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Asset Deployment: Check In and Check Out

C
Written by Connor LeGrande
Updated over 2 years ago

Accessing Check In and Check Out

There are several places across the application where you can access our asset deployment tools:

From the Quick Actions tab on your main dashboard.

From the navigational menu (left side) at both the 'All Schools' and 'School-specific' levels

If you would like to check in a device from the VIEW ASSETS page - you will need to select a school first.

Best Practices: Using Check In and Check Out

There are a lot of tiny details, nuances and hidden features that you may not notice within our asset deployment tools. Here are the best practices so you can get the most out of these features:

  1. Barcode Scanning: You can use any Bluetooth/USB scanner to enter barcode data! Best-case scenario is that you scan the user's ID barcode then scan the asset tag's barcode.

  2. Searching for Users: There are several ways to find the user you are looking for. These following data types are searched for when looking for Student ID/Name:

    1. First name

    2. Last name

    3. email address

    4. student ID

  3. Searching for Assets: There are also two ways to find the asset you are looking for:

    1. asset ID

    2. serial number

  4. Keyboard Shortcuts: You can use the [tab], [enter], [backspace], [delete] and arrow keys to navigate every field on the Check In and Check Out page.

    1. Pressing [backspace] once will remove the last entered character

    2. Holding [backspace] after 1.5 seconds will clear the entire entry

    3. Clicking outside of a field you just searched in will clear the entire entry. For example, you type in asset ID 11250 then you click into the Student ID/Name field. If you click back into the field where you searched 11250 that entry will be erased.

    4. While searching multiple partial matches, you can use the arrow keys to select which of the top 3 results to select. Once you identify the result you want, press [enter]. For example, you search the name "Alex" and you see the top 3 matches: Alex Tristain; Alex Holden; Alex Brown. These matches appear underneath the search field and can either be clicked or selected using the arrow keys and [enter] key.

  5. Auto-Complete: If you are performing a [Check In] and already selected the User, ChromeHero will automatically populate the Asset field based on their existing deployments.

    1. Important to note, though, that if a user has multiple assets assigned to them, we will only show the "oldest" checked out asset. In this scenario, we suggest you use our Mass Check In and Mass Check Out tools described further below in this article.

Tip: For any field (first name, student ID, etc) we support partial matches, exact matches and exact match auto-complete. Once you scan in a barcode that has an exact match, we will select it for you and move your cursor to the next field automatically.

Best Practices: Mass Check In and Mass Check Out

The nice thing about using ChromeHero's mass deployment tools when it comes to collection events is that you don't need to train people and create accounts! Instead, you can create a single, shared spreadsheet that any technicians, teachers, staff or librarians can access. This spreadsheet will be your single-source of truth for this collection event.

That spreadsheet only needs to have two columns: student id and asset unique id

Whether you and your staff are set up at a table in the gym or are outside at the circle drive with parents driving up:

(a) you scan or type the student's id into the student id column

(b) scan or type the asset's unique id (asset id or serial number - either works)

(c) move onto the next person

Tip: For students with multiple assets or with peripherals, just create a new row with the same student id and the peripheral or other asset's unique id or serial number.

Whether your spreadsheet has 10, 100 or 10,000 rows, export/convert the file to .CSV and open up ChromeHero. In the left menu, click Check-In/Out Assets and select your mass deployment action: either checking in or checking out. Whichever flow, you will upload your .CSV file and in bulk, we will process the data, display any errors that need your attention and take action on your deployments.

With the only training being "scan or type the student id into the student id field and scan or type the asset unique id in the asset unique id field" you can use a single spreadsheet to complete your mass deployments.

Questions? Contact paul.k@chromehero.com or 612-320-9144 😅😉

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