How to view checkout history and reports
Requirements
- Available on: Orbit, Odyssey, Cosmos
- Roles: Owner, Admin, Manager, Employee. Viewers can view checkouts.
Who has had this asset?
Open the asset. The Check-Out section shows the current checkout, and the asset timeline shows every check-out and check-in in order, with who performed each.
The timeline is never edited or deleted, which is what makes it a custody record rather than a status field.
What has this person borrowed?
Go to Dashboard → People and open the person. Their record carries their assignment and custody history — what they hold now, and what they have held.
This is the view you want before an exit interview or when reconciling equipment after a project.
The checkout report
Dashboard → Reports → Checkouts gives custody history and outstanding items across the organization, exportable to CSV, Excel, or PDF.
Use it for periodic audits and for handing evidence to someone who does not have a UniAsset login.
Checkout sessions
Sessions are at Dashboard → Assets (Individual) → Checkout Sessions. Opening a session shows every item that went out under it and which are still outstanding.
For a field job or a training course, the session is a more useful unit than the individual assets.
What the history proves
Because check-out and check-in both record the acting user and the time, the trail answers:
- Who took it, and when
- Who released it to them
- When it came back, and who received it
That is a chain of custody, not just a lookup.
Common mistakes
Looking only at current checkouts. The history is where the pattern is — an asset that has been out to six people in a month may need a different management approach.
Expecting the report to include assignments. Checkouts are temporary custody. Assignment is durable and is a separate record.
Reconciling asset by asset. Start from the person.
Troubleshooting
The Checkouts report is locked. It needs Orbit or above.
I can't see the report at all. Viewing reports needs Manager or above.
A checkout isn't in the history. Check you are looking at the asset's timeline rather than only the current checkout panel.
The person's history looks incomplete. Assets assigned to them are separate from assets checked out to them. Both appear on their record but answer different questions.
Archived assets are missing from the report. Archiving removes assets from active reporting. Their history is preserved on the asset itself.
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