Checking in and out assets from the asset register

Checking in and out assets from the asset register

Here's a quick article that explains how to check in and out assets from within the asset register. You can check out assets to an individual person or to a site and you can choose dates for when the expected return is. There is a video of the process here and then below that there is a step through if you prefer to read how to do it. 


SOP: Check Out and Return Assets in the Asset Register

Objective

This SOP explains how to check assets out to a worker, contracted worker, or site, and how to return them when they are back in use. It ensures asset status is recorded accurately so the team can quickly see who has an asset and when it is expected back.

Key Steps

 1. Review the asset’s current check-out status 0:00

  • Open the Asset Register.

  • Locate the Checked Out line on the asset record.

  • Use this field to confirm whether the asset is currently assigned to a person or site.

  • If the asset is not checked out, the field will be blank.

 2. Confirm who the asset is checked out to 0:17

  • Check the Check In / Out tab to identify the current holder.

  • The asset may be assigned to:

    • a person, or

    • a site.

  • If no one is listed, the asset is available for check-out.

 3. Open the asset record and view the check-out details 0:29

  • Select the asset from the Asset Register.

  • Open the new Check Out tab at the top of the asset record.

  • Review the displayed details, including:

    • who the asset is checked out to,

    • the check-out date,

    • the expected return date.

  • Use this tab to verify the asset’s current status before making changes.

 4. Return an asset when it is no longer needed 0:40

  • In the Check Out tab, select the option to return the asset.

  • Confirm the asset is marked as back in.

  • Once returned, the asset becomes available for check-out again.

  • Verify the Asset Register no longer shows the asset as checked out.

 

5. Check out an asset to a worker or site 1:02

  • From the asset record, choose Check Out.

  • Select the recipient type:

    • Worker

    • Contracted Worker

    • Site

  • Choose the specific person or site from the drop-down list.

  • Complete the check-out to assign the asset.

 

6. Add optional return details and finalise the check-out 1:20

  • Optionally enter an expected return date.

  • Leave the optional fields blank if no return date or additional details are needed.

  • Confirm the check-out action to save the assignment.

  • The asset will then appear in the checked-out list with the selected recipient and any optional dates entered.

Cautionary Notes

  • Do not check out an asset without confirming the correct recipient.

  • If an expected return date is entered, make sure it is accurate to avoid confusion.

  • Always return assets promptly when they are no longer in use.

  • Verify the asset status after both check-out and return actions to ensure the record updated correctly.



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