Property

Equipment tracking: what was issued to whom, and who holds it now

Uniforms, keys, badges, laptops, tools. Every item has a number and a card, the person confirms receipt in the app, returns and handovers stay in the history. When someone leaves, the panel itself shows what they have not returned and what it is worth.

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Why equipment tracking lives in rota software

A team on a shift rota passes things from hand to hand all day: the keys to the site, radios, card readers, uniforms, laptops. While there are ten of them, the manager remembers. With a hundred across three locations, finding out who has the third set of keys right now becomes a job of its own. The “Property” section in InShift keeps it in one place, next to the people the items were issued to and the rota they work by.

Three parts. The catalogue: groups, entries inside them, and numbered items inside an entry. The handover: you pick the items, the person and, if needed, a return date, and the person gets a push with the card “Property issued to you” and a button to confirm. The history: every event with every item, from “Added” to “Written off”. All the screens are below on real frames of the panel and the app.

Items

Every item of the organisation on one screen

The “Items” tab shows the property by group with the tiles “Items total”, “Held”, “Available” and “Overdue”. Filters by group, catalogue entry and holder answer “what does Helen have right now” and “how many free headsets are at Head Office”.

  • The status of every item: “Available”, “Issued”, “In repair”, “Lost”, “Written off”
  • The condition: “New”, “Used”, “Needs repair”
  • “Overdue” once the return date has passed, and “Awaiting confirmation” until the person taps in the app
  • “Hand over” straight from the row: several items in one handover to one person
Add the items

Catalogue

Groups, entries and numbered items

The catalogue has three levels: a group, for example “Uniform” or “Laptops”, an entry inside the group, for example “MacBook Air 13”, and the items with asset numbers. The panel assigns the number itself; the manufacturer’s serial number goes into the card.

  • An asset number like INV-000001 for every item, assigned by the panel
  • A serial number, a value, a condition and a photo in the card
  • An “Archive” for items that are gone, with their whole history kept
  • An item that never came back stays in the list with its reason: “Lost”, “Written off”

The item card

Where it is now, and what happened to it

Every item has its own page: “Where it is now” with the holder’s name, “About the item” with the group, value and condition, and “History” with every event. “Take back” returns the item to the available ones; “Send to repair”, “Mark lost” and “Write off” ask for a reason, which is what explains the line a month later.

  • Who holds the item, since which day, and where it will be: at home, on site
  • “Take back” with one click when the person has returned it
  • “Send to repair”, “Mark lost”, “Write off” with a reason
  • The item’s history for all time: added, issued, receipt confirmed, returned

In the app

The person confirms receipt themselves

After a handover the person gets a push, and the home screen of the app shows the card “Property issued to you” with “Received” and “Not with me”. One tap, and the panel records “Receipt confirmed”. On “My property” the person sees everything held in their name and can pass an item to a colleague.

  • “My property”: the items in the person’s name with their return dates
  • “Pass to a colleague”: the shift is over, the keys go to the next person, who confirms in the app
  • “Confirm you still have this item”: a periodic presence check with one tap
  • A refusal is written to the history too: “Receipt declined”
My property in the app

History

Every event with every item

The “History” tab is a feed of events across all property: who issued, who confirmed, who returned, what went to repair and who sent it. A filter by event narrows it down, for example only “Lost” for the quarter.

  • Events: “Added”, “Issued”, “Receipt confirmed”, “Returned”, “Passed to a colleague”, “Lost”, “Written off”
  • Who did it and when, to the minute
  • The history stays after an item is archived and after a person leaves

What else the “Property” section does

Leaving with a check

When a person is dismissed, the panel shows “Items not returned” with the total value. The items are taken back right there, before the person disappears from the rota.

Presence check

In the property settings: every 30, 90 or 180 days the app asks the person whether they still have the item. One tap to answer, the result in the history.

Return date

A handover with “Return by”: once the date has passed, the item is marked “Overdue” on the “Items” tab.

Who manages property

The “Manage property” right is given to a role on its own: for its locations or for the whole chain. A site manager sees the items of their site.

Value on hand

Every item carries a value, so the panel counts what is held in each person’s name and by the team as a whole.

Handover between people

An item moves from person to person without going back to the store: the colleague confirms in the app, the history says “Passed to a colleague”.

Set up the property in one evening

  1. 1

    Groups and entries

    In the “Catalog”, create the groups: uniform, keys, devices. Inside them the entries with names.

  2. 2

    Numbered items

    “Add item”: how many, serial numbers, value, condition. The panel assigns the asset numbers.

  3. 3

    Hand over

    Pick the items, the person, the return date. The person gets a push and confirms in the app.

  4. 4

    Then it runs itself

    Handovers, returns, repairs and write-offs go into the history. When someone leaves, the panel reminds you what is not back.

A sign-out sheet and the “Property” section

The difference is in the confirmation: on a sheet the manager signs, here the person taps in the app themselves.

Who confirms receipt

A sheet or a spreadsheet
A signature on the sheet, if nobody forgot
“Property” in InShift
The person in the app, an event in the history with the time

Who holds it now

A sheet or a spreadsheet
Read the sheet from the top
“Property” in InShift
The item card: the name, since when, where it will be

Handover between shifts

A sheet or a spreadsheet
By word of mouth
“Property” in InShift
“Pass to a colleague” in the app, the colleague confirms

Leaving

A sheet or a spreadsheet
Remember what was issued
“Property” in InShift
“Items not returned” with the value right in the dismissal dialog

Presence check

A sheet or a spreadsheet
A walk-round once a year
“Property” in InShift
The app asks the person itself every 30, 90 or 180 days

Frequently asked questions

What kind of items can be tracked?▾

Anything handed to people: uniforms, keys, badges, radios, card readers, laptops, tools, devices. You name the groups and entries yourself, the items get asset numbers automatically, and the manufacturer’s serial number goes into the card.

How does a person confirm they received an item?▾

After the handover a push arrives, and the home screen of the app shows the card “Property issued to you” with the buttons “Received” and “Not with me”. One tap, and the item’s history says “Receipt confirmed” with the time. A refusal is recorded too.

What happens when a person with items leaves?▾

The dismissal dialog shows “Items not returned” with the count and the total value. The items are taken back right there with “Take back”, and whatever did not come back is marked “Lost” or “Written off” with a reason.

Can an item be passed to a colleague without the manager?▾

Yes. On the “My property” screen the button “Pass to a colleague”: the person picks who, the colleague confirms, and the history says “Passed to a colleague”. The manager sees it in the panel at once.

How do I know the items are still with the people?▾

In the property settings the presence check is switched on every 30, 90 or 180 days. The app asks the person “Confirm you still have this item”, the answer is one tap, and the result “Presence confirmed” goes into the history.

Are there photos of the items?▾

Yes, a photo in the item card. Handy for devices and uniforms, when the condition at handover should be on record.

Who in the organisation sees the property?▾

Those whose role has the “Manage property” right for their locations or for the whole chain. An employee sees only their own property in the app. Rights are set on the “Access rights” page.

Is equipment tracking included in the plan?▾

It comes with Basic at no extra charge, and the “Property” section itself is already in the panel: nothing to install.

Set up the property and hand it out in one evening

The “Property” section is already in the panel; nothing needs installing, and the whole team can be on board from day one.

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