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Checkout Reports

5 min read•intermediate•Last updated: January 2, 2026

Overview

The Checkout Report gives you a complete view of all checkout activity across your organization. You can filter, analyze, and export data to understand equipment usage patterns and manage custody effectively.

Accessing the Report

  1. Go to Reports in the top menu
  2. Click "Checkouts" tab
  3. Report displays all checkout activity (default: all time, all assets)

Report Columns

The report displays the following information for each checkout:

Asset

The name of the asset that was checked out (e.g., "Thermal Camera", "Laptop Model XPS-15").

Category

The asset category (e.g., "Computing", "Tools", "Test Equipment").

Person

The person who borrowed the asset (the borrower).

Checked Out

The date and time the asset was loaned out.

Expected Return

The date the asset should come back. Blank if no deadline was set.

Returned

The date and time the asset was checked in. Blank if still out.

Duration (days)

Number of days the asset was checked out. Calculated from checkout to check-in (or to today if still out).

Status

The current status:

  • CHECKED_OUT — Asset is currently with the borrower
  • OVERDUE — Asset is past expected return date
  • RETURNED — Checkout completed, asset returned

Purpose

Why the asset was checked out (if provided during checkout).

Filtering the Report

By Status

Filter to see specific types of checkouts:

  • ALL — Every checkout (default)
  • CHECKED_OUT — Currently borrowed, not yet overdue
  • OVERDUE — Past expected return date
  • RETURNED — Completed, returned

Use case: Filter by OVERDUE to find items that need to be recovered.

By Date Range

Limit to a specific time period:

  • Last 7 days — Checkouts from the past week
  • Last 30 days — Past month
  • Last 6 months — Past half year
  • All time — Entire history (default)
  • Custom range — Specify exact dates

Use case: Audit checkouts from a specific project period.

By Person

Filter to see checkouts from a specific borrower:

  • Select a person from dropdown
  • See all assets they've borrowed
  • Identify patterns (late returns, frequently borrowed equipment)

Use case: Determine if a specific person or team has reliable checkout habits.

By Asset

Filter to see checkout history for a specific asset:

  • Select an asset from dropdown
  • View all borrowers and dates
  • Understand utilization

Use case: Prove an asset's custody chain (useful for insurance or audits).

By Category

Filter to checkouts within an asset category:

  • All Test Equipment checkouts
  • All Computing checkouts
  • All Tools checkouts

Use case: Understand which equipment categories are most heavily loaned.

Combine Filters

You can apply multiple filters at once:

Example: "Show me all OVERDUE checkouts for Computing equipment from the last 30 days"

  • Status: OVERDUE
  • Date Range: Last 30 days
  • Category: Computing

Interpreting the Report

For Operations Managers

Question: "Are we moving assets efficiently?"

Look at:

  • Duration column — Are checkouts typically 1 day or 10 days?
  • Frequency — How many times per month is each asset out?
  • Status — How many are currently OVERDUE?

Action: Long durations might mean permanent assignment is better. Frequent overdue suggests unreliable borrowers.

For Finance

Question: "Can we charge departments for equipment usage?"

Exportable data includes:

  • Person → Department
  • Duration → Cost calculation
  • Date → Budget period

Action: Calculate equipment usage cost per department or project.

For Compliance

Question: "Can we prove custody during an audit?"

Filter by:

  • Date range (audit period)
  • Specific assets (if auditing equipment)

Action: Export as PDF for auditor review.

For Facilities

Question: "What equipment is currently in the field?"

Filter by:

  • Status: CHECKED_OUT

Report shows:

  • What's out
  • Who has it
  • When expected back

Action: Follow up on items due back today or overdue.

Exporting Data

Export as CSV

Click "Export CSV" button:

  • Downloads as spreadsheet-compatible file
  • Preserves all columns and filtered data
  • Can be imported into Excel, Google Sheets, other tools
  • Use for analysis, budgeting, or integration

Use case: Calculate equipment costs by department in Excel.

Export as PDF

Click "Export PDF" button:

  • Downloads as formatted report document
  • Professional presentation suitable for audits
  • Print-friendly
  • Includes date range and filters applied

Use case: Provide to external auditor or compliance officer.

What's Included in Export

Exports include:

  • All visible columns
  • All filtered/displayed rows
  • Date and time report was generated
  • Filters applied (shown in header)
  • Page numbers (PDF only)

Common Use Cases

Use Case 1: Audit Preparation

Scenario: External auditor asks to verify equipment custody chain for a 6-month period.

