To use SharePoint for implementing an asset check-in/check-out form, start by creating a custom list to track the assets. In this list, include fields such as ‘Asset Name’, ‘Check-Out User’, ‘Check-Out Date’, ‘Expected Return Date’, and ‘Status’ with options like ‘Checked Out’, ‘Available’, or ‘Overdue’. Utilize SharePoint’s form customization features to design a user-friendly interface for this process. Next, set up workflow automation in SharePoint. This can be done using Power Automate or SharePoint Designer, depending on your version. The workflow should trigger notifications when an asset is checked out or when the expected return date is approaching. These notifications can be sent via email to the relevant parties, such as the asset manager or the user who checked out the item. Additionally, consider integrating the list with a calendar view to visually track when assets are due. Regularly update the status of each asset in the list to ensure accurate tracking. By following these steps, you can efficiently manage asset check-in and check-out processes within your organization using SharePoint.
Custom Development
If the out-of-the-box features are not sufficient, we have templates that can be customized for your organization’s specific needs. These are developed with SharePoint SPFX for the best user experience within SharePoint.
- Asset Dashboard Web Part: This web part provides a comprehensive overview of the inventory, displaying key metrics such as total assets, assets checked out, overdue items, and recently added assets. Interactive charts and graphs can be included for a quick visual understanding.
- Check-In/Check-Out Web Part: A specialized web part for managing the check-in and check-out process of assets. It should allow users to easily check out items, specify expected return dates, and check items back in. Integration with user profiles for tracking who has which asset is beneficial.
- Search and Filter Web Part: This tool enables users to search for assets based on various criteria like category, status, or location. Advanced filtering options can be included to narrow down the search results, making it easier to find specific items in a large inventory.
- Reservation and Booking Web Part: For assets that require advance booking (like conference room equipment), this web part can manage reservations. Users can view available items, book them for specific dates and times, and view their upcoming reservations.
- Maintenance and Service Records Web Part: Tracks maintenance schedules, service histories, and upcoming service requirements of assets. Users can log maintenance activities, schedule services, and receive notifications for upcoming maintenance.
- Inventory Audit and Reporting Web Part: Facilitates periodic inventory audits by generating reports on asset status, usage, and history. Customizable reports can be created for different needs, such as financial auditing or departmental asset tracking.
- Notification Alerts Web Part: Sends automated alerts and reminders for important events like return due dates, maintenance schedules, or low inventory levels. These notifications can be set to go out via email or appear as alerts within SharePoint.
- Asset Registration and Decommission Web Part: Allows for the addition of new assets to the inventory and the decommission or retirement of old or damaged assets. This should include form fields for detailed asset information and the ability to attach relevant documents.
- Access Control and User Permissions Web Part: Manages user permissions for different levels of access to the inventory system. This can be used to restrict who can add, edit, or delete inventory items, based on their role or department.
- Customized Views and Data Display Web Part: This web part enables users to create personalized views of the inventory data. Users can choose which columns to display, sort items, and create customized lists that suit their specific requirements. This is especially useful in large organizations where different departments may need to view the inventory differently.
Inventory List Web Part
Advanced inventory management
Asset/Equipment Management List Web Part
