Skip to main content
Solved

Assigning loaners without a ticket and setting up rules for reminders

  • October 3, 2025
  • 4 replies
  • 115 views
M

We are currently in the process of building out iiQ and have run into a snag with spare pool. Currently we give out 2 types of loaners; daily (for students who forgot their chromebook) and extended (for damages/repairs). The system we are using now allows our staff to quickly assign daily loaners by scanning the student barcode and the asset barcode and with email the student daily to remind them to return the device if they have not done so. We are running into an issue setting it up this way in iiQ without having to create tickets for these daily loaners. 

 

Does anyone have any insight into how we can make this a quick process for staff to assign loaners and have rules set to auto email students?

Best answer by TThompson_iiQ

​@MAnthony 913e6be elanco Good morning. I believe you can achieve this workflow by first, creating a new Asset Status. To create a new asset status, navigate to Admin>Asset Statuses. This asset Status in my example will be “Daily Loaner In Service”. Next, you will want to create the rule that will filter the Spare Pool the daily loaners are in and give the daily loaner asset the custom asset status you created. Navigate to Admin>Rules. Under the Ticketing section select “Assets” and under Triggers select “when Checked Out”. You can set up this rule similar to the example provided below. Feel free to add any additional Actions as needed.

Lastly, you will want to set up another rule to send the email alerts to the student. The rule will be set on a daily scheduled time of your choosing and it will only be triggered by assets with the custom status your provided. You can achieve this by selecting “Assets” again under Ticketing and “On a Schedule” under Triggers. You will want to configure this rule similar to the example provided below. Again, feel free to add any additional Actions as needed to fit your district’s needs. 

Please let me know if you have any questions.

MCruz_iiQ

4 replies

Kathryn Carter
Forum|alt.badge.img+18
  • Kathryn Carter
  • Community Manager
  • October 6, 2025

​@MAnthony 913e6be elanco Thank you for submitting your question to our community! 😄 

I am having trouble visualizing this workflow. Ideal: You assign a device to a user in the morning because they forgot the device and then you email them a receipt? 

Kathryn Carter - Community Moderator /// Did you ask a question? Don't forget to mark the correct answer!
T
Forum|alt.badge.img
  • TThompson_iiQ
  • Employee
  • Answer
  • October 7, 2025

​@MAnthony 913e6be elanco Good morning. I believe you can achieve this workflow by first, creating a new Asset Status. To create a new asset status, navigate to Admin>Asset Statuses. This asset Status in my example will be “Daily Loaner In Service”. Next, you will want to create the rule that will filter the Spare Pool the daily loaners are in and give the daily loaner asset the custom asset status you created. Navigate to Admin>Rules. Under the Ticketing section select “Assets” and under Triggers select “when Checked Out”. You can set up this rule similar to the example provided below. Feel free to add any additional Actions as needed.

Lastly, you will want to set up another rule to send the email alerts to the student. The rule will be set on a daily scheduled time of your choosing and it will only be triggered by assets with the custom status your provided. You can achieve this by selecting “Assets” again under Ticketing and “On a Schedule” under Triggers. You will want to configure this rule similar to the example provided below. Again, feel free to add any additional Actions as needed to fit your district’s needs. 

Please let me know if you have any questions.

Kathryn Carter
J
J
M

​@TThompson_iiQ thanks for the info! That is how we have it set up now 😁

Kathryn Carter
T
S

I don’t see the example blow. 

Under the Ticketing section select “Assets” and under Triggers select “when Checked Out”. You can set up this rule similar to the example provided below. Feel free to add any additional Actions as needed.

Thank you 

Terms & ConditionsCookie settingsAccessibility statement
Incident IQ logo

Incident IQ is a service management platform built for K-12 school districts, featuring asset management, help ticketing, facilities maintenance solutions, and more.

Corporate Headquarters:
750 Glenwood Ave SE, Suite 320
Atlanta, GA 30316