Efficiently managing your inventory in Cheqroom starts with adding your items correctly.
Adding Items Manually
Access your Cheqroom account.
Click on Items in the left-hand menu.
Click on New item on the top-right.
Enter necessary information (Name, Brand, etc.).
Click Add to save the item.
Ideal for small inventories or individual items.
Tip: You can easily expand your inventory manually using the Duplicate feature!
Click on Items in the left-hand menu.
Hover over the item and click Actions.
Click on Duplicate item…, set parameters, and click Duplicate item again.
Importing Items with a Spreadsheet
Use the provided template or create a .csv file.
Click on Items in the left-hand menu.
Click on Import on the top-right.
Select your file and map fields.
Click Start import.
You can read more on our How to Add and Import Items guide.
To manage your Cheqroom workspace effectively, follow these steps to add and manage users.
Adding Individual Users
Click on Users in the left-hand menu.
Click Add User in the top-right corner.
Input the name and email address of the new user.
Toggle Give workspace access if you want the user to be able to log in.
Choose a User role. You can read more on our How to Manage User Roles and Permissions guide.
Click Add User to complete the process.
You can add a user without granting workspace access to manage bookings and notifications, which is useful for third-party contractors or users who won't access Cheqroom directly.
Importing Users from a CSV File
On the Users page, click Import on the top-right.
Use the provided User Spreadsheet Template for correct formatting.
Ensure all spreadsheet data is correctly mapped to Cheqroom fields.
Choose a role for the new users, which will send invite links upon import.
Click Start Import to upload and add the new users.
Custom fields may be required to match your data. You can read more on our How to Use and Manage Custom Fields guide.
Troubleshooting Failed User Invitations
If you encounter issues with user invitations, here are common solutions:
Invalid Email: Verify the email address for typos.
Already Invited: If the invite link is pending or expired, you can re-invite:
Go to Users and select Expired invites from the dropdown next to the search field.
Hover over the user and click Actions → Give workspace access, select the User role, and confirm.
Inactive or Archived Users: Reactivate or unarchive users to restore access using their previous log in details. If needed, send a password reset.
For more detailed instructions, you can read our full How to Add and Import Users guide.
Effectively manage equipment reservations in Cheqroom with these essential steps.
Creating and Using Reservations
Reserve From an Item:
Use the search bar, barcode scanner, or browse categories to find equipment.
Click on the equipment, select the User, adjust the location if needed, and set the date/time.
Add additional items if necessary and click Reserve.
Quick Action Button:
Use the Quick Action button, adjust location and date/time, add items, and click Reserve.
Managing Reservations
Viewing and Editing:
Go to Reservations, filter by status, and click on a Reservation to view or edit.
Draft Reservations:
Saved automatically; found under Draft in Reservations.
Changing Statuses:
Manage statuses like Draft, Booked, Converted, Overdue, Closed (optional), and Cancelled.
Notifications:
Configure it directly in the account settings for updates and reminders.
Auto-cleanup:
Adjust settings in Settings → Add-ons → Reservation to manage auto-cleanup for drafts and reservations.
Ensure smooth workflow by mastering reservation creation and management in Cheqroom.
For more detailed instructions, you can read our full How to Add and Import Items guide.
Efficiently manage equipment check-outs in Cheqroom with these essential steps.
Creating a Check-out
From a Reservation:
Navigate to Reservations → Filter by status (Open) → Click on the relevant Reservation → Click Proceed to check-out.
From Check-outs Tab:
Go to Check-outs → Click New Check-out → Enter details (title, location, due date, user) → Add Items → Click Check-out.
Using Quick Actions Button:
Click the Quick Action button at the top → Select Check-out → Adjust details → Add Items → Click Check-out.
Closing a Check-out or Making a Check-in
Go to Check-outs → Filter by Open → Select the relevant Check-out → Check-in each Item → Click Check-in.
Managing Check-outs
Updating Check-outs:
Go to Check-outs → Select the relevant Check-out → Click Edit → Make changes → Click Check-out to confirm.
Extending Check-outs:
Go to Check-outs → Select open Check-out → Click Extend → Choose new due date → Click Extend.
Archiving Check-outs:
To manually archive, go to Check-outs → Select completed Check-out → Click Actions → Choose Archive check-out.
By mastering these steps, you can efficiently manage equipment check-outs in Cheqroom, ensuring smooth borrowing and returning processes within your organization.
For more detailed instructions, you can read our full How to Create and Manage Check-outs and Check-ins guide.
