[How-to] Use Quick Check-in with EZO

Busy organizations have hundreds of small items and tools that need to be checked in after use. Going to the details page to individually check in multiple items can take time and end up delaying the service operations.

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

Benefits of Quick Check-in

The feature enables you to:

Save time and effort by escalating urgent workflows. Search for multiple checked-out items by their Asset Identification Number (AIN) and Item name, generating a list of all the items you want to check in.
Reduce the number of clicks by allowing you to check in the item directly by simply scanning the item label.
Receive suggestions to check in related items. For instance, if the item is part of a bundle EZO 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 → Add Ons → Quick Check-In.

After you have enabled the setting, you will be able to 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 Items for Quick Check-In

When you click the Quick Check-In icon on the Dashboard, you will be redirected to the main page. Here you can search for the Item you want to check in by the Item name, Asset Identification Number, or a barcode scan. The search results will appear as follows:

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

2.1. Check-In items at different locations

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

Enabling this will allow 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 to its original location; that is where it was prior to the checkout.

For assigning 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 on Check-in Settings → Select Return Data & Location → Custom Location.

Select your preferred location and click ‘Update’.

2.2. Set default/custom return dates

You 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

You can check-in multiple items by simply scanning them, entering their Name or Identification Number.

You can select any particular item of an asset from here that you wish to check-in using its identification number or name as shown below.

3. Check-In for Bundles

Items in a bundle can be checked in all together 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:

When checking in a bundle, users can also enter a Location for the whole bundle.

In addition to this, users can also check in separate items from a checked out bundle. For instance, we want to check in the Asset ‘4K UHD Smart LED TV’ from the Bundle. This can be done by looking for the Asset at the Quick Check-In page. Enter the relevant Location and hit the Check-In button.

4. Custom Fields for Quick Check-Ins

There are several custom fields that are mandatory for Item Check-In. If the fields are not filled when checking out the Asset/Asset Stock initially, the system will ask the user to first fill in the mandatory order custom fields before checking in Assets or Asset stocks: