Checkout History Tab
The Checkout History tab is like a complete timeline of everyone who's ever had this device. From the first day it was assigned to a student until right now, every checkout and return is recorded here.
This is one of the most valuable tabs for understanding device usage patterns, troubleshooting problems, and answering questions like "When did this student get their device?" or "Who had this device before it started having problems?"
To view checkout history, you need the View Devices permission assigned to your administrator role.
Understanding the Checkout History Table
The checkout history is displayed as a table with the most recent activity at the top. Each row represents one complete checkout cycle - from when the device was assigned to someone until it was returned.
Think of each row as answering: "Who had this device, when did they get it, and when did they give it back?"
What the Table Shows
| Column | What It Shows |
|---|---|
| Assigned To | The name of the person or cart that had the device |
| Type | Whether it was checked out to a User or a Cart |
| Checked Out | The date the device was assigned |
| Returned | The date the device was returned (blank if still checked out) |
| Action | Button to view detailed checkout information |
Reading the Table
The table is sorted with the newest checkouts at the top, so:
- First row: Most recent checkout (might still be active)
- Last row: The very first time the device was ever assigned
If a device is currently checked out, the top row will have a Checked Out date but the Returned column will be empty.
Checkout Types
Devices can be assigned to two different types of recipients, and the Type column shows which one:
User Checkouts
Type: User
This is the most common checkout type - the device is assigned to a specific student or staff member. When you see "User" in the Type column:
- The Assigned To column shows the person's full name
- The device was individually assigned for their personal use
- They are (or were) responsible for that specific device
Example:
Assigned To: Smith, John
Type: User
Checked Out: 08/20/2024
Returned: [empty - still has it]
This means John Smith got this device on August 20, 2024, and still has it.
Cart Checkouts
Type: Cart
Some schools manage shared devices using carts - mobile labs or classroom sets where multiple devices are grouped together. When you see "Cart" in the Type column:
- The Assigned To column shows the cart name
- The device is part of a shared pool
- It's not assigned to one specific person
Example:
Assigned To: English Department Cart A
Type: Cart
Checked Out: 09/01/2024
Returned: 06/15/2025
This means the device was in the English Department cart from September through mid-June - likely a school year assignment.
Carts are perfect for devices that move between multiple users, like classroom sets that different students use each period, or loaner devices from a shared pool. Individual user checkouts work better for 1:1 programs where each student has their own device.
Understanding Checkout Dates
The dates in the table tell you the complete lifecycle of each device assignment.
Checked Out Date
This is when the device left your inventory and was given to someone. It could be:
- The first day of school when students received their devices
- When a loaner was assigned to replace a broken device
- When a cart was stocked for a new school year
- Any time an available device was assigned
Important: The checkout date doesn't mean the person came to get it on that exact day - it's when an administrator marked it as checked out in the system.
Returned Date
This shows when the device came back and was marked as returned in Manage1to1. Common return scenarios:
- End of school year device collection
- Student transfers to another school
- Graduating senior returns their device
- Loaner returned when the student's original device is repaired
- Cart devices moved to a different cart
If the Returned column is empty:
- The device is currently checked out
- That person or cart still has it
- This is the active assignment
Calculating Duration
You can quickly see how long someone had the device by looking at the date range. For example:
Checked Out: 08/20/2024
Returned: 06/10/2025
This student had the device for the full school year - about 10 months.
Viewing Detailed Checkout Information
Each row has an Action button (usually "View" or an eye icon) that shows you more details about that specific checkout.
Click the View button to see:
- Exact timestamps: Not just the date, but the specific time the checkout/return was processed
- Who performed the action: Which administrator checked out the device or processed the return
- Lease ID: The unique identifier for this checkout record in the system
- Additional notes: Any information recorded during checkout or return
This detailed view is helpful when:
- You need to verify exactly when something happened
- You're investigating issues and need to know which staff member processed the checkout
- You're doing accountability tracking for device assignments
Common Use Cases
Scenario 1: "When Did This Student Get Their Device?"
A parent calls asking when their child received their device:
- Search for the device and open its profile
- Click the Checkout History tab
- Look at the top row (most recent checkout)
- The Checked Out date shows when they got it
- If Returned is empty, they still have it
Answer ready in seconds!
Scenario 2: Troubleshooting a Problem
A device has been acting up, and you want to know if problems started with a specific user:
- Open the device profile
- Review the Incident History tab to see when problems were first reported
- Switch to Checkout History tab
- Compare the incident date to the checkout dates
- Identify who had the device when the problem started
This helps you determine if:
- The issue is new with the current user
- Multiple users have reported the same problem (suggests hardware issue)
- The device was fine for previous users (might be user error or new damage)
Scenario 3: Annual Inventory Verification
During end-of-year device collection:
- Pull up each device as students return them
- Check the Checkout History tab
- Verify the person returning it matches who it was checked out to
- Confirm they're returning the right device, not someone else's
This prevents mix-ups where students accidentally return the wrong device.