Cheqroom’s Custody feature simplifies indefinite check-outs, perfect for managing long-term equipment loans with uncertain return dates. Here’s how to effectively use and manage Custody.
Using Custody
You can manage custody efficiently:
Assigning Custody: Navigate to Items or Kits → Select an item → and choose Give or Take Custody under Actions.
Finding Items in Custody: Use the filter in the Items section to view items marked In custody.
Viewing Custody Details: Check items held by a specific contact in the Contacts section under the Custody tab.
Releasing Custody
Release custody to make items available:
Navigate to the Item.
Click Release Custody.
Advanced Options
Customize custody management:
Releasing at Different Locations: Enable this option under Settings → Add-ons → Custody Settings.
Ensure users have appropriate permissions for Custody management to maintain operational integrity.
For more detailed instructions, you can read our full How to Use and Manage Custody guide.
Cheqroom’s User Roles and Permissions feature enables precise control over account access, enhancing security and workflow efficiency.
System Roles
Account Owner: Full account access, including billing and workspace management.
Workspace Admin: Manages equipment, reservations, and user permissions within a workspace.
Front Desk Agent: Handles bookings without access to settings or user management.
Equipment Admin: Focuses on equipment management, excluding reservations.
Self-service User: Can book equipment for personal use.
Equipment Viewer: Views equipment without booking or management capabilities.
Creating Custom Roles
Navigate to Settings, then to Roles & Permissions.
Click Add role and define the role’s name, description, and permissions across various categories.
Customize permissions for items, custody, kits, contacts, reservations, check-outs, reports, and settings.
Optionally restrict access to specific locations.
Applying User Roles
Individual Users: Navigate to Users → Select a User → Modify their role by clicking Actions and then Change user role.
Bulk Updates: Select multiple users → Click Bulk actions → Change multiple User roles efficiently.
Conflict Management
Control whether users can ignore booking conflicts:
Settings: Navigate to Settings → then to Roles & Permissions → Check or uncheck ‘Ignore conflicts’ for Admins and Account Owners (or Custom Roles) in both Reservations and Check-outs.
Location Restrictions
Customize Access: Restrict users to specific locations for enhanced security and management.
By leveraging Cheqroom’s User Roles and Permissions, you ensure efficient equipment management tailored to your organization’s needs.
For more detailed instructions, you can read our full How to Manage User Roles and Permissions guide.
Managing user groups and equipment access in Cheqroom is crucial for efficient inventory management and asset protection. Follow these steps to set up and manage user groups and equipment access.
Create User and Item Groups
User Groups
Click on Settings in the left-hand menu.
Click on Equipment Access.
Click Create New User Group.
Provide a name and optional description for the user group.
Item Groups
In Equipment access settings, select the three dots next to the group and click Edit.
Click Add item group.
Name the item group and apply filters based on item attributes.
Click Add item group to save.
Managing User Groups
Assign Users to User Groups
Click on Users in the left-hand menu.
Choose the users you want to assign to a user group.
Click Actions, then Assign user group.
Edit User Groups
Navigate to Settings and click Equipment Access.
Select the group, click the three dots, and choose Edit.
Make necessary adjustments and click Save Changes.
Managing Item Groups
Using Filters
To categorize items in Cheqroom, you can use filters based on various attributes such as category, brand, or custom fields:
Filter Rules: Define a filter rule based on a specific attribute value (e.g., "Canon") or a range of values (e.g., "less than $500").
Filter Groups: Create a filter group that contains several filter rules. This is useful for managing and navigating complex item groups.
Edit or Delete Item Groups
In Equipment Access, select the group, click the three dots, and choose Edit.
Update details and save changes. To delete, confirm deletion.
Handling Restricted Items and Equipment Access Conflicts
Viewing Restricted Items: Identify restricted items with orange modals in reservations.
Adding Restricted Items: Users can add restricted items to drafts, auto-removing if access is restricted.
Ignoring Access Conflicts: Admins can override restrictions during reservation creation.
By effectively utilizing Cheqroom's User Groups and Equipment Access features, you can streamline inventory management, protect valuable assets, and enhance operational efficiency.
For more detailed instructions, you can read our full How to Manage User Groups and Equipment Access guide.
Cheqroom provides robust notification features to inform you about important events and updates regarding your equipment and reservations. Here’s how to set up and manage notifications effectively.
Configuring Notifications
Access Settings: Click on Settings in the left-hand menu.
Navigate to Notifications: Select Notifications from the settings options.
