This guide examines the check-in and check-out processes in iiQ Resources. We recommend that you begin with an overview of the Check-In/Out and Records tabs layout, which can be found here:
Permissions
This section details the necessary permissions for users to check in and out, edit due dates, and perform other related actions.
Log in to Incident IQ
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Assets: Assign Owner Assets: Edit Asset Details Assets: List Asset |
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Users: View Users List and Details
Users: List Users |
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Create Payment or Fee |
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Checking Out
Serialized Assets
When checking out Serialized Assets (Barcoded assets; each asset has a unique barcode) to a user, the end user can assign a uniquely identified asset, such as a textbook or band instrument, to any user account in iiQ. During checkout, a due date can also be associated with the asset.
You can check out a serialized asset either by User or by Asset.
You can look up a User by searching the following:
Name
Email Address
Student ID
After selecting the desired User, you will look up an Asset to check out.
You can look up an Asset by searching the following:
Asset Name
Asset Tag
Serial Number
After selecting the desired Asset, you will then look up a User.
The Check Out button next to the asset or user allows fast checkout. After the asset or user is checked out, it will appear in the Recent Checkouts section.
After the asset or user is checked out, it will appear in the Recent Checkouts section.
The Due Date field is editable on the Confirmation panel, so you can adjust it if needed, even after the check-out is complete. New values will be reflected everywhere these fields are present.
The default Due Date can be used or defined by the user when checking out Generic Resources. This article's Predefining a Default Due Date by Asset Type section provides more information on how default due dates are defined when checking out inventory items or assets.
If the User has already assigned several items, a pop-up message may appear, and you can select Yes to confirm the assignment of another item.
The checkout grid will include the following details:
The Date/Time when the operation was completed
The Resource/Asset that was assigned
The Quantity of items checked out
The User from whom the item was checked out
The Due Date for the item
The Asset and the Owner on the grid can also be used as a shortcut to view either the Asset profile of the Resource item being issued or the User profile. They are shown as blue links that the user can select.
Selecting the Action button dropdown > Submit Ticket will lead the user to the Ticket Submission process steps.
Non-Serialized Assets (Consumable or Generic)
When checking out non-serialized assets—those that either lack a unique barcode, share the same barcode across multiple items, or don’t have any barcodes at all—the end user can assign a specific, uniquely identified asset, such as a novel, to any user account within iiQ.During checkout, a due date can also be associated with the asset.
You can check out a non-serialized asset either by User or by Asset. You can look up a User by searching the following:
Name
Email Address
Student ID
After selecting the desired User, you will look up an Asset to check out. You can look up an Asset by searching the following:
Asset Name
Asset Tag
Serial Number
After selecting the desired Asset, you will then look up a User.
The Check Out button next to the asset allows for a fast checkout. After the asset is checked out, it will appear in the Recent Checkouts section.
After the Asset has been successfully checked out, the confirmation panel confirms the checkout, and the Asset is automatically assigned to the selected user. The Recent Checkouts section also updates to reflect that the item was checked out.
The Quantity and Due Date fields are editable on the Confirmation panel, so you can adjust them if needed, even after the check-out is complete. New values will be reflected everywhere these fields are present.
The numerical value entered in the Quantity field must not exceed the quantity of available Inventory at the selected Location.
The default Due Date can be used or defined by the user when checking out Generic Resources.
The default Due Date can be used or defined by the user when checking out Generic Resources. This article's Predefining a Default Due Date by Asset Type section provides more information on how default due dates are defined when checking out inventory items or assets.
The Undo button will appear next to the Confirmation panel on the Check Out page. If you select Undo and confirm, the previous checkout will be 'undone' (the asset will no longer be checked out to them).
The grid will include the following details:
The Date/Time when the operation was completed
The Resource/Asset that was assigned
The Quantity of items checked out
The User from whom the item was checked out
The Due Date for the item
Selecting the Action button dropdown > Submit Ticket will lead the user to the Ticket Submission process steps.
Read about User Fee Data on the Check-In/Out Page here:
Checking In
Serialized Assets
You can check in a serialized asset by the asset or the User.
By Asset
You can look up an asset by entering the Asset Name, Model Name, or Asset Tag of the Item to be unassigned. To select, click Select.
After selecting Check In, a green message will appear that the asset has been checked in.
Upon refreshing the page, the Recent Check-Ins grid will show that the item was checked in.
By User
You can look up a User by their Name, Email Address, or School ID and select them.
The Assigned Resources section will show the user's list of assets across any iiQ modules. Select Check In next to the item that needs to be checked in.
The item will be checked in and appear on the Recent Check-Ins grid.
Non-Serialized Assets (Generic only)
You can check in generic assets either by the asset or the User. You can look up a User by searching the following:
Name
Email Address
Student ID
After selecting the desired User, you will look up an Asset to check in. You can look up an Asset by searching the following:
Asset Name
Asset Tag
Serial Number
After selecting the desired Asset, you will look up a User. You will be prompted to enter the following details for Generic inventory items:
Field Name | Required/ | Description |
Quantity | Required | The quantity of items being returned. It cannot exceed the number of specific inventory items previously issued to the User in iiQ. |
Check In Location | Required | This is the Location of the item(s) being returned. The end user’s selection for this field will determine which location’s inventory of this item will be replenished following the successful completion of the check-in operation. |
Check In Room | Optional | This is the Room that the scanned item will be checked into for more granular storage tracking for available Inventory. |
After entering the quantity and Check-in Location for the scanned item, you can select the Check-in option to unassign the items from the user and update available inventory quantities at the check-in location chosen and/or checked-in room.
After the Asset has been successfully checked in, the Recent Check-Ins section will update to reflect the unassigned item.
Predefining a Default Due Date by the Asset Type
Due Dates can be predefined for Generic and Serialized inventory types by their associated Asset Type. When creating asset types, you will have the option to define a default Due Date by either a set number of days from the date of Check-out or by a specific date.
To define a Due Date as a set number of days from the date of Check-Out for a particular Asset Type, you should first select the option for # of Days from the section of the Asset Type Details page pictured below. After selecting this option, you will then be able to enter the desired number of working days from the Check-Out date, in which the Due Date will be set. This option is recommended for items that are only checked out to a User for a short interval of time.
In the example pictured below, an item checked out on Monday, January 1, will have a default Due Date of Monday, January 15, since this date falls on the 10th working day from the day that it was issued.
To define a Due Date as a specific date for an Asset Type, you should first select the option for Specific Date from the section of the Asset Type details page pictured below. After selecting this option, you will then be able to enter the desired date that items of this Asset Type will default to during Check-Out. This option is recommended for items that are expected to be returned at the end of the school year or the end of a semester, so that the same date is used consistently.
You can manually change the Due Date later during checkout or afterwards as needed.
Additional Information
In addition to the Check-out, Check-In, and Records grids reflecting the most recent activity, the following areas are also updated to reflect an Asset being returned:
The Asset Timeline has been updated to reflect the Asset successfully being unassigned.
The asset in the Resources widget on the User’s profile no longer appears in the profile of the previous asset owner.