How to check out an asset
Checking out records that someone has taken an asset and is expected to bring it back.
When to use this
Check out when an asset temporarily leaves its usual place with a named person — a tool for a job, a laptop for a conference, test equipment for a site visit.
Do not check out when responsibility is changing permanently. That is assignment.
Requirements
- Available on: Orbit, Odyssey, Cosmos
- Roles: Owner, Admin, Manager, Employee
Steps — one asset
- Go to Dashboard → Assets (Individual) and open the asset.
- Find the Check-Out section.
- Choose Check Out.
- Fill in:
| Field | Notes |
|---|---|
| Person | Who is taking it |
| Expected return date | When you expect it back |
| Purpose | What it is for |
| Notes | Condition on the way out, accessories included, anything else |
- Confirm.
Steps — several assets at once
- On the asset list, add the assets you need to the checkout cart.
- Open the cart.
- Check them all out to one person in a single action.
Grouping items into a session
When several items go out together for one purpose, use a checkout session — a field job, a training course, a site inspection.
The set is tracked as a unit while each item stays individually returnable. Sessions are at Dashboard → Assets (Individual) → Checkout Sessions.
What happens next
- The asset's availability becomes checked out.
- Its assignment is untouched. The asset still belongs where it belonged.
- An event is written to the asset timeline.
- Alerts fire as the return date approaches and again if it passes.
- The checkout appears at Dashboard → Upcoming.
Setting a useful return date
The return date is what makes overdue mean anything.
Set it to when you actually expect it back, not a comfortable date far in the future. A date nobody believes produces overdue alerts nobody acts on.
For open-ended loans, set a review date and extend it by checking in and out again — that leaves a record of the extension.
Common mistakes
Checking out instead of reassigning. If responsibility has moved permanently, reassign.
Leaving the purpose blank. Six weeks later, "why does Sam have the thermal camera?" is a question the purpose field would have answered.
No notes on condition. If it comes back damaged, there is no record of how it went out.
Checking out to whoever is standing there rather than the person responsible. The checkout names who is accountable for its return.
Troubleshooting
Check-Out isn't available. Asset check-out needs Orbit or above. See Plans and capabilities.
"This asset is already checked out." One active checkout per asset. Check it in first.
The asset can't be checked out. Archived and disposed assets cannot go out.
The person isn't in the list. They may be archived — archived people cannot borrow. Or they may not exist yet; see How to manage people.
I can't see the Check-Out section. Viewers can see checkouts but cannot create them.
"Your subscription has expired." An expired subscription blocks creating new records. Renew at Settings → Billing.
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