Types of Notifications
Email Notifications: Receive updates directly to your email for various activities, such as reservation confirmations, due reminders, check-out alerts, and more.
In-app Notifications: The Cheqroom app provides real-time alerts for instant updates on reservations, check-outs, and item status changes.
Push Notifications: Enable push notifications on your mobile device to stay informed on the go.
Setting Up Notifications
Select Notification Type: Choose from email, in-app, or push notifications based on your preference.
Customize Triggers: Specify which events trigger notifications, such as:
New reservations
Upcoming reservations
Overdue check-outs
Returned items
Maintenance alerts
Managing Notification Preferences
User Preferences: Each user can manage their notification settings by navigating to Profile → Notification settings.
Admin Controls: Admins can enforce certain notifications across the workspace to ensure all relevant users receive critical updates.
Examples of Notification Settings
Reservation Confirmations: Notify users when a reservation is successfully made.
Due Date Reminders: Send reminders to users and administrators when items are due for return.
Maintenance Alerts: Inform the maintenance team about items needing attention.
Custom Notifications: Set up custom alerts for specific scenarios based on your organization's needs.
By using Cheqroom's notification system, you make sure you communicate quickly and efficiently manage your equipment and reservations.
For more detailed instructions, you can read our full How to Use and Manage Notifications guide.
Cheqroom's reporting system offers valuable insights into equipment usage, user activity, and operational efficiency. Follow these steps to effectively use and manage reports.
Accessing Reports
Sign in to your Cheqroom account.
Click the Reports tab on the left-hand side.
Navigating and Using Reports
Reports are categorized into Items, Reservations, and Check-outs. Each category offers specific insights tailored to that area of management.
Utilize pre-configured reports covering depreciation, utilization statistics, user activity, and more. Use the search bar or sorting options to find specific reports quickly.
Generating Custom Reports
Create Custom Report: Click Create Custom Report on the Reports page.
Choose Category: Select Items, Reservations, or Check-outs.
Define Parameters: Specify grouping by category, location, or custom fields.
Customize: Add filters or adjust the timeframe to tailor the report to your needs.
Saving and Sharing Reports
Save Reports: After generating a report, click Save and enter a descriptive name. Choose to make it public for relevant users.
Share Reports: Navigate to the report, click Actions, and select Export to save as Excel or CSV for sharing or integration.
Advanced Features
Filtering: Use powerful filters to refine reports by criteria such as category, location, or status. Combine filters for detailed insights.
Permissions: Manage user access to view, save, or delete reports using Cheqroom's comprehensive permissions system.
By leveraging Cheqroom's reporting capabilities, administrators can gain actionable insights into equipment management practices, optimize workflows, and make informed decisions.
For more detailed instructions, you can read our full How to Use and Manage Report guide.
Custom fields in Cheqroom allow you to capture specialized information such as serial numbers, vendors, or tracking details for items, reservations, and users. This customization enhances organization, improves data tracking, and supports your unique workflows.
Creating and Managing Custom Fields
To enhance your Cheqroom experience with custom fields, follow these steps.
Creating Custom Fields for Items
Access Settings: Click on Settings in the bottom left corner.
Navigate to Fields: Select Fields.
Choose Items: Click on Items and then Add field.
Define Field Details: Select the field type and enter a name.
Customize Visibility: Optionally, set the field to appear when adding new items, make it required, or add it as a filter option.
Save: Click Add field to create your custom item field.
You can rearrange fields by dragging them up or down as needed.
Creating Custom Fields for Users
Access Settings: Navigate to Settings and select Fields.
Select Users: Choose Users and click Add field.
Specify Field Type: Define the type of field and provide a name.
Set Visibility: Customize visibility options for adding new users or filtering on the User page.
Save: Click Add field to finalize the custom user field creation.
Making Fields Required
Ensure essential information is captured by setting fields as required:
Navigate to Settings: Click on Settings and go to Fields.
Select Context: Choose Reservations or Check-outs.
Modify Fields: Add a new field or edit an existing one.
Set as Required: Enable the required option to enforce completion during reservations or check-outs.
For existing fields, hover over the field, click Actions, then Edit to adjust requirements.
By effectively utilizing custom fields in Cheqroom, you can tailor your workspace to suit your specific needs, improving efficiency and data management capabilities.
For more detailed instructions, you can read our full How to Use and Manage Custom Fields guide.
Spotcheck in Cheqroom lets you quickly verify equipment across various scenarios like audits and event preparations.
