iiQ Resources provides specialized check-in and check-out features that enable you to monitor inventory distribution and collection. You can also track the availability of specific items throughout the district and when items are expected to be returned by students or staff. Additionally, it keeps records of any fees associated with lost, damaged, or overdue items.
The Check-in and Check-Out tools available in iiQ Resources provide several key benefits for K-12 school districts.
the ability to assign or collect one or more types of items to a student or staff member
the ability to charge fees for damaged, lost, or overdue items
the ability to automatically determine due dates for items as they’re checked out based on the item being issued to the student or staff member
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 In/Out By Resource (Asset) vs. By User
Check-in and check-out processes are now separated into standalone tabs: Check In and Check Out. The third Records tab allows the user to see all the transaction records. On each tab, the user can select whether they would like to check in by the asset or the User. By default, when opening this page from the left navigation menu, the user will be taken to the Check In By User experience.
The user can select a Check In or Check Out tab, depending on the type of scanning operation they need to complete:
Check In - to unassign Assets or items being scanned from a User and ultimately replenish inventory quantities of a generic asset or availability of a Serialized Asset, or
Check Out - to assign generic, consumable, or serialized inventory items to a User and ultimately account for inventory that’s no longer available, and track which Assets or items a User has been issued by the district.
Time shown in the Date/Time columns on the Check In/Out grids (including Recent Check Ins, Recent Check Outs, Records, Asset Details, and User Details) will reflect your local time.
Searching for a User
Searching for a User is recommended when collecting or assigning multiple items from/to a Student or Staff member at a time. To search for a User, you can select Search for Users Instead and look up a User by entering a User Name, School ID number, or Email address.
Search results will appear underneath the Search bar.
After selecting a User, the right side of the page will populate with details about the selected User account, and the left side will show two sections: Assigned Resources (to this particular user) and Recent Check-Ins.
In the Assigned Resources section, you can select an Asset to be checked in from or checked out to the user you have chosen by selecting Check In.
You can also submit a ticket on behalf of the user directly from the User Info section on the right side of the Check In/Out page. Simply select ‘Submit Ticket’ to quickly generate tickets during the check-in or check-out process.
Selecting Next User
When one process is complete, whether Check In or Check Out, selecting the Next User resets the page (clearing all information on the page) and pulls up a new user search, allowing you to start another process.
Scan or look up the next user at any time to begin a new check-in.
Setting up the Location
To select a location or room on the Resources Check Out page, click on "Search Location." When you first open the Check Out page, the Search Location field will automatically display your current location. You have the option to edit this location if desired. The chosen location or room will be shown at the top of the page throughout the process, unless you select a different location. While searching for a user or an asset, the system will filter results to display only those from the selected location.
When you open the Check Out page and no location can be pre-populated (you have multiple locations), the Search Location page will pop up, forcing you to select a location.
When searching for users, Room selection will be ignored.
When searching for a user with multiple locations and one specific location is selected in the Search Location field, that user will appear in the search results if that location matches one of their locations.
Scanning or Searching for a Resource
Scanning or searching for an Asset to check in is recommended when it’s more convenient or efficient to scan the item before looking up the User. To search for an Asset, select Search For Assets Instead and enter an Asset.
Search results will appear underneath the Search bar. Select an Asset by selecting Select.
Once the Asset has been selected, the search bar will prompt you to look up a User from whom the Asset will be collected.
Selecting the user will bring up the User’s account on the right side of the page. The Check In Location field will default to the user’s location. Next, fill out:
Quantity Field*
Check In Room field (optional)
Selecting Check In will check in the item for that user.
When you are ready to check in another asset, selecting the Next Asset will allow you to start the check-in process again.
Recent Check-Ins and Checkouts
The Recent Check-Ins section shows only the recently checked items by the user viewing the page. This page does not have pagination at the bottom and will only show a maximum of 50 transactions or fewer.
The Date/Time, Quantity, and Due Date columns can be sorted.
Check In Tab
On the Check In tab, the Action button provides three options:
Submit Ticket: Selecting Submit Ticket will lead to the Ticket Submission process.
Add Fee: Selecting Add Fee will allow you to fill out the fee information and add a fee on the Add Fee page.
Add Fine: Selecting Add Fine will allow you to fill out the fee information and add a fee on the Add Fine page.
If the item was checked in after the due date, the due date will show in Red.
Check Out Tab
The Recent Checkouts section is similar to the Recent Check-Ins section, showing only the items recently checked out by the user viewing the page. This page does not have the pagination at the bottom and will only show a maximum of 50 transactions or fewer.
The Date/Time, Quantity, and Due Date columns can be sorted.
The Due Date can also be directly edited in the Recent Checkouts section by selecting the pencil icon and choosing a date from the calendar.
On the Check Out tab, the Action button provides three options:
Submit Ticket: Selecting Submit Ticket will lead to the Ticket Submission process.
Add Fee: Selecting Add Fee will allow you to fill out the fee information and add a fee on the Add Fee page.
Add Fine: Selecting Add Fine will allow you to fill out the fee information and add a fee on the Add Fine page.
Records Tab
The Records tab shows all district transaction records, including assets assigned from the asset details page or user profile. It encompasses more than just transactions from the Check In and Check Out tabs.
The columns for Date/Time, Type, Quantity, and Due Date can be sorted in ascending or descending order. On the Records tab, the Due Date can be directly edited by clicking the pencil icon, selecting a date from the calendar, and then clicking Save.
The information on the Records tab can be exported into a CSV file by selecting the More icon > Export. You can apply filters, choose columns, and run the Export. Any filters already applied to the Records grid view will be applied to the CSV export.
Filters
Due Date
Select Filter> Due Date on the Records tab to filter serialized and non-serialized assets by their Due Date.
Set Due Dates in Bulk
Users with the ‘Edit Asset’ permissions in the iiQ Resources product can set a Due Date in bulk, but this applies only to serialized assets checked out from the Check Out tab. Only the checked-out assets will have a checkbox available for selection to use the bulk action, and this excludes assets that have been checked in.
To set a due date, assets must be assigned to a User. As a result, you cannot set both the Owner and Due Date in the same bulk update operation. Any unassigned assets will be skipped during this process.