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View Checkout History

3 min read•beginner•Last updated: January 2, 2026

Overview

Every asset keeps a complete history of all checkouts — both past returns and the current checkout (if any). You can view this history to understand who has had the asset and when.

Viewing Checkout History

On Asset Detail Page

  1. Open any asset by clicking its name
  2. Scroll down to the "Checkout History" section
  3. View all past checkouts

What You See in History

For each checkout, the history shows:

John Smith
July 12 - July 15, 2026 (3 days)
Purpose: Site inspection
Status: Returned

The list is sorted by most recent checkout first.

Fields Shown

  • Borrower — Person who checked it out
  • Dates — Check-out date and check-in date (or "to present" if still out)
  • Duration — Number of days checked out
  • Purpose — Why they borrowed it (if provided)
  • Status — CHECKED_OUT (currently out) or RETURNED (completed)
  • Notes — Any notes added during check-in (if any)

Current Checkout vs. Past Checkouts

Current Checkout

If an asset is currently checked out, it appears prominently at the top of the page:

⚠ CHECKED OUT

John Smith
Expected Return: July 15, 2026
Purpose: Site inspection
Days out: 3

[Check In] button

Past Checkouts

Below the current checkout (or alone if nothing is currently out), the history shows all completed transactions:

Checkout History

1. Sarah Jones
   June 10 - June 12, 2026 (2 days)
   Purpose: Training event
   Status: Returned
   Notes: "Returned in good condition"

2. John Smith
   May 20 - May 23, 2026 (3 days)
   Purpose: Field inspection
   Status: Returned
   Notes: "Minor scratch on case"

3. Bob Williams
   April 5 - April 6, 2026 (1 day)
   Purpose: Contractor installation
   Status: Returned

Understanding Checkout Status

CHECKED_OUT

The asset is currently with the borrower.

  • Expected return date: When it should come back
  • If past expected date: Shows as OVERDUE (red badge)
  • Borrower: Who currently has it

RETURNED

The checkout is complete. Asset came back.

  • Check-out date: When borrowed
  • Check-in date: When returned
  • Duration: Total days out
  • Status: RETURNED

Accessing Checkout History

Method 1: Asset Detail Page (Most Common)

  1. Assets → Search/click asset → Scroll to "Checkout History"

Method 2: Checkout Report Tab

For a cross-asset view, see Checkout Reports.

Method 3: via Search

Some search filters show recent checkouts for an asset.

What the History Tells You

About Equipment Usage

  • How frequently is this asset checked out?
  • Who uses it most often?
  • How long are typical loans?
  • Is it used consistently or sitting idle?

Use case: Decide whether an asset is worth maintaining or should be replaced.

About Accountability

  • Complete proof of who had the asset and when
  • Useful if an asset was damaged or lost
  • Helps settle disputes about custody

Use case: "Who had the thermal camera when it got damaged?" Check the history.

About Patterns

  • Is the same person frequently late returning?
  • Do checkouts to specific locations always take longer?
  • Are certain assets overdue more often?

Use case: Adjust checkout expectations or provide reminders for chronic late returns.

About Utilization

  • Is this asset heavily used or rarely loaned?
  • Could multiple people benefit from having their own copy?
  • Should we acquire more of this asset?

Use case: Inform purchasing decisions.

Exporting Checkout History

Export Single Asset's History

Currently, you must view checkout history in the UI. Future versions may allow exporting a single asset's checkout history.

Export All Checkouts (via Report)

To export checkout data for multiple assets or a time period:

  1. Go to Reports → Checkouts
  2. Apply filters as needed
  3. Click "Export as CSV" or "Export as PDF"

See Checkout Reports for details.

Common Questions About History

How far back does history go?

UniAsset keeps all checkout history forever. You can view checkouts from the day the asset was created going back indefinitely.

Can checkout history be edited or deleted?

No. Checkout history is immutable. Each checkout record is permanent and cannot be changed after creation.

If an error was made (e.g., checked out to wrong person):

  1. Check it in immediately
  2. Check it out to the correct person
  3. Both transactions remain in history showing the correction

Why is a checkout missing from history?

Unlikely, but possible causes:

  • Checkout was very recent (may take a moment to appear)
  • Asset was deleted (all history is lost)
  • Browser cache issue (refresh the page)

Solution: If you can't find a checkout that should be there, contact support.

Can I add notes to past checkouts?

No. Notes can only be added when checking in an asset. Once checked in, the checkout is locked.

Workaround: Add a note to the asset itself explaining any corrections or additional context.

Using History for Compliance

Checkout history serves as an audit trail for compliance:

Insurance Claims

"Which employee had this equipment when it was damaged?" → Check the checkout history

Audit Investigation

"Can you prove which equipment went to which location for the project?" → Export checkout history for the date range

Regulatory Compliance

"Show proof of custody of government-funded equipment" → Provide checkout history showing all movements

Internal Audit

"Verify that contractor had company equipment during the claimed period" → Checkout history proves the loan dates

Related Articles

Screenshots

Screenshot 1: Asset detail page showing current checkout at top

Screenshot 2: Checkout history section with multiple past checkouts

Screenshot 3: Individual checkout entry showing all details

Need Help?

If you have questions about a specific checkout or can't find checkout history, contact your admin or support.

Need Help?

If you have questions not covered in this article, our support team is here to help.

Contact Support