Check gear out to crew and back in, with history

When a camera goes home with your operator or a kit leaves for a venue, check it out in CrewdUp. You record who has it, when it's due back and any notes. The asset shows as In Field until you check it back in, and every checkout stays in its history.

Checkouts are a manager's record. The crew member isn't emailed and can't see the checkout anywhere in CrewdUp.

Check an asset out

1. Go to Assets in the sidebar and click the asset to open its page.
2. Click Check Out at the top. The Check Out Asset dialog opens.
3. Under Assign to Crew Member, choose a person, or leave it on No specific person. The list shows your crew roster. Talent isn't listed.
4. Set an Expected Return Date if you have one.
5. Add Notes if they help, for example "Shipped to Nashville for SEC Championship".
6. Click Check Out. You'll see Asset checked out.

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What changes when you check out

• The asset's status changes to In Field.
• A blue banner on the asset page reads "Currently with" followed by the person's name, the checkout date and the expected return date, plus your notes.
• The Current Holder column on the Assets list shows the crew member.
• If the expected return date passes before you check it in, the asset appears under Overdue Checkouts on the Assets Overview tab. See missing gear alerts.

An asset can only have one open checkout. If you try to check it out again, you'll see "Asset is already checked out". Check it in first.

Check it back in

1. Open the asset.
2. Click Check In at the top. You'll see Asset checked in.

CrewdUp stamps the return time and sets the status back to Active.

Read the history

The Checkout History card on the asset page lists every checkout, with:

• Out: the checkout date
• In: the return date
• Expected: the expected return date
• your notes
• an Out badge while it's still checked out

An asset that has never left shows "Never checked out". The Quick Info card on the same page shows Total Checkouts.

Check out a packing case

Packing cases have the same flow on the case page.

1. Go to Cases, open the case and click Check Out. The dialog is Check Out Case.
2. Fill it in and confirm. You'll see Case checked out.
3. The case shows a banner, "Currently checked out", with the date it went out and the due date.
4. Click Check In when it returns. You'll see Case checked in.

The case's Checkout History shows Out and Returned badges. A case that's never been out shows "No checkouts recorded yet".

Checking a case out or in doesn't change the case's status or the status of the assets inside it. To set a case In Transit, change its status by hand. See packing cases.

Things to know

• Check-in always sets the asset to Active. If it was in Maintenance before you checked it out, set it back to Maintenance after check-in.
• "No specific person" shows as Unknown. The banner reads "Currently with Unknown". Pick a person if you want the holder on record.
• No reminders. Nobody is emailed at checkout, at check-in or when gear is overdue. Watch the Overdue Checkouts card instead.
• Overdue cases aren't flagged. Only asset checkouts appear on the Overview's overdue list.
• Crew can't check gear out themselves. Only team admins and managers can.
• "Assigned To" in asset reports isn't the holder. That's a separate field, not the person on the checkout.

Checklist

• Crew member chosen, not left as No specific person
• Expected return date set
• Checked in when it comes back
• Status reset if the asset needs Maintenance