At EZOfficeInventory, we are committed to providing an unmatched support experience. Here’s how to get in touch:
- Email – firstname.lastname@example.org
- Blog – https://blog.ezofficeinventory.com – great place to start off and read about our existing and upcoming features
- Feature Request – http://ezofficeinventory.uservoice.com – we want our community to be involved in helping us define the product roadmap. Placing feature requests here allow for others to view and vote on them
FAQs of EZOfficeInventory are listed below
Check-in/ Check out
Yes, you can. Make sure that these ID cards have barcodes on them. Here is how you can configure them:
- Enter these barcode sequences to the ‘Identification number’ field in member details. Say Samantha’s barcode reads HR-002452. You’ll edit the member record for Samantha and enter HR-002452 as the Identification Number.
- Now when checking out from mobile, use the scanning icon on the ‘Checkout to’ field.
- Touching this icon will invoke the phone’s camera for you to scan the barcode on the ID Card.
- The person with this barcode (Identification Number) will be pulled up by EZOfficeInventory.
You may need to pull up a list of assets that were not checked back in (returned) on time. One common use case that we’ve seen is with checking out equipment in clubs, labs and schools. Say you want to encourage timely returns and by the end of every month give credits to the members who returned items on time. Or if you don’t believe in positive reinforcement (pun intended), you may want to charge fines. Here’s how you can go about it:
1) Reports → Assets → Check-in / Out Events
2) In Action dropdown on this report, choose Checkin. Select other filters if needed.
3) The three columns that you’ll need are
i. Checkin/Checkout Date: It’s the actual date and time of check in i.e. the time when an asset got returned
ii. Expected Return Date: It’s the expected return date and time i.e. the return date and time set at the time of check out
iii. Timely Return: It shows if the asset was returned on time or not. If it was returned on time, it says “Yes”.
4) The report can be exported to excel (csv) for further data manipulation e.g. calculating how late some one was. You can subtract the “Expected Return Date” from “Checkin/Checkout Date” to get the difference.
Staff users can check-in and checkout assets on their own without the need for an admin to approve if the company is non-arbitrated (Settings –> Arbitration –> Disabled).
To check in an asset, either the assigned user or an administrator can initiate the action. However, a Staff User can request a reservation of any asset, even if it’s assigned to someone else. A reservation request causes an alert to be sent to administrators and asset assignment can then be taken by an admin.
There are two ways to mass check-in or checkout an asset.
- Upload an Excel file (Asset –> Import from Excel Sheet –> Check-in/Checkout of Assets) with columns:
Mass check-in: asset# (or Asset Identification Number), “true”.
Mass check-out: asset# (or Asset Identification Number), email.
If the email of the user being checked out to does not exist, then additional information pertaining to the user is required ie First Name, Last Name, Role (Admin/Staff).
- Select the check boxes in the asset listing page and use the “Actions on Asset” to take appropriate action.
Use Packages to manage multiple assets that are clamped together, such that they are always checked out and checked-in together e.g. a Camera, lens and batteries. Assets in a package cannot be checked in/out individually. The entire package will be checked in/out whenever one associated asset is checked in/out. You can enable packages from Settings → Add Ons.
Example: Now if you plan to use some items together. Say a laptop bag, laptop and it’s charger can be packaged together. See image below:
Items in a package will always be checked-out/in or reserved together as these items behave as one asset. However, you can re-assemble i.e. break or remake the package (packaged items have to be available) when required (see image below).
Note: You can only include items that are not checked out, in maintenance or have outstanding reservations.
Administrators can checkout assets indefinitely by selecting the “checkout indefinitely” checkbox during the checkout process.
By default, staff users are also allowed to checkout an asset indefinitely in the same manner. However, administrators can change this setting or revert it to the original by going to Settings –> Company Settings –> Policy –> Checkout Duration for Staff Users.
The asset custodian is sent an email on the day the asset becomes overdue.
An administrator is also shown overdue assets on the dashboard (calendar). An administrator can also use the Filter -> Check in Overdue on the asset listing page to view these assets and choose to take appropriate action.
An asset can only be assigned to a single member at a time.
Yes, you may select the location from the predefined set of locations (created by the administrator). To enable this feature go to Settings –> Company Settings –> Policy –> Locations, and select the appropriate check boxes.
The location set at check-in/checkout time is not GPS aware. Only operations that involve label scanning are GPS aware.
No, currently we do not support this functionality. A workaround is to create a member account that represents a company or location.
Is it possible to send a request for an early check-in to an individual who has checked out a certain asset?
Yes, it is possible for the administrator to request an early check-in of an asset. There are two ways to accomplish this:
On the Asset Details Page, click on the “Request Checkin” button.
In the Asset Listing page, select the relevant assets. Now click on “Request Checkin” from the “Actions on Assets” menu.
The user who has the asset checked out gets an email sent on the day it becomes overdue. You, as an admin, can track overdue assets by viewing the calendar on the dashboard or by clicking the filter –> check in overdue in the assets listing.
You can create a custom field called project number and enable the following options:
1. Display at Checkout
2. Only record with Checkout event. Do not update the value of asset
This will update the value of the custom field on each checkout and can be viewed by going to Reports -> Checkin/out Events
However if you plan on checking out multiple assets to a project in one go, we recommend using the Cart Add-On and adding a Custom Field to the cart (More -> Custom Fields -> Cart) to keep the data more manageable and easy to access.
To check out items through scanning, you need to use the mobile app. Follow these steps:
1. Log into the mobile app. Make sure you have Admin rights.
2. Select the Scanning icon:
3. Select Camera Scanner/TSL RFID Scanner/Use External Scanner.
4. Scan labels of items that need to be checked out, and press ‘Completed’ once you’re done.
5. Select the green play button on your screen.
6. Select Checkout. Pick the name of the user you want to check the items out to in the ‘Check Out To’ field.
Note: Only Account Admins can check items out to other users.
What it covers?
- Check items in and out
- Reservations module
- Availability Calendar and Dashboard Calendar
For more, visit:
Visibility settings determine what staff users get to see. Under ‘Simple’ Access Control in Settings –> Company Settings → Policy, you have two Visibility options i.e. Allow your staff users to see all items in the system OR only see assets that are checked out to them.
With ‘Only show the assets checked out to them’ enabled, the users can only see (and take actions on) items that are checked out to them. However, they can pull up limited details of other items by scanning the QR Codes. This plays out well when you have enabled ‘Public QR Code Scanning’ in Company Settings.
You can restrict a user from checking out items with conflicting reservation dates. With the setting enabled to ensure no reservation date conflicts, go to Settings –> Company Settings –> Reservations –> Enable setting for Items (Asset, Asset Stock, Inventory).
Restricting users to checkout: With this setting enabled, a user can neither checkout or create reservations on items with another conflicting reservation.
How does this work? On the ‘Checkout’ form, you’ll see a checkbox for ‘Ignore conflicting reservations’.
With this checkbox enabled, admins can checkout items with conflicting reservation dates.
For reservations, an error message will show up if the items have any conflict with other reservations.
For the above to play out, you must enable the setting in Company Settings > Reservations.
By default, staff users are allowed to checkout an asset indefinitely. However, administrators can limit the checkout duration by going to Settings –> Company Settings –> Policy –> Checkout Duration for Staff Users.
Here, choose “Set checkout duration for staff users” and define the time duration for each checkout. Don’t forget to save this change!
This feature is helpful when companies wish to regulate the time of checkout for all their staff members. Universities and libraries can particularly benefit from this.