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Asset Check Out Date - Variable Data Point


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Is there a variable data point that tracks the date an asset was checked out? I want to send a reminder email through the Rules Engine to users who haven't returned their loaner device after a specific number of days, including the date it was originally checked out to them.

Best answer by Kathryn Carter

@lhofius Alright, so I think I have an idea! 

First, what is the status of those devices when they are checked out to the student? I would create a custom ticket status when the device is checked out and and reverted back to the sparepool when checked back in. 

Then, create a rule that sends an email if the device is still in that status by end of the school day. 

https://community.incidentiq.com/administration-83/custom-ticket-statuses-306

I hope this helps 😄

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Are you using the Spare Pool for these, or just checking devices in/out? And is there a ticket associated with it?

I’m looking at the Rules Engine to see if it can do this. I’m not sure it can handle a conditional notification - ie: if device was handed out on 1/17/25, send a reminder 2 days later. Hopefully I’m wrong; I’ll look at it a bit today.

 


Kathryn Carter
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  • Community Manager
  • 9561 replies
  • January 21, 2025

@lhofius Thank you for submitting your question to our community! 😄

As ​@AMeyer Greendale Schools asked, is there a ticket involved, or what is your process of giving the spare devices? 


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  • Participant
  • 22 replies
  • January 29, 2025

There is not a ticket involved. Devices are a part of a Spare Pool, however we just check the in/out in the Assets module.

I’m looking for a notification to go out that day after school. Our loaners are “one-day loaners” so we expect them to be returned at the end of the school day.


Kathryn Carter
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  • Community Manager
  • 9561 replies
  • Answer
  • January 30, 2025

@lhofius Alright, so I think I have an idea! 

First, what is the status of those devices when they are checked out to the student? I would create a custom ticket status when the device is checked out and and reverted back to the sparepool when checked back in. 

Then, create a rule that sends an email if the device is still in that status by end of the school day. 

https://community.incidentiq.com/administration-83/custom-ticket-statuses-306

I hope this helps 😄


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