This guide is designed to give iiQ administrators and agents with the correct permissions a detailed overview on the following topics related to Rollout Scout:
- How to use the batch check-in and check-out features.
- How to automatically unassign a device from a student on check-in.
- How to enable storage container tracking for devices.
- How to export the asset check-in or check-out history.
- How to create a new ticket for a checked-in device from the check-in screen.
- How to view where an individual device is stored as well as what devices are located in a
particular storage location.
You can use the following links below to quickly navigate to a specific section in this document. To quickly return to this index simply use the Return to Index link located at the end of any section.
- Using Batch Asset Check-In
- Using Batch Asset Check-Out
- Exporting the Check-In/Check-Out History
- Viewing Asset Storage Data
When installed, the Rollout Scout App is designed to give users a quick and efficient method of checking-in devices that are currently in service, as well as checking-out devices currently in storage. You can access this app's features on the left navigation bar by selecting Assets > Deployment.
Using Batch Asset Check-In
When using the Batch Check-In feature, the first thing that you will need to do is assign a storage location for the assets you wish to check-in. This can be any location currently set up in Incident IQ.
Once you've selected the desired check-in location you can then begin to enter assets for check-in. Incident IQ will always notify you of a successful check-in as shown below. You can review the assets you've successfully checked-in using the check-in history and timeline sections of the page.
Note: The check-in timeline will only persist for as long as you do not refresh the page or navigate away from it.
You can select whether or not you wish to automatically unassign the device from a user upon check. Simply toggle the Unassign when checking in? on the settings bar near the top of the page.You will then simply need to enter an asset per the normal check-in process.
You can use the storage tracking option in conjunction with batch check-in to determine what container a device is stored in. This is accomplished by utilizing a box/storage unit number during the check-in process. To use this feature simply begin by toggling the Enable storage tracking? on the settings bar near the top of the page.
Next, enter a box ID number and the number of slots in the box. After this brief setup, begin to scan your devices into the system.
As you enter each asset it will be assigned to the first open box slot. This slot will then be marked as filled, you will be notified of a successful check in, and the system will automatically move to the next available slot.
Once you've completely filled all slots in the box/container, a window will appear to notify you that all slots have been filled. If you wish to proceed with checking-in devices you will need to enter a new box/container ID as well as a slot count to continue the process.
Submitting a Ticket for Checked-In/Out Devices
You can submit a new ticket for a checked-in device directly from the Check-In History by selecting New Ticket in the Actions column.
This will open a New Ticket Flyout, allowing you to submit a ticket for the device while simultaneously keeping you in the Check-In screen.
Add Fee for Checked-In/Out Devices
You can add a fee when checking in a device that is damaged. After checking in a device click Add Fee in the Actions column.
Under the Associate With section: asset, and location will be pre-populated. You can also associate this fee with another ticket. You can change this information if necessary.
Next, select the Fee that needs to be added to the users accounts. This will automatically enter in the following fields:
These fields can be edited while performing the bulk action. When applying a Fee, you will need to select a Due Date. Also, you can add Internal Notes if needed.
Click Save. Now the payment or fee will be applied to that user's account. A new line item will appear under the Incident IQ Payment and Fees widget.
Using Batch Asset Check-Out
To begin using the Batch Check-Out feature, enter a student ID or student Number for the system to lookup. Please note, administrators can set whether an asset's location will update to match the assigned user's location on check out by toggling on the Update Asset to Match Owner's Location site option.
If the student is in the system and has an assigned device in storage a window will pop-up on the right of the check-in section. This window will contain the student information, asset information, as well as what box and slot the device is stored in.
Once you have retrieved the student's device from the box/container it was stored in you will then need to enter/scan the asset tag or the serial number of the device into the system. This will automatically change the device status from In Storage to In Service, signifying the student once again has physical possession of the device.
Incident IQ will always notify you of a successful check-out. You can review the assets you've successfully checked-out using the check-out history and timeline sections of the page.
Note: The check-out timeline will only persist for as long as you do not refresh the page or navigate away from it.
Exporting the Check-In/Check-Out History
You can download an Excel file by selecting Export Assets in the top right corner of the Check-In or Check-Out History section.
Viewing Asset Storage Data
Aside from the improved check-in and check-out functionality, the Rollout Scout App also introduces new asset data fields to your Incident IQ. When viewing an asset's details you can see whether it is currently in storage, as well as it's storage box/container and slot number if that was assigned during Check-In.
Additionally, using these fields as filters you can create custom views that give you direct oversight of the devices stored at any particular location or in a specific storage unit.