Deployment Batch Check-In & Check-Out

This guide provides faculty and staff with the necessary permissions a detailed overview of the batch check-in and check-out features. You will learn how to use these features to manage devices efficiently, automatically unassign devices from students, and enable storage container tracking.

The batch check-in and check-out features are designed to give users a quick and efficient way to check in devices currently in service and check out devices from storage. You can access these features on the left navigation bar under Deployment.

When using the Batch Check-In feature, first assign a storage location for the assets you want to check in. This location can be any location currently set up in Incident IQ.

Once you've selected the desired check-in location, you can enter assets to check them in. Incident IQ will always notify you of a successful check-in. You can review the assets you've successfully checked in using the check-in history and timeline sections on the page.

You can automatically unassign a device from a user upon check-in. Just toggle the Unassign when checking in? option on the settings bar near the top of the page. Then, simply enter an asset, just like the usual check-in process.

You can use the storage tracking option with batch check-in to determine what container a device is stored in. This is done by using a box or storage unit number during check-in. To use this feature, begin by toggling the Enable storage tracking option at the top of the page.

Next, enter a box ID number and the number of slots in the box. After this quick setup, you can begin scanning your devices into the system.

Each asset will be assigned to the first open slot as you enter the box. This slot will then be marked as filled, you will be notified of a successful check-in, and the system will automatically move to the next available slot.

Once all slots in the box or container are filled, a window will appear to notify you. If you wish to continue checking in devices, you must enter a new box or container ID and a slot count to continue the process.

To begin using the Batch Check-Out feature, enter a student ID or student number for the system to look up.

If the student is in the system and has an assigned device in storage, a window will pop up on the right of the check-in section. This window will contain the student's information, asset information, and the box and slot where the device is stored.

Once you have retrieved the student's device from the container, you must enter or scan the asset tag or the device's serial number into the system. This will automatically change the device status from In Storage to In Service, signifying the student now has physical possession of the device.

Incident IQ will always notify you of a successful check-out. You can review the assets you’ve successfully checked out using the check-out history and timeline sections on the page.

For a more detailed guide on bulk working tickets or how to create shortcuts, please refer to the following help article: Submitting a Ticket for Checked-In/Out Devices

You can submit a new ticket for a checked-in device directly from the Check-In History by selecting New Ticket in the Actions column.

This will open a New Ticket Flyout, allowing you to submit a ticket for the device while keeping you on the Check-In screen.

The asset and location will be pre-populated under the Associate With section. You can also associate this fee with another ticket.

Next, select the Fee that needs to be added to the user's account. This will automatically fill in the following fields:

These fields can be edited while performing the bulk action. When applying a fee, you must select a due date. If necessary, you can also add Internal Notes.

Click Save. The payment or fee will be applied to that user's account, and a new line item will appear under the Incident IQ Payments and Fees widget.

You can download an Excel file by selecting Export Assets in the top-right corner of the Check-In or Check-Out History section.

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Deborah Prosser - Community Manager