Issue and return assets

Manage an asset’s status by issuing it, returning it, or editing its issued status in Asset Manager. You must have the Asset Manager user role to access this feature.

How it works

Asset Managers (both Global and Managers) and Issuers can issue assets out to visitors, contractors, and employees. Users can:

  • Search for an asset
  • Issue it out
  • Record when it is due back (date and time)
  • Update an asset’s status if it is due to be returned late
  • Quickly view which assets are In, Out, Due, or are Overdue.

As an Asset Manager, you will need to know how to issue an asset out, how to log that an asset has been returned, and, in some cases, how to edit an asset’s issued status to adjust for delays, extensions, or mistakes.

Asset statuses

An asset can have one of four different statuses. These indicate whether the asset is issued out and how soon they are due to be returned.

  • In – The asset is not issued out and is available for lending.
  • Out – The asset is issued out and not due back soon.
  • Due – The asset is issued out and is due back within the hour.
  • Overdue – The asset is issued out and it is past the time it is due back.

Asset-Manager-Status.png

Issue an asset out

  1. Go to Tools > Asset Manager.
  2. Use the search fields to find the asset.
  3. Click the Asset’s Status – This will be In for any available asset.
  4. Click Issue Out.

    Asset-Issue.png
  5. Enter the Date Due Back and Time Due Back.
  6. Enter the Issued Person Type – You can issue assets out to employees, contractor members, and signed in visitors.
  7. Enter the specific person.
  8. Click Issue Asset.

    Asset-Issue-Return.png

The asset’s status will change to the appropriate status for when it is due back. 

Edit an asset’s issued status

Once an asset has been lent out you may need to change some details of its issued information, e.g. the date it is due back.

To edit the issued information:

  1. Go to Tools > Asset Manager.
  2. Find the asset using the search tools.
  3. Click the Asset’s Status – This will be Out, Due, or Overdue.

    Asset-Issue-Edit.png
  4. Click Edit Issuance.
  5. Make any necessary changes.
  6. Click Update Issued Asset.

The changes will take place and, depending on what was changed, the status may change. You can see these changes by clicking on the asset’s status.

Return an asset

When someone has finished using an asset they will need to return it to the Asset Manager who will adjust this in WhosOnLocation. To return an asset:

  1. Go to Tools > Asset Manager.
  2. Find the asset using the search tools.
  3. Click the Asset’s Status.
  4. Click Return Asset.

    Asset-Return.png

The asset’s status will return to In and be available for issuing out again.