How to Check Out an Asset

Overview

Checking out an asset records that someone is borrowing it temporarily. This creates an audit trail of who has what equipment and when it should come back.

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Prerequisites

• You must have Manager role (or custom role with assetCheckout:create permission)
• Your organization must be on Orbit plan or above
• The asset must exist and not already be checked out

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Step-by-Step: Check Out an Asset

Step 1: Open the Asset

1. Go to Assets page
2. Search for or click the asset name
3. Asset detail page opens

Step 2: Click Check Out

Look for the checkout status section near the top of the page.

If asset is available:

✓ Available
[Check Out] button

Click the [Check Out] button.

If asset is already checked out: You'll see a blue "CHECKED OUT" badge. You must check in the asset first before checking out to someone else.

Step 3: Fill Out Checkout Information

A dialog will appear with the following fields:

Who is borrowing it? (Required)

Dropdown list of all available people in your organization:

• Employees
• Contractors
• Vendors
• Other individuals

Select the person who is borrowing the asset.

Tip: If you don't see the person you want, make sure they're added to your Persons list and not marked as deleted.

Expected Return Date (Optional)

Click the date field to select when the asset should come back.

Examples:

• Same day: For field work that returns the same evening
• Next day: For overnight checkout
• Next week: For longer deployments
• Empty: If checkout has no specific return date

Why it matters: UniAsset will flag the asset as OVERDUE if it's not checked in by this date.

Purpose (Optional)

Why is this person borrowing the asset?

Examples:

• "Field inspection at Site A"
• "Training session"
• "Contractor installation work"
• "Conference presentation"
• "Maintenance check"

This helps you remember why the asset is out and is visible in checkout reports.

Notes (Optional)

Any additional details about this checkout:

Examples:

• "Will be at location B until 5 PM"
• "Borrower: External contractor from ABC Corp"
• "Please return with tool kit in inspection case"
• "Related to project XYZ"

Step 4: Review and Submit

Review the information:

Person:        John Smith
Expected Return: July 15, 2026
Purpose:       Site inspection
Notes:         Will be at Building A

[Cancel]  [Check Out]

If everything looks correct, click [Check Out].

If you need to change something, click [Cancel] and start over.

Step 5: Confirmation

Once submitted:

• Status changes to CHECKED_OUT (blue badge)
• Borrower's name and dates appear on page
• You can now check the asset back in when returned

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After Check-Out

On the Asset Detail Page

The checkout section now shows:

⚠ CHECKED OUT

John Smith
Expected Return: July 15, 2026
Purpose: Site inspection
Days remaining: 2

[Check In] button

On Asset Lists

The asset will have a blue "CHECKED_OUT" badge.

In the Dashboard

If the dashboard shows checkout stats, this asset is now counted in "Assets Currently Out".

What the Borrower Sees

If your organization uses the Employee role for staff:

• Employees can see "My Checked Out Assets" section
• Shows what they currently have checked out
• Shows expected return dates

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Managing Your Checkout

Checking In the Asset

When the borrower returns it, go to the asset detail page and click [Check In]. See How to Check In an Asset.

If Return Date Passes

If the asset isn't checked in by the expected return date:

• Status automatically changes to OVERDUE (red badge)
• You'll receive an overdue alert
• Report shows the asset as OVERDUE

To resolve: Check the asset in immediately when it's returned.

If You Made a Mistake

If you checked out to the wrong person:

1. Click [Check In] immediately
2. Once checked in, click [Check Out] to correct person
3. Both transactions are recorded in history

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Common Issues and Solutions

"I don't see the Check Out button"

Possible causes:

1. Asset is already checked out — Check it in first
2. You don't have permission — Contact admin for Manager role or assetCheckout:create permission
3. Your plan doesn't support checkout — Upgrade to Orbit or above

Solution: Verify the asset is available, you have permissions, and your plan supports checkout.

"The person I want to check out to isn't in the list"

Possible causes:

1. Person hasn't been added to the system
2. Person is marked as deleted
3. Person is not visible to your tenant

Solution: Contact your admin to add the person to your Persons list.

"The dialog closes without checking out"

Possible causes:

1. Validation error (e.g., required field missing)
2. Asset was just checked out by someone else
3. Server error

Solution: Check the error message. If unclear, try again or contact support.

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Best Practices

1. Always Set an Expected Return Date

Even if uncertain about exact date, set an approximate return. This helps track overdue items.

2. Add a Clear Purpose

"Field work" is vague; "Thermal imaging survey - Building A" is clear. Clear purposes help you remember why assets are out.

3. Use Notes for Additional Context

Include location, contact person, special instructions:

• "Will be at the Sacramento office, contact Bob"
• "Please return in protective case"
• "Has sensitive data — handle per security policy"

4. Check Out Immediately Before Borrower Leaves

Do this right before they depart, not hours before. This ensures the time tracking is accurate.

5. For Recurring Loans

If someone regularly checks out the same asset:

• It might make more sense to permanently assign it to them
• Or create a checkout schedule/process for efficiency

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Permissions Required

To check out an asset, you need:

Admins can customize these permissions. If you can't check out, contact your admin.

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Related Articles

• Asset Check-Out Overview
• How to Check In an Asset
• Track Overdue Assets
• View Checkout History
• Asset Assignment — Difference between checkout and assignment

Screenshots

Screenshot 1: Asset detail page with "Check Out" button (asset is available)

Screenshot 2: Checkout dialog with all fields

Screenshot 3: Confirmation message after successful checkout

Screenshot 4: Asset detail showing active checkout with borrower name and expected return date

Need Help?

If you have issues checking out assets or questions about the process, contact your admin or support team.