Understanding Equipment Check In & Check Out

Overview

Equipment Check In & Check Out allows you to record where equipment is, who is responsible for it and which Job it is being used on.

Rather than simply recording whether an item is available, JGID maintains a complete movement history throughout the life of every piece of equipment.

This creates a clear audit trail and helps businesses know exactly where their equipment has been.

Why Check Equipment Out?

Checking equipment out records that an item has left its normal location and is now being used elsewhere.

When equipment is checked out, JGID records information such as:

The responsible user.
The Job it has been allocated to.
The date and time.
The item's current status.

This allows anyone in the business to quickly determine where equipment is currently being used.

Why Check Equipment In?

Checking equipment back in records that the equipment has returned to its normal home location.

For many businesses this may be:

The warehouse.
The depot.
A workshop.
A vehicle.
A kit bag.
A site box.

Checking equipment in indicates that it is back where it belongs and is available for future use.

Equipment Doesn't Always Return Home

One of the strengths of JGID is that equipment doesn't need to be checked back in between every Job.

For example, equipment may move directly from one Job to another without returning to the warehouse.

In this case, simply check the equipment out to the next Job.

The movement history is updated automatically, creating a continuous record of where the equipment has been.

This more accurately reflects how equipment is often used in the real world.

A Complete Movement History

Every time equipment is checked in or checked out, JGID records the movement.

Over time this creates a complete history showing:

Every Job the equipment has been used on.
Who was responsible for it.
When it moved.
Where it moved to.
When it returned home.

This information remains available within the Equipment Register.

Tracking Equipment by Job

Every Job includes an Item Tracking tab.

This displays the equipment that has been checked out to that Job.

From here you can see:

Equipment currently allocated to the Job.
Equipment previously used on the Job.
Whether equipment has since been checked in or moved to another Job.

This provides a complete record of the equipment associated with the Job.

Finding Equipment

The Equipment Register includes powerful search and filtering tools.

Searching by Job Number allows you to quickly view all equipment associated with a particular Job.

This can be particularly useful when customers, builders or site managers require a list of equipment that has been used on site, including inspection status and inspection dates.

Supported Identification Methods

Equipment can be identified using:

RFID
NFC
QR codes
Barcodes

JGID supports a wide range of compatible Bluetooth and connected scanners, allowing businesses to choose the equipment identification method that best suits their workflow.

Why This Matters

Knowing where equipment is saves time, reduces losses and improves accountability.

Rather than relying on memory or spreadsheets, every movement is recorded automatically, making it easy to answer questions such as:

Where is this item?
Which Job is it on?
Who is responsible for it?
Has it returned to the warehouse?
Which Jobs has it been used on?

Best Practice

Check equipment out whenever it leaves its normal home location.
Check equipment directly to the next Job when moving between sites.
Check equipment back in when it returns to its designated home.
Use Job searches to quickly identify equipment allocated to a particular project.
Keep movement records up to date to maintain an accurate audit trail.

Understanding Equipment
Understanding Equipment Registers
Getting Started with Equipment Tracking
Understanding Equipment Inspections
Using Equipment Effectively