🔄Check-in/Check-out

How to check out and check in assets temporarily using the Asset Management module

The Check-in/Check-out feature lets you temporarily assign assets to staff or clients with an expected return date. Perfect for equipment loans, project-based use, or short-term assignments.

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📌 Check-out vs. Allocation

Feature	Check-out	Allocation
Duration	Temporary (has return date)	Long-term/permanent
Use Case	Laptops for travel, projectors for meetings	Assigned desk, company phone
Overdue Alerts	✅ Yes	❌ No
Return Tracking	✅ Yes (condition, date)	Via Revocation

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1. 📍 Access Check-in/Check-out

Navigation: Assets → Check-in/out from the sidebar.

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2. 📤 Check Out an Asset

Steps

1. Click Check Out Asset or New Checkout

2. Select Asset from the dropdown

3. Select Checked Out To (staff member or client/contact)

4. Enter Quantity (if multiple units)

5. Set Expected Return Date (recommended for overdue alerts)

6. Add Checkout Notes (optional) — e.g., "For conference in Berlin"

7. Select Condition (Excellent, Good, Fair, Poor) — default: Good

8. Click Save

What Happens

• ✅ Asset's allocated quantity increases

• ✅ Checkout record is created with status checked_out

• ✅ Audit log entry is created

• ✅ Webhook asset.checked_out is triggered (if configured)

• ✅ If expected return date passes, status becomes overdue and notifications are sent (via cron)

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3. 📥 Check In an Asset

Steps

1. Go to Assets → Check-in/out

2. Find the checkout record (filter by status: Checked Out or Overdue)

3. Click Check In or the check-in action

4. Optionally add Check-in Notes

5. Select Return Condition (Excellent, Good, Fair, Poor, Damaged)

6. Click Save

What Happens

• ✅ Asset's allocated quantity decreases

• ✅ Checkout status changes to returned

• ✅ Actual return date is recorded

• ✅ Audit log and webhook asset.checked_in are triggered

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4. 🔔 Overdue Checkouts

When the expected return date has passed and the asset is not returned:

• Status automatically changes to Overdue

• Cron job sends notifications to configured recipients

• Webhook alert.checkout_overdue is triggered

• Dashboard shows Overdue Checkouts count

Ensure your Perfex cron is running for overdue alerts to work.

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5. 📊 Viewing Checkouts

In Assets → Check-in/out you can see:

Column	Description
Asset	Asset name and code
Checked Out To	Staff or client
Checkout Date	When it was checked out
Expected Return	Due date
Status	Checked Out, Returned, Overdue
Quantity	Units checked out

Filter by status to find active or overdue checkouts quickly.

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💡 Best Practices

• ✅ Always set expected return date for better tracking

• ✅ Record condition at check-in to spot damage trends

• ✅ Use notes for project or purpose

• ✅ Run overdue report regularly to follow up

• ✅ Configure notifications so overdue items don't slip through