---
title: "Staff equipment"
description: "Check hardware out to a team member or a client user, have them sign for it at a private link, check it back in, and collect it when they leave."
url: "https://support.outpostplatform.com/procurement/staff-equipment/"
product: "depot"
type: "how-to"
status: "draft"
ai_summary: "Check an asset out to a team member or client user, optionally with an acknowledgement link (14 days, shown once) signed without an account. Check in with a condition. Assets > Staff equipment shows what is out. Disabling a team member or offboarding a portal user who holds equipment opens a return and a collection ticket."
availability:
  plans: ["home-lab", "essentials", "enterprise", "msp"]
  permission: "assets:write"
  preview: false
source: "https://gitlab.com/outpostplatform/docs/-/edit/main/src/content/docs/procurement/staff-equipment.md"
license: "CC BY 4.0"
---

# 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](/procurement/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](/depot/invite-your-team/#disable-an-account).
- is a client user saved as **Disabled** or **Departed** on their page in the
  client's **Users**. See [End users](/endpoints/end-users/#statuses).
- is removed from a client's portal. See
  [Suspend or offboard a user](/client-portal/users/#suspend-or-offboard-a-user).
- leaves through a portal offboarding request that you complete. See
  [When a leaver's portal access ends](/client-portal/requests/#when-a-leavers-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](/procurement/assets/)
- [Invite your team](/depot/invite-your-team/)