How to Check Assets In and Out in Mojo Helpdesk

Tracking who has which device by memory or spreadsheet breaks down fast. Asset Check In/Check Out records every checkout and return in Mojo Helpdesk, with due dates, automated email reminders, and a full history for each asset. Checkout limits control how many devices a user can have checked out at one time.

Access to Asset Management requires an Admin or Manager role. Agents can also be granted access by enabling the Asset Manager setting on their profile.

Checking out an asset

1. From Asset Management, select Check out/in.
2. Search by serial number, asset tag, or model or scan the asset's barcode. Click check out.
3. Search for the 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 the asset condition (New, Excellent, Good, Fair, or Non-Functional)
5. Set a return due date (optional). This will trigger automated email reminders
6. Add notes (optional). These will be included in the receipt sent to the user.
7. Click next.
8. Review the summary and select Confirm check out.

Checking in an asset

1. From Asset Management, select Check out/in.
2. Search by serial number, asset tag, or model or scan the asset's barcode. Click check in.
3. Select the return condition (New, Excellent, Good, Fair, or Non-Functional).
4. Add notes (optional). These will be included in the receipt sent to the user.
5. Click next.
6. Review the summary and select Confirm check in.

A return receipt is sent to the user automatically.

Batch check out and check in

When devices move in batches, such as a cart of tablets for a classroom or a set of loaner laptops, several assets can be checked out or in at one time.

Batch check out

1. From Asset Management, navigate toBatch check out.
2. Search for the user for the check out.
3. Select Add or scan assets to build the batch. Search by serial number, asset tag, or model or scan each asset's barcode.
4. Select condition, add notes, or a due date.
5. Add more assets as needed.
6. Click next.
7. Confirm the check out.

Batch check in

1. From Asset Management, navigate to Batch check in.
2. Select Add or scan assets. Search or scan each asset's barcode to add it to the batch.
3. Add more assets as needed.
4. Click next.
5. Confirm the check in.

Quick action shortcut

From anywhere in Mojo Helpdesk, scan an asset's barcode to instantly pull up that asset. The quick action panel displays key asset details and provides a direct shortcut to check the asset in or out, without navigating to Asset Management first.

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.

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.