> For the complete documentation index, see [llms.txt](https://prohelp.assetpanda.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://prohelp.assetpanda.com/settings/templates-guides/equipment-checkout-template.md).

# Equipment Checkout template

The **Equipment Checkout** template illustrates how organizations can track shared equipment, manage checkout workflows, and maintain clear accountability for tools and devices across teams.

The module is preconfigured with sample equipment, employees, and checkout history so you can explore how the workflow operates.

***

## Template structure

* **Collections**: This environment uses connected collections to manage equipment checkout.
  * **Equipment**: Stores all shared equipment that can be checked out, with the following information:
    *  Equipment identification information
    * Department ownership
    * Storage location
    * Current status
    * Assigned employee (if checked out)
    * Expected return date
  * Employees: Stores individuals who may borrow equipment. These records enable equipment to be assigned to specific individuals.
  * Checkout Logs: Records every checkout and return event to create a complete history of equipment usage. Each log entry records:
    * Equipment that was borrowed
    * Employee who borrowed the equipment
    * Checkout date
    * Expected return date
    * Return date
    * Equipment condition
  * Locations: Represent where equipment is normally stored
  * Departments: Identify the teams that are responsible for equipment.
* **Dashboard**: The **Equipment Checkout Overview** dashboard enables supervisors to monitor equipment usage across the organization, including the following information:
  * Available equipment
  * Equipment currently checked out (graph and list views)
  * Overdue equipment (graph and list views)
  * Equipment distribution by department
* **Saved Views**: Enable operations teams to identify equipment that requires attention:
  * **Available Equipment**: Shows equipment ready to be checked out.
  * **Checked Out Equipment**: Shows equipment currently assigned to employees.
  * **Overdue Equipment**: Shows equipment that has not been returned on time.
  * **Equipment Under Maintenance**: Shows assets temporarily unavailable due to repair.
* **Forms**: 
  * **Check Out Equipment**: Enables users to check out equipment
  * **Return Equipment**: Enables users to return equipment
* **User Roles**: Simulate real operational workflows:
  * Equipment Manager: Manages equipment inventory and oversees checkout activity.
  * Technician / Employee: Checks out and returns equipment using forms.
  * Operations Viewer: Monitors equipment availability through dashboards and reports.

### Extend the system

This template configuration can support many real-world use cases, including:

* Tool room management
* IT device checkout
* Construction equipment tracking
* Field inspection equipment pools
* Warehouse asset management

Organizations can customize the system to track additional asset types, automate approval workflows, and generate operational reports.

***

## Equipment Checkout Workflow

The system tracks equipment usage using a simple workflow.

1. Equipment records store asset information including type, location, and operational status.
2. When an employee borrows equipment, a checkout record is created using the Check Out Equipment form. The system records the following information:
   * Employee receiving the equipment
   * Checkout date
   * Expected return date
3. Automations update the Equipment record to reflect that the asset is currently checked out. The equipment record will display the following information:
   * Assigned employee
   * Checkout date
   * Expected return date
   * Status: Checked Out
4. When equipment is returned, a Return Equipment form is submitted and the system updates the equipment record's **Status** value to **Available**.

***

## Overdue Equipment Monitoring

This workspace includes automated monitoring that identifies late equipment returns. Each day, the system checks the equipment currently checked out and its expected return date. If the expected return date has passed, the system automatically updates the equipment **Status** to **Overdue**. This allows operations teams to quickly identify equipment that requires follow-up.

***

## Suggested actions

* Open the **Equipment** collection and review the available equipment records.
* Use the **Check Out Equipment** form to assign equipment to an employee.
* Submit a **Return Equipment** form to return equipment to inventory.
* Review the **Checkout Logs** to see the history of equipment transactions.
* Open the **Equipment Checkout Overview** dashboard to monitor equipment availability.


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