Track Overdue Assets

Overview

An asset is overdue when it's checked out but hasn't been returned by its expected return date. UniAsset tracks overdue checkouts and helps you manage them.

---

Identifying Overdue Assets

Red Badge on Asset List

On the asset list, overdue assets have a red "OVERDUE" badge:

Asset Name          | Status
─────────────────────────────
Thermal Camera      | OVERDUE  ← Red badge
Tool Kit            | CHECKED_OUT
Laptop              | Available

Red Badge on Asset Detail

When you open an overdue asset:

⛔ OVERDUE

Sarah Lee
Expected Return: July 10, 2026
Days Overdue: 5
Purpose: Site inspection

[Check In] button

On Checkout Report

In the Checkout Reports tab, filter by status "OVERDUE" to see all overdue checkouts.

---

Why Assets Become Overdue

Expected Return Date Passed

When you check out an asset, you set an expected return date. If the asset isn't checked in by that date, it becomes overdue automatically.

Example:

• Checked out: July 10
• Expected return: July 15
• Actual return: July 20 ← 5 days overdue

No Expected Return Date Set

If you check out an asset without setting an expected return date, it can never be overdue (because there's no deadline).

Best practice: Always set an expected return date, even if approximate.

---

Managing Overdue Checkouts

Step 1: Identify the Problem

Check the overdue asset's detail page:

OVERDUE (red badge)

John Smith
Expected Return: July 15
Days Overdue: 3
Purpose: Field inspection
Checked Out: July 12

Questions to ask:

• Who has it? (John Smith)
• What is it? (Thermal camera)
• When should it have been back? (July 15)
• How long has it been missing? (3 days)

Step 2: Contact the Borrower

Reach out to the person who has it:

Friendly reminder approach:

• "Hi John, the thermal camera was due back on July 15. Do you still have it? Can you return it today?"

Escalation if non-responsive:

• Check with your manager
• Escalate to the borrower's manager
• Document all communication

Step 3: Recover the Asset

Once the borrower returns it:

1. Open the asset detail page
2. Click [Check In]
3. Add notes if needed: "Returned on July 18 (3 days late)"
4. Submit

The asset is now checked in and no longer overdue.

Step 4: Analyze and Prevent

After resolving the overdue:

• Single incident? No action needed. It happens.
• Recurring problem? Adjust your checkout process:
  • Set earlier return dates for this person
  • Send 1-day-before reminders
  • Require signed equipment agreements
  • Consider not lending to them in future

---

Preventing Overdue Checkouts

1. Set Realistic Return Dates

Don't do this:

• Borrower says "I'll need it 2-3 days"
• You set return date to 2 days (urgent)
• Borrower doesn't make the deadline

Do this instead:

• Set return date to 3 days (match their need)
• Send a 1-day reminder
• Plan to follow up if not returned by day 4

2. Set Earlier Deadlines for Unreliable Borrowers

If someone frequently returns late:

• Set return date 1 day earlier than needed
• Builds in a buffer
• Reduces overdue incidents

3. Use Clear Purposes

Clear purposes help borrowers remember deadlines:

• ✅ "July 15 site inspection at Building A, return by 5 PM"
• ❌ "Sometime this week"

4. Add Context in Notes

Checked out for: Training event
Duration: 1 day (same day return)
Please return by 5 PM to Building A storage room

5. Consider Equipment Agreements

For high-value items or frequent borrowers:

• Create a formal checkout agreement
• Specify return date, condition expectations, damage liability
• Attach as a document in UniAsset

---

Checkout Report View

Filter for Overdue Checkouts

1. Go to Reports → Checkouts
2. Click Status filter
3. Select OVERDUE
4. View all currently overdue assets

Report Shows

Export Overdue List

1. Filter by OVERDUE status
2. Click "Export CSV" or "Export PDF"
3. Use in follow-up communication or escalation

---

Escalation Procedures

For Single Overdue Item

1. Day 1 of overdue: Friendly reminder to borrower
2. Day 3 of overdue: Contact borrower's manager
3. Day 5+ of overdue: Escalate to department head or asset owner

For Systematic Overdue Problem

If many assets are overdue from one person or location:

1. Generate overdue report (filtered by person/location)
2. Schedule meeting with responsible person/manager
3. Establish new checkout expectations
4. Monitor future checkouts more closely

Document Everything

Keep records of:

• Who was contacted and when
• What they said
• When asset was returned
• Any damage or issues

This creates accountability and a pattern record.

---

What Happens to Overdue Assets

While Overdue

• Status is red/OVERDUE
• Asset is shown as unavailable for new checkouts
• Appears in overdue reports
• Cannot be used by anyone else

When Returned

• Check in immediately
• System records actual return date
• Checkout is completed and moved to history
• Asset becomes AVAILABLE again
• Duration includes all overdue days

If Never Returned

If an asset is never returned:

1. Keep it marked CHECKED_OUT indefinitely (escalate regularly)
2. Eventually mark asset as LOST/DISPOSED (with your admin)
3. Create an incident report if needed for insurance
4. Hold the borrower accountable (disciplinary action if employee)

---

Common Overdue Scenarios

Scenario 1: Genuinely Forgot

Borrower: "I didn't realize it was due back yesterday!"

Resolution: Check in immediately. No harm done. Maybe remind them next time.

Scenario 2: Extended Timeline

Borrower: "I need another week. Can I keep it?"

Resolution: Check if you can accommodate. If yes, treat as a new checkout with updated return date. If no, ask for return.

Scenario 3: Asset Left at Site

Borrower: "I left it at the site. I'll get it tomorrow."

Resolution: Document this in checkout notes. Don't mark returned yet. Accept return when retrieved.

Scenario 4: Contractor Disappeared

Borrower: Missing in action. Cannot reach them.

Resolution:

1. Try multiple contact methods
2. Escalate to their company
3. Report to management
4. Consider asset lost if not recovered
5. Pursue recovery through management or legal channels

Scenario 5: Multiple People, Unclear Who Has It

Problem: Loaned to team lead, but unclear if they still have it or passed to someone else.

Resolution:

1. Contact the person it was checked out to
2. Ask them who currently has it
3. Once located, arrange return
4. May need to update checkout notes to clarify chain of custody

---

Best Practices

1. Check in Immediately Upon Return

Don't wait to check assets in. Do it right away when you receive them.

2. Set Up Reminders

If your system supports it, set calendar reminders for high-value checkouts:

• 1 day before expected return
• On expected return date
• 1 day after if not returned (escalate)

3. Proactive Follow-Up

Better to ask "Will you be returning the camera on Friday?" than wait until it's overdue.

4. Clear Communication

Make sure borrowers know:

• Expected return date
• Where to return it
• Who to contact if they can't make it

5. Track Patterns

In reports, identify:

• Who frequently returns late
• Which assets are frequently overdue
• Which locations have poor return rates

Then address the root causes.

---

Related Articles

• Asset Check-Out Overview
• How to Check In an Asset
• Checkout Reports
• View Checkout History

Screenshots

Screenshot 1: Asset list showing overdue badge in red

Screenshot 2: Asset detail with OVERDUE status and days overdue

Screenshot 3: Checkout report filtered by OVERDUE status

Screenshot 4: Check-in dialog showing asset is being returned late

Need Help?

Contact your admin or support if you need help managing overdue assets or establishing checkout policies.