Checking In / Out Equipment
🔄 Checking In / Out Equipment (Web & Mobile)
📘 Overview
Ontraccr allows users to check in and check out equipment to specific projects or locations. This feature helps teams track where each asset is being used in real time. It works on both web and mobile, with visual indicators showing whether a piece of equipment is currently active or idle.
This article covers how to check equipment in or out, how the system tracks status, and how users can manage equipment usage in the field.
✅ Check-In Overview
When a piece of equipment is checked in:
- It is considered active
- A timer starts tracking its usage duration
- It is visually marked with a black box
- A record is added to the equipment's Timeline (web only)
When checked out:
- It becomes inactive
- The timer stops
- The black box returns to gray
- Usage is logged in the audit trail
🖥️ How to Check In Equipment (Web)
Go to the Equipment Page
Locate the equipment
Do not click on the card itself
Instead, click the gray box showing a timer icon (if available)
A popup will appear asking where to check it in:
- Project (select from dropdown)
- Location (enter text manually)
Hit Check In
Toggle Options:
- Toggle between Project or Location mode
- Project selection links the equipment to a real job site
- Location mode allows free-form entry (e.g., “Warehouse 3”)
✅ Once checked in, the gray box becomes black with a running timer.
📱 How to Check In Equipment (Mobile)
- Open the Ontraccr mobile app
- Open an equipment profile (via scan or browse)
- Tap the Check-In tab
- Select a project or type in a location
- Tap Check In
The timer starts and is visible on both the profile and Equipment Page.
🔁 How to Switch or Check Out
To change or end a check-in session:
- Tap the black box (web or mobile)
- Choose one of the following:
- Switch — Move the equipment to a new project/location
- Check Out — End the usage session
All actions are recorded in the Timeline tab (web only), including:
- Who checked it in
- When it was checked in/out
- Which project or location was selected
🔍 Visual Indicators
| Box Color | Status |
|---|---|
| Gray | Inactive (not checked in) |
| Black | Active (checked in, timer running) |
🧠 Use Case Example
Scenario: A field crew needs to track which excavators are currently deployed on the "Cadence Project".
- Supervisor checks in 3 excavators to the project via web
- Each equipment profile shows a black box with a timer
- Crew members can later view Timeline history to see usage duration
- When equipment returns, it's checked out and shown as inactive