Setting Device Location via Rules for Check In

How does this work if you have spare pools for loaners? We need the ability for our media center specialists to check loaners in and out with the students; and we also need to be able to check out loaners to staff and when we check back in the staff loaners, they would change to “in storage” at the noted location.

​@ATridgell 501244 wwrsd Are the specialists or someone else submitting a ticket for the spare pool devices?

For the other part of your question, are the staff loaners a specific model or in a spare pool?  Would they be checked out/in at the same location?

The specialists are checking out loaners to students for when the students have a non-working or lost device. Once the device is repaired or replaced, the specialist collects the loaner and gives the student back their assigned device.

As for the staff loaners, we use two models for loaners based on availability. We do the checkin/out of loaners ourselves since these loaners are not handled by anyone else but us.

​@ATridgell 501244 wwrsd 

Forgot to ask if you’re looking to just change the status of the Chromebooks from In Storage to In Service and vice versa, or if you’re using the Storage Tracking  with boxes/units?  What’s the “Noted location” you’re looking to reference?

I’ve got some thoughts for getting the statuses to update. I’d have to explore storage tracking as it’s not something I’ve used.

For the student repairs, if a ticket is submitted first, then the specialists can use the Issue spare button to check the device out. A return spare button shows up as the next step.  You can use those actions to set a Chromebook as In Service and In Storage as appropriate. Same goes for using check out/check in as a trigger. Same should go for staff.

We’re just looking for status change for the student loaners, and status and location change for staff loaners (location change only on check-in as the location will change based on the staff it’s assigned to on checkout). I wasn’t aware of the “issue spare” and “return spare” part. I’ll definitely check it out!

I’ll drop screenshots of my student spare/loaner rule for reference. Sounds like you’ve got a handle on the staff devices, but if something’s not working, post some screenshots and share what’s happening so we can problem solve together :)

This is a Ticketing rule with the trigger of Updated. I have it narrowed to two locations & the issues for our daily loaners, but you may not need all of those. The status mentioned here is the ticket status - you’d probably want “Set Asset Status”  instead.

With the new Asset Explorer feature, is there a way to have a toggle button at the top to select where the checked in device is going?  Like with Batch Check in.

​@jmayes Good Question! That feature is only available through Batch Check-In.