Staff equipment

Staff equipment tracks hardware handed to people: who has it, since when, when it is due back, and whether they signed for it. When someone leaves, Outpost lists what they still hold and opens a ticket to collect it. This page covers checking equipment out and in, the signed acknowledgement, and returns.

Before you begin

• Checking equipment out and in needs assets:write.
• The hardware is on the asset register. See Assets.

Check equipment out

1. Open the asset and select Check out.
2. In Who is taking it, choose A member of your team or A client user, then choose the Person.
3. Optionally, enter Due back.
4. To have them sign for it, select Ask them to sign for it.
5. Select Check out.

With Ask them to sign for it, Outpost shows an acknowledgement link. Send it to the person, by email or chat. It is shown once and works for 14 days. If it is lost or expires, select New acknowledgement link on the asset’s Staff equipment card. The old link stops working.

An asset can be checked out to one person at a time. Check it in before checking it out to someone else.

Note

Signed acknowledgements are for your own organization’s equipment. On the MSP plan, that is hardware in your practice’s register. A unit in a client’s register can be checked out to one of the client’s users, without a signature.

What the person signs

The link opens Equipment acknowledgement, with What you received: each item, its model, and its serial number. To sign, the person:

1. Enters Your full name, which is their signature, and optionally Your email.
2. Optionally, draws a signature.
3. Ticks the statement: “I confirm I have received the equipment listed above, that it belongs to my organization, and that I will look after it and return it when asked or when I leave.”
4. Selects Sign.

They need no account. The signature, the time, and the statement they agreed to are recorded on the checkout, and the asset shows Signed by followed by their name and the date. A link that has expired, been replaced, or been used shows This link is no longer available.

Check equipment in

1. Open the asset and select Check in.
2. Choose the Condition: Good, Fair, Damaged, Missing parts, or Not returned (lost).
3. Optionally, add a note, then select Check in.

A deployed unit goes back to the default receiving location. When there is none, it stays deployed with nobody assigned. A unit checked in as Not returned (lost) is marked Lost.

See who holds what

Assets > Staff equipment lists everything checked out, with Held by, Since, Due back, and Acknowledgement: Acknowledged, Awaiting signature, or Not requested. Items past their due date show Overdue. The tiles count what is Checked out, Not signed for, and Returns outstanding.

A team member’s page in Settings > Team, and a client user’s page, have an Equipment card with what they hold. Select Show returned equipment for their history.

Collect equipment when someone leaves

Outpost opens an equipment return when a person who still holds equipment:

• has their console account disabled in Settings > Team. See Disable an account.
• is a client user saved as Disabled or Departed on their page in the client’s Users. See End users.
• is removed from a client’s portal. See Suspend or offboard a user.
• leaves through a portal offboarding request that you complete. See When a leaver’s portal access ends.

Before you confirm, the dialog lists the equipment they hold and says A return ticket opens for them when you go ahead. The return opens with a ticket, Collect equipment from followed by the person’s name.

Assets > Returns lists open returns with the Person, Items, Opened, State, and Ticket. When everything is back, check each item in, then select Close on the return. Select Show closed returns to see past ones.

Verify

• The asset’s Staff equipment card shows Checked out to, Since, Due back, and the Acknowledgement.
• After signing, Assets > Staff equipment shows Acknowledged.

Next steps

• Assets
• Invite your team