Issue and return assets

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

How it works

All Asset Managers can issue assets 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 overdue.

As an Asset Manager, you will need to know how to issue an asset out, log that an asset has been returned, and, in some cases, 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.

Issue an asset out

Single asset

  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.

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

    Issue-Asset-Employee.png

Multiple assets

  1. Go to Tools > Asset Manager.
  2. Select the checkboxes next to the assets.
  3. Click Run an action, then select Issue. Click Ok to confirm.

  4. Select the time and date it is due back. 
  5. Select the issued person type. 
  6. Enter the specific person.
  7. Click Issue Assets.

    Assets-Issue-Multiple-Details.png
  8. If any assets are already issued, you'll be asked to confirm that you'd like to transfer the asset to another person. Click Transfer. 

    Assets-Issue-Transfer.png

 

Update an asset’s issued status

Update the issued status

Once an asset has been issued, you may need to change some details.

To update 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.
  4. Click Edit Issuance.

    Asset-edit-issuance.png
  5. Make any necessary changes.
  6. Click Update Issued Asset.

    Updated-asset-issuance.png

Transfer multiple assets

If you have a series of assets already issued to someone, you can transfer them to someone else without returning and issuing them again.

To transfer assets: 

  1. Go to Tools > Asset Manager.
  2. Select the checkboxes next to the assets.
  3. Click Run an action, then select Issue. Click Ok to confirm.

  4. Select the time and date it is due back. 
  5. Select the issued person type. 
  6. Enter the specific person.
  7. Click Issue Assets.

    Assets-Issue-Multiple-Details.png
  8. If any assets are already issued, you'll be asked to confirm that you'd like to transfer the asset to another person. Click Transfer. 

    Assets-Issue-Transfer.png

 

Return an asset

Single 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.

    Return-asset.png

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

Multiple assets

  1. Go to Tools > Asset Manager.
  2. Select the checkboxes next to the assets.
  3. Click Run an action, and select Return. Click Ok to confirm.