Spotcheck is useful for:
Kits, locations, categories, custody, open check-outs, and booked reservations.
Performing a Spotcheck
Web App
Navigate to Spotcheck: Click Spotcheck.
Start a New Spotcheck: Click New spotcheck.
Select Type: Choose and proceed.
Scan or Select Items: Use scanners or manual selection.
Complete Spotcheck: Click Close and then Finish.
Mobile App
Access Spotcheck: Open the app and choose New Spotcheck.
Choose Type: Select and proceed.
Scan or Select Items: Scan or mark manually.
Finish: Click Finish.
Configuring Spotcheck
Navigate to Settings: Click Settings > Add-ons.
Spotcheck Settings: Scroll to Spotcheck and click Settings.
Adjust Configurations: Set preferences and click Save.
For more detailed instructions, you can read our full How to Use and Manage Spotcheck guide.
Cheqroom's PDF templates streamline equipment management and ensure accountability. Here's how to use and customize these templates.
Using PDF Templates
Cheqroom offers pre-designed PDF templates for reservations, check-outs, and contacts. To generate a PDF:
Log in: Access your Cheqroom account.
Navigate: Click on Reservations, Check-outs, or Users in the left-hand menu.
Generate PDF:
Hover over the item and click Actions > Generate PDF.
Select the desired template if multiple are available.
Click Generate to create the PDF.
The PDF is automatically attached to the corresponding item.
Creating Custom PDF Templates
Click on Settings → and then on Templates.
Click New Template and select the type.
Use the editor to add fields, tables, and images.
Assign a name, preview, and save the template.
Toggle the activation button.
Customizing Existing Templates
In Settings, click on Templates →. Hover over a system template →, click Actions, and then Clone.
You can make changes using the WYSIWYG (What You See Is What You Get) editor, then save and activate the template.
Adding Extra Information
Company Logo: Drag and drop your logo onto the template.
Custom Fields: Integrate custom fields into your templates.
Advanced Customization
For detailed control, use the "Source" mode to edit HTML directly. This allows you to:
Modify HTML elements for layout and content.
Use HTML and CSS for specific formatting.
Insert data dynamically using placeholders (e.g.,
${placeholder}).
For more detailed instructions, you can read our full How to Use, Create, and Customize PDF Templates guide.
Implementing Single Sign-On (SSO) in Cheqroom enhances security and simplifies user access by allowing users to log in with their existing credentials from their Identity Provider (IdP). This guide outlines the general steps to enable and configure SSO in Cheqroom, supporting various Identity Providers (IdPs) such as OneLogin, Azure AD, ADFS, Okta, Google, and any SAML 2.0 compliant IdP.
Prerequisites
Before configuring SSO for Cheqroom, ensure you have:
Administrative access to Cheqroom.
Administrative access to your chosen Identity Provider (IdP).
IdP support for SAML 2.0 or OpenID Connect protocols.
Enabling SSO in Cheqroom
Log into your Cheqroom workspace.
Click on Settings in the left-hand menu, then on Integrations.
Click Configure under your desired IdP (Google Workspace, Azure AD, etc.).
Configuring Cheqroom Settings
Select a default User Role and, optionally, a default User Group.
Specify whether User Roles (and Groups) are sourced from your IdP or Cheqroom.
Via Identity Provider: User Roles and Groups are dynamically updated with every login.
In Cheqroom: New users must initially authenticate via SSO. Post-login, manage Roles and Groups within Cheqroom.
Enter email domains for authentication.
Toggle Require SSO to enforce SSO as the sole login method for non-Admin users.
Proceed by clicking Next to configure the IdP setup.
Configuring Identity Providers
For detailed steps on setting up and configuring each IdP, refer to the specific guides linked below:
Testing SSO
Log out and close all Cheqroom sessions.
Go to the Cheqroom login page.
Enter your email address and click Log in with SSO.
You should be redirected to your IdP login page.
Enter your IdP credentials. After authentication, you should be logged in to Cheqroom.
By following these steps, you can successfully implement SSO in Cheqroom with any supported Identity Provider, ensuring a secure and streamlined login process for your users.
For more detailed instructions, you can read our full Technical Guide - Implementing SSO in Cheqroom.
In conclusion, Cheqroom provides robust features for efficient equipment management. Master user roles, reservations, checkouts, and custody functions to optimize your workflow. Use PDF templates, reports, custom fields, and Spotcheck to enhance management practices. Integrate SSO for improved user access. Fully utilizing these features ensures that Cheqroom meets all your equipment management needs.