Steps:

  1. Go to Checkout Report
  2. Set Date Range: Custom (6-month period)
  3. Filter by Asset (if auditing specific equipment)
  4. Click "Export PDF"
  5. Provide to auditor

Result: Complete, auditable custody proof for the period.

Use Case 2: Identify Overdue Equipment

Scenario: Equipment is missing from the field. Need to find it.

Steps:

  1. Filter Status: OVERDUE
  2. Identify which assets are past return date
  3. Note who has each
  4. Contact borrowers

Result: Organized list of assets to follow up on.

Use Case 3: Department Cost Allocation

Scenario: Finance wants to charge departments for equipment usage.

Steps:

  1. Export CSV for date period (e.g., last month)
  2. Import into Excel
  3. Group by Person → Their Department
  4. Multiply Duration × Equipment Cost per Day
  5. Charge department

Result: Accurate usage-based cost allocation.

Use Case 4: Equipment Utilization Analysis

Scenario: Facilities manager wants to know if certain equipment gets used enough to justify keeping.

Steps:

  1. Filter by Asset (specific equipment)
  2. Set Date Range: Last 12 months
  3. Count checkouts and total duration
  4. Calculate average checkout length
  5. Determine if usage justifies cost

Result: Data-driven decision on equipment retention or disposal.

Use Case 5: Borrower Reliability

Scenario: You need to determine if someone is reliable for expensive equipment.

Steps:

  1. Filter by Person (specific borrower)
  2. View all their checkouts
  3. Note return dates vs. expected dates
  4. Count OVERDUE vs. RETURNED

Result: Track record of reliability (punctual vs. frequently late).

Use Case 6: Contractor Accountability

Scenario: Contractor claims they never received equipment. You need proof.

Steps:

  1. Filter by Person (contractor name) and Asset (equipment name)
  2. View checkout record with date and notes
  3. Export PDF as proof

Result: Documented evidence of loan transaction.

Report Tips

1. Use Date Range for Performance

Don't look at "all time" unless needed. Recent data is usually more relevant:

  • "What overdue items do we have NOW?" → Last 7-30 days
  • "Is this person reliable?" → Last 6 months
  • "Audit period" → Specific dates

2. Combine Multiple Filters

More filters = more specific insight:

  • Single status filter shows broad data
  • Status + Person + Category = precise insight

3. Schedule Regular Reviews

Consider regular checkout report reviews:

  • Weekly: Check for overdue items
  • Monthly: Analyze usage patterns
  • Quarterly: Plan equipment purchases based on utilization

4. Export for Off-Line Analysis

Excel analysis often reveals insights that the live report doesn't:

  • Pivot tables by borrower
  • Charts of usage over time
  • Cost calculations

5. Share with Stakeholders

Reports are useful for:

  • Showing department heads their team's equipment usage
  • Justifying equipment budget
  • Proving compliance to auditors

Troubleshooting Report Issues

"Report is blank/no data"

Possible causes:

  1. Filters too restrictive (no checkouts match)
  2. No checkouts at all (feature not being used)
  3. Loading (wait a moment)

Solution: Clear filters, widen date range, and try again.

"Can't find a specific checkout"

Possible causes:

  1. Checkout from outside the date range
  2. Applied a filter that excludes it
  3. Asset or person name changed (old names won't match)

Solution: Clear all filters and search for the asset directly.

"Export failed"

Possible causes:

  1. Very large dataset (1000+ rows)
  2. Browser timeout
  3. Browser popup blocker

Solution:

  1. Narrow filters to smaller date range
  2. Try different export format (PDF vs CSV)
  3. Check browser popup blocker and try again

"Numbers don't match my expectation"

Possible causes:

  1. Filter is still applied (check filter bar)
  2. Checkout status is different than expected (RETURNED vs OVERDUE)
  3. Date range doesn't include the checkout you're looking for

Solution: Review applied filters carefully. Scroll through report data to verify.

Related Articles

Screenshots

Screenshot 1: Full checkout report with all columns visible

Screenshot 2: Report with filters applied (status, date range)

Screenshot 3: Export options (CSV and PDF buttons)

Screenshot 4: Sample CSV export in Excel

Screenshot 5: Sample PDF export

Need Help?

Contact your admin or support for help creating custom reports or analyzing checkout data.

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