To ensure the availability of necessary Items when you need it, it is highly recommended to reserve it in advance. This can prevent potential disappointments or delays due to Item unavailability at the last minute.
Making a Reservation
Click Reservations in the left-hand menu.
Click New reservation on the top right.
Choose the Item you need (search by name, scan barcode or browse).
Select the date and time range for your reservation.
Confirm the Reservation.
Reservation Statuses
Draft: You're creating the reservation but haven't finalized it yet.
Booked: The Item is reserved for your chosen dates.
Closed: You canceled the reservation without checking out the Item.
Converted: The reservation became a checkout (Item is borrowed).
Overdue: The reservation should have become a checkout by now.
Cancelled: The reservation is no longer valid.
You can read more on our How To Create and Manage Reservations guide.
Making a Check-out
Need gear for your project? Cheqroom's Check-out system lets you borrow Item quickly and easily. Choose between converting an existing Reservation, creating a new Check-out, or using the handy Quick Actions button.
1 - Convert a Reservation
If you previously reserved Item, you can convert it into a Check-out!
Click on Reservations on the left-hand menu.
Click on the the Reservation in question.
Click Proceed to check-out.
2 - Create a New Check-Out
Click Check-outs on the left-hand menu.
Click New check-out on the top-right.
Provide details like title, Location, start and return date, and add the Item you need.
3 - Check-Out from Calendar
Click on Calendar on the left-hand menu.
Click on today's date in the Calendar.
Click Check-out.
4 - Check-out from Quick-action button
Click on the Quick-action button (plus ‘+’ sign) next to the upmost search bar and click Check-out.
Provide details like title, Location, start and return date, and add the Item you need.
NOTE: Draft Check-outs reserve Item but haven't been finalized. Clear them out regularly to avoid blocking availability for others.
Having covered how to Check-out Item, let's now dive into the process of returning it or 'Checking-in'.
Making a Check-in
Are you finished using the Item that you've borrowed? By returning it as soon as you're done, you're not only ensuring its availability for your future use, but also for others who may need it.
Find the Check-out you want to close (go to Check-outs and filter by Open).
Select the Item you're returning (checkboxes or scan barcodes).
Click Check-in… in the top-right corner.
That's it! The returned Item will be marked as available in Cheqroom.
You can read more on our How To Create and Manage Check-outs and Check-ins guide.
To effectively manage the Custody of your Item, Cheqroom offers a seamless process to ensure everything is accounted for and in the right hands.
Custody transfers are used when Item changes responsibility from one person to another. This not only keeps track of who has what but also helps maintain accountability and reduces the chances of lost or misplaced Items.
You can read more on our How to Use and Manage Custody guide.
Cheqroom Notifications keep you updated about your Reservations, Check-outs, and other important information.
You can receive alerts via email or in-app Notifications, ensuring you never miss critical reminders or changes in Item status.
You can read more on our How to Use and Manage Notifications guide.
Spotchecks help maintain the quality and functionality of your Items. Regular Spotchecks can identify issues early, ensuring that all Items are in optimal condition for future use.
Conducting Spotchecks also aids in keeping accurate inventory records and minimizing downtime caused by faulty or damaged gear.
Performing a Spotcheck
Click on Spotcheck in the left-hand menu.
Click on New spotcheck on the top right.
Select on what you wish to do the Spotcheck on (Locations, Kit, Categories etc.).
Follow the Spotcheck procedure, noting any issues or required maintenance.
Update the Item status as necessary.
You can read more on our How to Use and Manage Spotcheck guide.
Cheqroom allows you to create detailed PDF templates for various purposes such as Check-out agreements, Reservations, Custody, and Spotchecks. These templates are useful for audits, record-keeping, and sharing information with other team members.
Generating a PDF document
Navigate to the section for which you need a PDF document (Reservations, Check-outs, Custody, Spotcheck).
Select the Reservations, Check-out etc., click Actions and click Generate PDF...
Select the existing template you want to use.
Generate and save the PDF template.
You can read more on our How to Use, Create and Customize PDF Templates guide.
Following this Quick Start User Guide, you can efficiently manage your Items with Cheqroom. By mastering Reservations, Check-outs, Spotchecks, and Custody you'll optimize Item availability and operational efficiency.