Check out items
You can check out one or more items in the same checkout. Any item that isn't already checked out can be checked out — including items that are reserved (see Items below).
A checkout can be created in multiple ways:
- From the menu, select Checkouts, then click the New checkout button in the toolbar
- From an item page, click Perform task, then Check out
- From the items list, select one or more items, then choose Check out from the Create menu in the selection bar
Starting from an item or a selection adds those items right away; otherwise, add items to the checkout with the Add items button in the new-checkout window.
Fill in the checkout details:
Reason (required)
A short text describing why the items are being checked out.
Items (required)
The items to check out. Three different things can be flagged here, and they mean very different things:
- Checked out (red): the item is physically out on another checkout right now. It cannot be selected — check it in first.
- In custody (red): the item has been handed to someone with no return date. It cannot be selected until that custody is released. See Custody.
- Not working (red): the item's condition is inoperative or discarded. It cannot be selected — broken gear can't be sent out on a job. Set it back to operative, or collect it against a Repair, Maintenance, Inspection or Transport booking, which is allowed so that gear scheduled for the workshop can actually be taken there. See Condition status.
- Reserved (amber): the item is reserved by someone during the period from now until your return time. This is a heads-up, not a block — you can still check the item out.
A reservation doesn't prevent a checkout, because very often the checkout is that reservation being collected. When one or more of your selected items is reserved, the window lists the reservations underneath, each with a Check out as this reservation link. Use it when you are picking the items up for that booking: the checkout is linked to the reservation and the reservation is marked completed, so it doesn't stay open and show as a no-show. Otherwise just ignore the notice and carry on — the reservation is left untouched.
If an item is checked out by someone else between opening the window and clicking Create checkout, the checkout is refused with a message naming the item, rather than being created without it.
Return by (required)
To make sure all checked out items are eventually checked in, set a date and time for when you want the items to be returned. The window shows the resulting checkout duration next to the field. The people involved are notified if the checkout becomes overdue.
If the equipment is being issued rather than lent — there is no date it will come back — tick No return date (custody) instead. See Custody — equipment with no return date.
Optional details
Expand the Optional details section to add more information:
- Tags: Label the checkout with one or more tags, for easier filtering later.
- Assigned to: If the checkout is performed on behalf of another user, select that user here.
- Or a contact: If the equipment is for somebody without an Itefy login, such as a freelancer, a customer or a member of staff who has no user, select them from your contacts instead. You can choose a user or a contact, not both. The contact is then shown as the person who has the equipment, in the Checkouts list, on the checkout and in the item's activity.
- Checkout location: The location where the items will be used during this checkout.
- Additional information: Any extra notes or instructions.
Click Create checkout to complete the checkout. You can change the due time, location, assignee and tags later by opening the checkout and clicking Edit on the Details card. To add or change a contact afterwards, use the Contacts section on the checkout and choose the role Checked out to.
When you check out from a reservation that has a Customer contact and no assigned user, that contact is filled in for you.