. Either way the history survives.
Common mistakes
Checking in items that are still out to clear an overdue list. That destroys the record of what actually happened.
Repairing before reporting an incident. The incident snapshot captures the asset at report time. Report first.
Checking in without looking at the item. The check-in is the moment to notice damage, missing accessories, or a low battery.
Troubleshooting
There is no Check In option. The asset may not have an active checkout. Check its availability.
I can't check in someone else's checkout. Owners, Admins, Managers, and Employees can check in. Viewers cannot.
The overdue alert hasn't cleared. It clears when the checkout closes. Reload the page.
The session still shows as open. Sessions complete when every item is back. Check which items are outstanding.
Check-Out isn't available at all. It needs Orbit or above.
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