Setup: Labs - Computer Check-out & Check-in

When enabled in Labs, if you click on a computer asset you can check out a computer to a user or check it back in. By default, all computers are set to Available.

You can navigate to a computer's details page, and perform the check-out or check-in by clicking the Check Out button in the upper right corner of the page. When the Check Out button is greyed out, the equipment is not available for check out.

Using the Check out status field and/or the Overdue field, you can edit and modify your Computers index page and create new ones for managing available equipment and overdue returns. See List view

To take advantage of this feature, you must enable it in Labs.

1. Navigate to Setup > Labs.

2. In the list of available features, toggle Asset Checkout & Check-In to On.

Checking equipment in and out

When you click Check Out, a dialog box opens where you can add the check-out user's name, the reason for the checkout, the condition of the equipment, an expected return date, and notes.

• Computer check-out and check-in activities trigger notifications in Service Desk. Notifications include confirmations for check-out and check-in, due-soon reminders, and overdue escalations.

• Check-in and check-out transactions are recorded on the asset's Lifecycle tab in the Check-out/Check-in History.

Administrator setup steps and how the feature works

Enable or disable the feature

1. Navigate to Setup > Discovery & Assets > Check Out / Check In.

2. Use the toggle to turn functionality on or off.

Configure reasons, conditions, and defaults

Administrators can view, add, edit, or archive a check-out reason or an asset physical condition. They can also configure other settings related to check-out and check-in:

1. Navigate to Settings > Discovery & Assets > Check Out / Check In. A list of settings displays on the right.

2. Configure for your organization's needs:

   • Reason for Check Out. The list of configured reasons that can be used when checking an asset out to a user.

   • Conditions. The list of configured physical conditions for assets.

   • Default Check Out Duration. The default return time frame for checked-out items. Agents can update the return date at checkout.

   • Overdue Escalation Frequency. How frequently overdue notifications are sent for checked-out items.

   • Include User's Manager. When enabled, escalation emails are also sent to the checked-out user's manager.

   • User Reminder Schedule. When due-date reminders are sent to checked-out users.

   • Agent Summary Reminder Schedule. How often agents receive the summary email. Emails are only sent when there are assets checked out.

Prepare computers for check-out

When the feature is enabled, each computer record includes a Checkout Details page with a Checkout Status field.

Default status behavior

• By default, computers are set to Not available.
• To allow a computer to be checked out, change its Checkout Status from Not available to Available.

Mass update availability

If you need to prepare multiple computers for lending:

• Filter the computer list for the target devices.
• Select the devices in bulk.
• Mass update their Checkout Status to Available.

Check out a computer

Availability behavior

• If a computer is marked Not available, the Check Out button is disabled.
• Once the computer is marked Available, the Check Out button becomes active.
• Users cannot manually change the status of a computer from Checked Out. They must check the asset back in through normal procedures.

Check-out steps

1. Open the computer record.

2. Click Check Out.

3. Complete the check-out form.

The check-out form includes five fields:

• Checked Out To: Select the user receiving the computer.
• Reason for Checkout: Select a reason from the configured reason list in Setup.
• Condition: Select a condition from the configured condition list in Setup.
• Expected Return Date: Choose the expected return date using the calendar field.
• Notes: Enter any additional notes.

What happens after check-out

After check-out, the Checkout Details page on the computer record is populated with the check-out information.

This includes fields such as:

• Checked out to
• Reason for check out
• Condition
• Checkout date
• Expected return date
• Overdue status

Overdue behavior

The Overdue field is based on the Expected Return Date.

• If the Expected Return Date has passed, Overdue is set to Yes.
• You can filter computers by overdue status to identify assets that have not been returned on time.

Check in a computer

After a computer is checked out, the Check Out button changes to a Check In button on the computer record.

Check-in steps

1. Open the checked-out computer record.

2. Click Check In.

3. Complete the check-in form.

The check-in form includes three fields:

• Actual Return Date: Select the actual return date. This can be a past date if you are checking in computers after the fact.
• Condition: Select the returned condition from the same configured condition list used during setup.
• Condition Notes: Add notes about the returned condition.

What happens after check-in

• When a computer is checked in, its status returns to Available.

• If you do not want the computer to remain available for future checkout, you must manually move it back to Not available after check-in.