Scenario 4: Investigating Missing Devices
A device hasn't been seen in months:
- Open the device profile
- Check Checkout History to see who last had it
- Look at the Checked Out date to see how long they've had it
- Contact that person to locate the device
- If needed, mark the device as lost and create an incident
The checkout history gives you a clear trail to follow when tracking down missing equipment.
Scenario 5: Understanding Device Usage Patterns
You're planning for next year's device purchases:
- Look at checkout history for several devices
- Notice patterns:
- Devices checked out 30+ times might be heavily used loaners
- Devices with 1-2 checkouts might be assigned long-term
- Frequent returns and re-checkouts might indicate shared devices
This data helps you plan how many loaners you need, whether to expand your 1:1 program, or if you should invest in shared cart solutions.
What You Won't See Here
The Checkout History tab focuses specifically on assignments. You won't find:
- Repairs or incidents: Those are in the Incident History tab
- Status changes: Check the Activity Log tab for when status was changed
- Edit history: Who modified device details is in the Activity Log
- Notes: Administrator notes are in the Notes tab
Each tab has its specific purpose - Checkout History is purely about who had the device and when.
Tips for Using Checkout History Effectively
✅ Best Practices:
- Cross-reference checkout dates with incident dates when troubleshooting
- Check checkout history before assigning a loaner to ensure it's actually available
- Use the detailed view when you need precise timestamps for accountability
- Sort by date to see patterns over time
⚠️ Common Mistakes to Avoid:
- Don't assume an empty "Returned" date means there's a problem - the device might be properly checked out
- Don't confuse checkout dates with incident dates - they're different things
- Don't rely solely on checkout history to determine device condition - check incident history too
Understanding Long-Term Checkouts
Some checkout records might span months or even years. This is completely normal in 1:1 programs where:
- Students keep devices for the entire school year
- Staff members are assigned long-term equipment
- Cart devices stay in the same location for multiple years
Example of a typical student checkout:
Assigned To: Johnson, Sarah
Type: User
Checked Out: 08/15/2024
Returned: 06/12/2025
This shows a full academic year assignment - exactly what you'd expect in a 1:1 program.
Multiple Checkouts in One Day
Sometimes you might see a device checked out and returned multiple times in a short period. This could indicate:
- Loaner swaps: Student returned a loaner and got their original device back
- Cart reorganization: Devices being moved between carts
- Testing or troubleshooting: IT staff checking devices in and out during testing
- Accidental checkouts: Someone checked out the wrong device and immediately corrected it
If you see this pattern and it seems unusual, the detailed view (click Action > View) will show you who performed each action, helping you understand what happened.
Data Retention
Checkout history is permanent - it's never automatically deleted. You'll see:
- Checkouts from years ago
- All users who've ever had the device
- The complete lifespan of the device in your program
This historical data is valuable for:
- Long-term analysis of device durability
- Understanding total cost of ownership (how many users got value from one device)
- Proving device assignments for insurance or legal purposes
- Tracking when devices were first put into service
Privacy and Access
All administrators with the View Devices permission can see checkout history. This includes seeing which students or staff have been assigned devices.
Your organization should have policies about:
- Who can access device assignment information
- Whether checkout history is shared with parents or students
- How long to retain historical checkout data
- Data privacy compliance (FERPA, etc.)
Talk to your district's technology director or privacy officer if you have questions about appropriate use of this information.
Exporting Checkout History
While you can view checkout history on screen, you might need to export it for:
- Reports to administration
- Budget planning documents
- Annual reviews
- Audit requirements
Check with your system administrator about export capabilities, or use the general reporting features in Reports > View Reports to generate device assignment reports.
Common Questions
Q: Why does a device show as returned but a student still has it? The Checkout History shows when the device was marked as returned in the system. If a student still physically has a device that shows as returned, it wasn't properly checked back out. Use the checkout function to create a new assignment.
Q: Can I delete or edit checkout history? No. Checkout history is an audit trail and is permanent. This ensures accountability and prevents tampering with assignment records. If an error was made, create a new checkout/return to correct it - the history will reflect the correction.
Q: What if I need to see who checked out/returned the device? Click the View button in the Action column. The detailed view shows which administrator processed both the checkout and the return.
Q: Why doesn't the table show why a device was returned? The Checkout History tab doesn't track reasons for returns - it's just the timeline of assignments. For context about problems or reasons for returns, check the Incident History or Notes tabs.
Q: How far back does checkout history go? All the way back to when the device was first added to Manage1to1. If you migrated from another system, it only includes checkouts after you started using Manage1to1.
Next Steps
The Checkout History tab answers "who had it?" To complete the picture of what happened to the device:
- Incident History - What problems occurred during each checkout
- Activity Log - Complete timeline of all actions taken on the device
- Notes - Context and explanations from other administrators
Together, these tabs give you the complete story of the device's life in your program!