Equipment and asset tracking
Tagging tablets, projectors and other center equipment, checking them in and out, and deciding who on staff can see the list.
Before you start
Equipment tracking is an add-on, and it's off for RoundUp centers unless yours has added it. Until then there's no Equipment tab, and the Operations row on More reads Inventory, supplies & maintenance; once it's on, it reads Inventory, equipment, supplies & maintenance. To add it, email support@roundupece.com.
Even then, the tab isn't for everyone. Directors, assistant directors and admins always see it. Other staff see it only if they're on your center's equipment team, which you choose with Manage access. Someone who isn't on the team doesn't see the tab at all.
It's separate from Inventory. Inventory counts consumables against a par level. Equipment tracks individual things — this iPad, that projector — and who has them.
Where it is
Open More → Operations → Equipment. The header reads Devices & equipment — scan, check out, print labels, and two tiles count your Assets and how many are Checked out.
Adding equipment
Tap Add asset. Only Item name is required. The rest are Category (Device, Accessory, Equipment, Furniture or Other), Barcode (type it, or tap the scan icon to capture it), Serial number, Make / model, Location and Notes. New assets start as Available.
Name things the way staff will search for them: iPad (Room 2) is easier to find than iPad 9th gen. Record the serial number while the box is still in front of you; it's what a warranty claim or a police report asks for.
Edit changes any field later. When an item isn't checked out, it also sets the Status: Available, In repair, Lost or Retired.
Scanning and finding
On a device with a camera, Scan reads a factory barcode or a RoundUp asset label and opens that asset with Check out or Check in, and Edit. A code RoundUp doesn't know yet offers Add asset with the barcode filled in, which is the quickest way to tag a box of new devices. Scanning an inventory reorder label points you to the Inventory tab instead.
Under Find, search by name, serial number, barcode, person or location, or filter by category and status.
Checking out and in
Check out asks Who has it? — a staff name, room or class — and an optional Note, such as loaner until Friday. The asset then shows who has it and since when. Check in takes an optional note, and a Needs repair — mark as In repair tick for something that came back damaged. Lost and retired items can't be checked out.
Something already out can't be checked out again (Already checked out — refresh and try again), and something that isn't out can't be checked in (That item isn't checked out). Both usually mean someone else updated it a moment ago, so reopen the tab and look again.
Checking something out doesn't notify the person who has it. If a loaner is due back, tell them.
Labels
Label shows an asset's QR code, and Share or Print Label sends it to a printer or saves it. Print all labels prints a sheet for every asset that isn't retired. Put labels where they'll survive: inside a battery cover or on the body of a device, not on a case that gets swapped.
The equipment team
Manage access is for director-level staff. It opens Equipment Team: tick the staff who should see the tab, usually whoever looks after devices and maintenance, and tap Save. Anyone on the team can add, edit, scan, label and check equipment in and out.
The list doesn't update itself when someone changes jobs or leaves. Look at it whenever you review who has access to what.
Retiring and deleting
When something leaves service, set its status to Retired rather than deleting it. It stays on record, drops out of label printing and can't be checked out.
Delete asset, at the bottom of Edit Asset, is for directors, assistant directors and admins only. It removes the asset and its history for good, so keep it for mis-scans and duplicates.
More: All director guides