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FAQs

At EZOfficeInventory, we are committed to providing an unmatched support experience. Here’s how to get in touch:

  1. Emailsupport@ezofficeinventory.com
  2. Bloghttp://blog.ezofficeinventory.com – great place to start off and read about our existing and upcoming features
  3. Feature Requesthttp://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

Can I scan ID Cards that our staff carry to check out items to them?

Yes, you can. Make sure that these ID cards have barcodes on them. Here is how you can configure them:

  1. 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.
  2. Now when checking out from mobile, use the scanning icon on the ‘Checkout to’ field.
    scan ID on check out
  3. Touching this icon will invoke the phone’s camera for you to scan the barcode on the ID Card.barcode scanning
  4. The person with this barcode (Identification Number) will be pulled up by EZOfficeInventory.
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How do I get a list of late returns?

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.

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Can staff users check-in and checkout assets?

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 its assigned to someone else. A reservation request causes an alert to be sent to administrators and assignment of the asset can then be taken by an admin.

 

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Can I mass check-in/checkout assets items?

There are two ways to mass check-in or checkout an asset.

a. 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)

b. Select the check boxes in the asset listing page and use the “Actions on Asset”  to take appropriate action

 

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Can I check-in/checkout multiple assets using one main asset?

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.

Related Posts:

Bundles Versus Packages: An Overview

Packages in EZOfficeInventory

Bundles in EZOfficeInventory

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Can I checkout an asset indefinitely?

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.

checkout duration allowed

Learn more: How can I limit the checkout duration for staff users?

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What happens if an asset becomes overdue?

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.

 

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Can one asset be checked out to multiple users?

An asset can only be assigned to a single member at a time.

 

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Can I set location at the time of check-in/check out? Will it be GPS aware?

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.

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Can an asset be checked out to a company or a location instead of an individual?

No, currently we do not support this functionality. A workaround is to create a member account that represents a company or location.

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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:

  1. On the Asset Details Page, click on the “Request Checkin” button.

  2. In the Asset Listing page, select the relevant assets. Now click on “Request Checkin” from the “Actions on Assets” menu.

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Does an admin get alert for overdue items?

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.

 

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How do I track a job or project number against asset checkouts

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.

 

 

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How can Admins check out multiple items through scanning?

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.

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Overview: The Basics [Video]

What it covers?

  • Check items in and out
  • Reservations module
  • Audits
  • Availability Calendar and Dashboard Calendar

For more, visit:

EZOfficeInventory YouTube Channel

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Mobile App: Asset Management ‘On the Go’ [Video]

What it covers?

  • Learn the basic check-in/check-out workflows.
  • Use the barcode and QR Code scanner and carry out audits.
  • Use carts to streamline asset management.

Download

iOS | Android | Amazon

For more, visit:

EZOfficeInventory YouTube Channel

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How to set up visibility for staff users against checked out items?

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.

Learn more: Flavors of Arbitration | Managing Access Control For Large Teams

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How to restrict users to checkout items with conflicting reservation dates?

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).ensure no reservations date conflicts

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’.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.

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How can I limit the checkout duration for staff users?

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.

checkout durationHere, 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.

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