Checkouts and Returns

Checking equipment in and out is central to keeping your inventory accurate. Scoutworks tracks who has what, when it is due back, and which event it was used for.

Checking Out Equipment#

Open an item's detail page by clicking its row in the inventory table. If the item's status is Available, a blue Check Out button appears in the header.

The Check Out Equipment dialog asks for:

• Check out to -- defaults to you. Click Change to pick a different leader from the leader picker.
• For event (optional) -- link the checkout to an upcoming event. Selecting an event auto-fills the checkout and return dates.
• When -- a Checkout date/time and an Expected return date/time. The return must be after the checkout.
• Notes (optional) -- any context about the checkout.

Click Check Out to confirm. The item's status changes to Checked Out.

Kit Checkouts#

If the item has sub-items (e.g. a tent kit with poles and ground sheet), a blue info banner lists all the sub-items that will be checked out together. You do not need to check out sub-items individually.

Checking In Equipment#

When an item is checked out, a green Check In button replaces the checkout button on its detail page.

The Check In Equipment dialog gives you the option to Report condition on return. Toggle the switch to record the item's current condition, add notes, and attach photos. This creates a condition report alongside the check-in. If you do not need to report condition, simply click Check In without the toggle.

Kit Check-ins#

When checking in a parent item or any of its sub-items, the dialog switches to kit mode. All active checkouts for the kit are listed with checkboxes. By default, every item is selected for check-in. Uncheck any sub-items you want to keep checked out.

Each item in the kit check-in list has a Report button that expands an inline condition report form. You can file individual condition reports for different sub-items in a single operation.

The button label updates to show how many items will be returned, e.g. Check In Kit (4 items).

QR Scanning on Mobile#

On mobile devices, a floating green scan button appears in the bottom-right corner of the Inventory tab. Tap it to open the Scan Equipment QR Code dialog, which activates your phone's camera.

Point the camera at an equipment QR label. When the code is recognised, the app navigates directly to that item's detail page where you can check it out or in immediately.

This is particularly useful at the hall or campsite -- scan a label, tap Check Out or Check In, and you are done in seconds.

Event-linked Checkouts#

Linking a checkout to an event keeps your records organised and makes reporting easier. When you select an event in the checkout dialog:

• The Checkout and Expected return dates are auto-filled from the event's start and end times.
• The event name appears in the Checked Out To Event column (enable it via the column selector if hidden).

You can also create equipment requests directly from the Events page, which pre-fills the event and dates automatically.

Bulk Check-in and Check-out#

Select multiple items using the checkboxes in the inventory table. The floating bulk action bar at the bottom of the screen shows:

• Check In (n) -- appears when any selected items have a Checked Out status. Opens the bulk check-in dialog.
• Check Out (n) -- appears when any selected items have an Available status. Opens the bulk checkout dialog.

Both dialogs let you process several items in one go, saving time when collecting kit after an event.

Checkout History and Availability#

Each item's detail page has three relevant tabs:

What's next#

• Equipment Requests and Approvals -- let leaders formally request equipment in advance.
• Condition Reports and History -- track wear, damage, and repairs.
• Managing Your Equipment Inventory -- add items, import from CSV, and use bulk actions.
• Getting Started with Equipment -- revisit the setup wizard.