Shift assets allow you to record when staff take particular items for use during a shift. The system can record items being checked out and back in. This does require staff to be clocked in.
This option is enabled under the Global Settings > Features tab. You will then get the option to add Assets under Shifts > Shift Settings > Manage Shift Assets.
Each asset type can have a title and the number of items you want to track. This will prevent too many being lent out and will record how many you have remaining at any one time. You can also choose to record the asset reference (e.g. a number or code) to identify the actual unit. These references do not need to be entered, we’ll allow staff to choose common references and simply type in new references when they check out an item.
You can assign multiple assets of the same type to a staff member concurrently. This allows them to hold multiple items where before you could only be assigned one of each type.
Once set up, you can then log assets in and out. Reach this page under Shifts > Asset Check In/Out.
Above you can see the shift assets listed out and every clocked in staff member is shown. Managers can simply click the ‘Out’ button to register that a staff member has taken an item for the shift.
The system actively tracks who has which items for which time period and can later provide reports on who had items during specific time periods.
To return an item, the Back in tab lists who has which items and a quick click of the In button will return it:
You can add as many shift assets as you desire and manage how many of each asset you have available.
Asset Return Questions
From the Manage Assets page (under System > Configuration), you can use the Add/Edit Question option to create check in questions for each asset.
The questions must be multiple choice but you can have as many questions as you need.
With the question answers, you can choose if a particular answer should raise an alarm. The alarm option allows the system to only send notifications when an asset is returned and certain answers are provided.
To set up notifications on asset returns, use a Trigger and choose the asset return event from the drop down.
Whenever an asset is returned, the system will ask these questions about the asset so that the information can be collected.
Asset Log Reports
From the Manage Assets page, you can view an asset log. This report will display all asset movements during a timeframe.
You can filter the asset logs by an asset and also only to show you the entries where an alarm was raised by the answers provided on the item's return.
You can also access the same report from a staff member's profile; this allows you to see all assets that they have checked in and out over a date range.