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Asset Check in/Check Out System

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This is a brief explanation on checking in or out devices for our 1:1 Take Home program.

Show Transcript

Hello Snowline, My name is Rick Hernandez and today I will be showing you how to use the check-in check-out features in our asset management system .Our asset management system is a web-based application, that means that all you need is a web browser in order to use it. I'm using Firefox here but you can use whatever browser you want the most common ones will probably be Chrome but other than that Safari Opera any of those you could definitely use so I'm going to go ahead and type in up in the location bar assets.snowlineschools.com and it should bring you to our front page I should let you know that this will only work on our Network so if you're using an LTE connection on a cell phone, that's not going to work. so at this point you're going to want to go and pick what school you're associated with I created a demo account in Serrano high school so I'm just going to go ahead and go there and then you're going to be presented with a login screen. In order to get a log in, your administrator is going to have to contact purchasing in order to get that taken care of so just reach out to them if you don't have a login and they should be able to help you there I created a quick training login that we're going to be disabling after this so I'm just going to go ahead login with that. all right so all of the work that we're going to be doing is going to be in this circulation Tab and right now I just want to stop and take a second to go over the different numbers that were going to we're going to be needing so they're the two different is our Patron and item so the difference between those are obviously patrons are going to be student-faculty just people in general where is the item is going to be the that's associated to the asset so we'll need both of those in order to check the any item out to a patron so I have here a couple of tests or demonstration that I'm going to be using so the training account that I have is just like ten 9 so I'm going to go ahead and scan that right now we're going to be using this to look up the patron all right so I went ahead and scanned it now you can see here that has some in Nation about the patron so this is first name this is last name and here's the barcode number shows a little bit more information like faculty and grade level of course we didn't fill in grade level over here but the students will have it filled in after you have all of the patron information down here it means that your selected into that mode where you could now just scan an item so we're going to go ahead and click back up and I have a sample Chromebook that we just made and put in the system for the for this demonstration only and I'm going to go ahead and scan that so it just scan that and now you could see that is now checked out to the trainee account so this HP Chromebook with asset tag number of 0 0 0 1 8 0 0 0 is now assigned to the training first name training last name account so that's how the checkout process goes at this point we could just go and use this item status button sorry I section to just check to make sure that we that we did it correctly so I'm going to go ahead and put the cursor in that in that box and I'm just going to go ahead and try to look up that that again so here's that asset that we just checked out to the training account and you could see where it says current check out and then here is first name last name there's the barcode grade-level homeroom homerooms populate who is checked out by so that's pretty simple on that one check-in items is equally simple so same interface what we just have to make sure that that cursor is blinking right there and we're just going to go ahead and scan the asset item again go ahead and do that it's going to just tell you the most recently checked in item it should be this one so item 0 0 0 1 8 0 0 0 so it says basically telling you that that's checked that's all you have to do if I go back to Adam status and it again it should say that it's not checked out current check out none so that's basically it for that piece so that's everything that you'll need to know especially during the initial Chromebook a check out your mostly just using checkout items but in case you to play something and need to let you know deflator on the Chromebook to a student or a student brings it back and says it doesn't work what is something wrong with it you may have to check in those items so this is how you do that and then of course if you don't know if it was checked out correctly use that item status section and that should be good one quick note on checking out items make sure that you're checking it out to the patron we're not checking everything out to Department's locations classes or pictures at this time and I don't know if these are even filled out so just make sure that your highlighted on this Patron tab and that's basically it for the front end of the destiny asset management system and checking out or checking in items but it didn't want to touch on a couple more thing I'm so the scanners in general are just going to be it's basically just a USB keyboard so I'm going to show you what I mean by that I go ahead and I'm going to transition over to my notepad and this is us all my talking points there but I'm going to scroll down and I'm going to scan one of these barcodes so again like I said it's just a USB keyboard to take us in the barcode and just types of so I have a notepad open I'm just going to go ahead and scan and as you can see it's just typing whatever it's reading in the barcode here's the other training account barcode that I use would should just be all nines and just typing all night so the the scanners are actually pretty dumb devices all they really do is and obviously all they really do is just read the barcode and type it in as as a as a number and wherever cursor is so I just wanted to show you a little bit about that is if I go over here and search with Google or if I'm in the wrong area if I'm not highlighted in that field it will just do a Google search of the barcode so just be aware of that make sure that you're actually clicked into this field the next thing I wanted to touch on was the asset labels in the bar codes that are already on our devices there are two labels that could be on the device and some writing so I'll go over those ones real quick if there's a white label with a barcode that looks like it was printed on you know a standard Avery label that you can buy from Staples that is going to be the one that you're going to want to go if at all possible so the information on that is going to be the most accurate and you should be good to go as long as you can just scan them pass it out the majority of our devices will have that type of asset tag on them now if there isn't one of those white barcodes on their then look for some silver text and when I say silver text it should be writing it'll look like it was written in a in a silver Sharpie that is the asset tag number that purchasing went around and put on the items didn't have an asset tag with the asset tag came off and and we couldn't find it again so just look for that that should be your second source of truth if there is no white label and there's no silver writing there are some blue asset tags up there and these blue ones are metallic so just a heads up on those metallic barcodes they there are two different types in them and there's one that has a barcode on their there's one that only 5 digits 5 digit number the ones that have a barcode should be scannable and if they're not scannable just go ahead and type in the numbers that are right under that barcode however the ones that only have 5 digits those predate our current assets system so you're going to have to go and and find another way to identify the devices that only have a blue asset tag with only 5 digits that is not going to be adequate for checking anything out just a heads I'm at 1 now that being said if you can't identify the items then definitely do not check them out but that device aside and check out a different device now we we have to make sure that we're tracking every device goes out so those devices that were not able to find an asset system just give purchasing a call at the end of the day or if they're there just to see if you could find them over and see if they could help identify that item been about it that's that's everything I hope it's been short sweet and informative and as always if you need anything feel free to reach out have a great day and thank you for watching thanks bye

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