[How-to] Check in Items Faster with Quick Check-in

In dynamic organizations, there are numerous small items and tools that require check-ins after use. Manually checking in multiple items on the details page can be time-consuming, leading to potential delays in service operations.

To streamline this process, EZO CMMS has introduced the Quick Item Check-In feature that allows users to directly check in Asset and Asset stock from a button on the dashboard. This functionality enables faster and more efficient workflows without switching between windows.

Benefits of quick check-in in EZO CMMS

The feature enables you to:

Save time and effort by streamlining urgent workflows. Easily search for multiple checked-out items using their Asset Identification Number (AIN) and Item name, generating a list of all the items that need to be checked in.
Minimize clicks by enabling direct check-in of the item by scanning the item label.
Receive suggestions for check-in-related items. For instance, if the item is part of a bundle, EZO CMMS will auto-suggest the complete bundle for a quick check-in.

Here’s a step-by-step guide on how to use the feature:

1. Enable quick check-in

Go to Settings → Company Settings & Add Ons → Quick Check-In.

Once you have enabled the setting, you can view the Quick Check-In icon on the top right corner of the Dashboard.

Note: The Quick Check-In only applies to Asset, Asset Stock, and Bundles.

2. Search for items for a quick check-in

Clicking the Quick Check-in on the Dashboard redirects you to the main page. Here, you can search for the Item you want to check in using its name, Asset Identification Number, or by scanning its barcode. The search results will be displayed as follows:

When using the Quick Check-In feature, users can choose different locations and return dates. Clicking the settings button in the top right corner of the page will display an overlay for choosing a location and return date, as shown below:

2.1. Check-in items at different locations

Users can check out an Asset at one Location and Check In at a different location. To enter individual Asset Locations, you must enable the checkbox in Settings:

Enabling this option allows users to select a different location for each asset in the table. If this setting is disabled then the user can only choose the default location from the dialogue box on the Quick Check-in page.

Note: Asset stock cannot be checked in at different locations; it will be checked into its original location, where it was before the checkout.

To assign locations to individual assets, you can choose a location from the dropdown on the Quick Check-In page.

To select a custom location for your asset, click Check-in Settings → Select Return Date & Location → Custom Location.

Choose your preferred location and click ‘Update’.

2.2. Set default/custom return dates

Users can choose to return Assets and Asset Stock either on the Cart return date or custom return date from the dialogue box on the Quick Check-in page:

The custom date should be any date before the Asset Check-In date. Let’s say an Asset was initially to be checked in on 28th July. However, the customer decided to return it earlier on 24th July. They can easily set the custom date to the 24th of July when checking in the Asset.

2.3. Checking in Multiple Assets

Users can check in multiple items by simply scanning them and entering their name or identification number.

You can select any particular item from here that you wish to check in using its identification number or name as shown below:

When using the Quick Check-In feature, users can select different locations and return dates. Clicking the Settings button on the right corner of the page pops up an overlay to choose a location and return date as shown below:

3. Check-In for Bundles

Users can check in items in a bundle either collectively or as individual items. To check in a bundle as a whole, simply search for the bundle on the Quick Check-In page and enter the relevant details.

You can also specify a location for the entire bundle during the check-in process.

Additionally, users can also check in separate items from a checked-out bundle. For instance, if we want to check in the Asset ‘Drill Machine’ from the Bundle, we can find the Asset on the Quick Check-In page, enter the relevant Location, and hit the Check-In button.

4. Custom Fields for Quick Check-Ins

Several custom fields are mandatory for Item Check-In. If these fields are left blank while checking out the Asset/Asset Stock initially, the system will prompt the user to first fill in the mandatory custom fields before proceeding with the check-in of Assets or Asset stocks:

Similarly, if user signatures are mandatory for check-ins, you will need to sign in before you can perform the Quick Check-In action.

Also Read: Custom Fields in EZO CMMS

5. Enable Quick Check-In Alerts

Users can also turn on Alerts for Quick Check-In. Go to the Navigation Menu → Alerts → My Alerts → Check-In/Checkout:

Also Read: Types of Alerts in EZO CMMS

The Quick Check-in feature significantly speeds up workflows by eliminating the need to switch between different windows. This streamlined process saves time and reduces the complexity of managing assets efficiently. As a result, the feature serves as a highly beneficial tool for users who are looking for more streamlined maintenance management.