How to Check Assets In and Out in Mojo Helpdesk

Asset Check In/Check Out tracks the assignment of equipment to users within Asset Management. Use it to record checkouts and returns, set due dates, automate email reminders, and maintain a full audit history for every asset. Checkout limits can also be configured to control how many devices a user can have checked out at one time.

Access to Asset Management requires a Manager or Admin role.

Checking out an asset

1. From Asset Management, select Check in / out.
2. Find asset. Search by serial number, asset tag, or model or scan the asset's barcode using the camera.
3. Select user. A checkout receipt will be sent to the user. The Used by field on the asset record will also be updated to reflect the assigned user.
4. Select condition. Select the asset condition (New, Excellent, Good, Fair, or Non-Functional), set a return due date, and add any checkout notes. Notes are included in the receipt sent to the user.
5. Review the summary and select Confirm to complete the checkout.

Checking in an asset

1. From Asset Management, select Check in / Check out.
2. Find asset. Search by serial number, asset tag, or model or scan the asset's barcode using the camera.
3. Select condition. Select the return condition (New, Excellent, Good, Fair, or Non-Functional) and add any notes. Notes are included in the receipt sent to the user.
4. Review the summary and select Confirm to complete the check-in.

A return receipt is sent to the user automatically.

Checkout dashboard

The Checkout Dashboard provides a live view of:

• All currently checked-out assets
• Overdue assets (past due date)
• Due-soon assets (due within 3 days)
• Recent checkout & check-in activity feed

Summary counts display at the top of the dashboard. Select any count to automatically filter the list to that category. Recent checkout and check-in activity is also visible from this view.

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Automated email reminders

Users who have equipment checked out receive automatic emails:

• Checkout receipt - confirmation when an asset is assigned to them
• Due date reminder (1 week out) - a heads-up that the return is approaching
• Due date reminder (1 day out) - a final nudge the day before
• Check-in receipt - confirmation when equipment is returned

Asset history

Every asset's detail page includes a complete checkout history - who had it, when, what condition it was returned in, and any notes left by the agent. Each entry is logged with the acting agent's name, the user's name, condition at checkout and return, due date, and notes.

User asset history

From Asset Management, select a user's name to open their profile. The assets tab shows all items currently checked out to that user and their full checkout history.