AssetIT
AssetIT
Breadcrumbs

3.4. Checkout/Checkin Licenses

Each license in AssetIT tracks the number of available seats. When a license is checked out, the system automatically reduces the available seats until they are depleted.

How to Check Out a License

  1. Navigate to the Licenses Screen:

    • Locate the license you want to check out in the license list.

    • In the Checkin/Checkout column, click on the image-20241001-054850.png button.

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  1. Checkout License Screen:

You will be directed to the Checkout License screen. The Checkout License screen allows you to check out a license, either for a specific user or an asset. Follow the steps below to complete the checkout process:

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  • Checkout to: You can choose whether to check the license out to a User or an Asset:

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Checkout to User: Select this option if the license is being assigned to a person. The app will display licenses that are checked out to the selected user.


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Checkout to Asset: Select this option if the license is being assigned to another asset (e.g., a laptop or other equipment).

  • Quantity: Enter the number of items you want to check out. (e.g., if you need to assign two license seats, enter "2" here.)

  • Notes: Use this field to add any relevant notes regarding the checkout (e.g., reason for checkout, condition of the license, etc.).

  • Submit: Once all fields are filled out, click the Submit button to complete the checkout process.

  • Cancel: If you need to exit without completing the process, click Cancel.

Licenses that are out of stock cannot be checked out.

How to Check In a License

To check in a license that has been previously checked out, and marked as Reassignable, follow these steps:

  • Navigate to the “License Details” screen:

    • Click on the desired license from the list to navigate to the License Details screen.

  • Go to the “Used By” tab:

    • Go to the Used By tab, where you can see the users or assets the license is currently checked out to.

    • image-20241008-091028.png

    • Click on the image-20241001-060911.png button to start retrieving the license.

Bulk Checkin:

  • Choose multiple assets or users to whom the license is currently assigned.

  • Once you’ve selected at least one assigner, the bulk action bar will appear above the Used By list.

  • Choose the option to check-in the license from multiple assigners.

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  • Checkin the License:

    • You will be navigated to the Checkin License screen.

    • Complete all the required information, including any notes or updates necessary for the license.

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  • Submit the Check-In:

Once you have entered all the required information, click the Submit button to complete the check-in process. This will:

  1. Return the license to the stock.

  2. Update the available quantity for the license.