Check Out / Check In
Checking out and in assets
TABLE OF CONTENTS
- Checking Out an Asset
- Checking In an Asset
- Assignment History
====================
1. CHECKING OUT AN ASSET
Checking out assigns an asset to a person, making them responsible for it.
STEP-BY-STEP:
Access Check-In/Out
- Click "Check-In/Out" in the sidebar
- OR from Dashboard, click "Check Out" in Quick Actions
- OR from an asset's detail page, click "Check Out"
Select the Check Out Tab
- Choose "Check Out" if not already selected
Select the Asset
- Search by name, tag, or serial number
- Only Available assets appear
- Click to select
Choose the Assignee
A) System User (Team Member) - Select from users in your organization - They have Silobase accounts - Can log in and see their assigned assets
B) Recipient (External Person) - People without Silobase accounts - Visitors, contractors, temporary staff - Select existing or create new
Set Expected Return Date (Optional)
- Click calendar to set due date
- Helps track when asset should return
Add Notes (Optional)
- Record purpose of checkout
- Add special instructions
- Document condition at checkout
Confirm Checkout
- Review details
- Click "Check Out" or "Confirm"
- Status changes to Assigned
WHAT HAPPENS AFTER: - Asset status changes from Available to Assigned - Assignee appears in asset details - Check-out recorded in assignment history - Dashboard statistics update - Activity appears in Recent Activity.
2. CHECKING IN AN ASSET
Checking in returns an asset to inventory, making it available again.
STEP-BY-STEP:
Access Check-In/Out
- Click "Check-In/Out" in the sidebar
- OR from Dashboard, click "Check In" in Quick Actions
- OR from asset's detail page, click "Check In"
Select the Check In Tab
- Choose "Check In" if not already selected
Find the Asset
- Search by name, tag, or serial number
- Only Assigned assets appear
- Click to select
Assess Condition Select current condition:
- Excellent: No new wear or damage
- Good: Minor wear, still good shape
- Fair: Noticeable wear occurred
- Poor: Damage or significant wear
Add Notes (Optional)
- Document how asset was returned
- Note any issues discovered
- Record maintenance needed
Confirm Check-In
- Review information
- Click "Check In" or "Confirm"
- Status changes to Available
WHAT HAPPENS AFTER: - Asset status changes to Available - Condition updated if changed - Check-in recorded in history - Previous assignee cleared - Dashboard updates - Asset ready for next checkout
CONDITION ASSESSMENT TIPS: - Compare to condition at checkout - Look for new damage or wear - Be consistent in assessments - Document issues with photos if possible.
3. ASSIGNMENT HISTORY
Assignment history shows the complete record of who had each asset and when.
ACCESSING HISTORY:
From Asset Detail Page: - Scroll to "Assignment History" section - See all check-outs and check-ins for that asset
From Reports: - Click "Reports" in sidebar - Select activity/assignment reports
INFORMATION RECORDED:
For Each Assignment: - Check-out date and time - Who the asset was assigned to - Check-in date (when returned) - Condition at checkout and check-in - Duration of assignment - Notes from both transactions - Who performed the action
USING HISTORY:
Track Asset Usage: - See how often an asset is used - Identify heavy-use items - Plan maintenance schedules
Identify Responsible Parties: - Know who had asset at any time - Useful if issues discovered later - Support accountability
Audit and Compliance: - Document asset custody chains - Investigate missing assets - Verify usage patterns - Support compliance requirements
FILTERING HISTORY:
Filter by: - Date Range: See activity in specific periods - Asset: View history for one asset - Person: See all assets assigned to someone - Action Type: Only check-outs or check-ins
EXPORTING HISTORY: - Use Reports section to export activity data - Available in CSV or Excel format
====================
TROUBLESHOOTING
Q: The asset I want isn't showing for checkout
A: Only Available assets can be checked out. Check if it's already assigned.
Q: I can't find the person I want to assign to
A: For new recipients, create them first. System users must be added by an admin.
Q: Can I check out multiple assets at once?
A: Check out each asset individually for proper tracking.
Q: I made an error in the checkout
A: Check the asset back in, then check it out again with correct information.
Q: History seems incomplete
A: Only transactions since Silobase implementation are tracked.
Q: Can I edit history entries?
A: No, history is immutable for audit integrity.
Q: Can I export the history?
A: Yes, use the Reports section to export activity data.