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Assets and check-out
The Assets page
Counts at the top (total, assigned, in repair, lost or stolen, warranty ending in the next 90 days), then the list, searchable by tag, serial, model or room and filtered by status, type, site, location and holder, with a Where column and Group by location. Tick devices in the checkbox column and a bar offers Move to location and Print labels for the selection. Scan, Import CSV and New asset are in the header; the import guide covers files and pasted rows, Chromebooks from Google Admin covers the sync, Assigning devices to locations the rooms and carts, and Printing asset labels the labels. For a Chromebook fleet end to end, see Chromebook asset management for schools.
Asset types and fields
Nine types come ready (Chromebook, Laptop, Desktop, Tablet, Projector / Display, Printer, Network Equipment, Charger / Accessory, Hotspot). Each type says whether people hold it (a Chromebook, yes; a projector, no) and carries its own fields: a Chromebook has a Google device ID and an enrollment status, a projector has lamp hours, network equipment an IP address. An import creates a type it does not know. Another type or field is one email away, or an API call for districts that script their setup.
Statuses
In service, Assigned, In repair, In storage, Loaner, Lost, Stolen, Retired, Disposed. Assigned means a person holds it; checking a device out sets it, checking in clears it. Lost and stolen devices are worth a ticket too: a starter automation tags lost-device tickets and raises their priority.
A device's page
- Tag, serial, type, maker and model, status, purchase date and cost, warranty end, funding source, vendor, notes, and the type's own fields. The header has Print label (the printer icon) and a More menu with Edit, Print Label, status changes and Delete.
- Where is it: the site and the location (a room, a cart, a closet), with Move to change them.
- Who has it: the person it is checked out to and, if set, when it is due back; an overdue return is marked. Where a device sits and who holds it are separate: a Chromebook checked out to a student can still belong to Cart 3.
- History: every check-out, check-in, status change and edit with who did it and when.
- Tickets linked to the device, open and past.
Asset tags are unique in your organization whatever their case: cb-10001 and CB-10001 are the same device.
Check out and check in
Check out asks for the person, an optional note, and an optional due back date. Leave the date empty for a permanent 1:1 assignment; set it for a loaner. The status becomes Assigned and the person sees the device on their portal. Check in takes a note and lets you set the status and Where it goes (a location at the device's site, picked or typed; a device with no site keeps a room as text) in the same step: back to storage, into repair, to the loaner pool. Both are recorded in the history.
Finding a device fast
Search anything (⌘K) finds devices by tag, serial or model. Scan on the Assets page (or s) takes a barcode scanner or a typed tag: Open opens the device, Check out checks each scanned device out to a person chosen once, Place puts each one in a location chosen once, and Print a label after each scan prints as you go. A technician with the iOS app (in testing on TestFlight) points the camera at a tag; it reads Code 128 and QR codes and opens the device with its holder, location, history and open tickets.
Deleting
Deleting a device removes it and its history; tickets stay but lose the link. Retire or dispose instead when you want the record kept.