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Setting Up a Mobile Lab

A mobile lab (also called a "laptop cart" or "mobile cart") is a collection of devices that moves between classrooms. This guide walks you through setting up a mobile lab in Manage1to1, from creating the cart to managing day-to-day usage.

Overview​

Setting up a mobile lab involves:

  1. Creating the cart record - The container for your devices
  2. Adding devices to the cart - Assigning equipment to the cart
  3. Establishing a checkout workflow - How teachers request and receive the cart
  4. Managing ongoing use - Day-to-day cart operations

Phase 1: Create the Cart​

  1. Go to Carts > Add Cart
  2. You'll see the cart creation form

Fill Out Cart Information​

Cart Name - Choose a clear, descriptive name:

  • Good: "English Mobile Lab A", "Science Cart - Room 205", "3rd Grade Chromebooks"
  • Avoid: "Cart 1", "Laptops", "Mobile Lab" (too vague)

Building - Select the building where this cart is primarily housed

Asset Tag (optional) - If your physical cart has a barcode or asset tag, enter it here

Capacity - How many devices the cart can hold:

  • Enter the actual capacity (e.g., 30)
  • Leave at 0 for unlimited capacity (not recommended)

Comments - Add helpful notes:

  • Cart location when not in use
  • Special handling instructions
  • Contact person for issues

Save the Cart​

Click Add Cart to create the record. You'll be taken to the cart device page where you can add devices.

Phase 2: Add Devices to the Cart​

Option 1: Add Devices from the Cart Page​

From the cart device page:

  1. Click Add Device or use the scan field
  2. Enter the device's serial number, asset tag, or barcode
  3. Click Add or press Enter
  4. Repeat for each device

This is fastest for scanning barcodes with a barcode scanner.

Option 2: Assign from Device Profiles​

From individual device pages:

  1. Navigate to a device's profile
  2. Find the Cart Assignment section
  3. Select the cart from the dropdown
  4. Save the device

This is useful when moving devices from individual assignments to a cart.

Verify Device Count​

After adding all devices:

  • Check the cart summary shows the correct device count
  • Verify all devices appear in the Assigned Devices list
  • Confirm no devices are showing errors or conflicts

Phase 3: Establish Checkout Workflow​

Decide on Your Approach​

Option A: Checkout to Teachers

  • Cart is assigned to a specific teacher
  • Teacher is responsible for the cart and its contents
  • Best for: Teacher-owned carts, long-term assignments

Option B: Checkout to Rooms

  • Cart is assigned to a physical location
  • Whoever uses that room has access
  • Best for: Rotating schedules, shared spaces

Option C: No Checkout (Always Available)

  • Cart stays in a central location
  • Teachers sign out manually
  • Best for: Library carts, drop-in use

Set Up Check Out to Teacher​

  1. Open the cart's device page
  2. Click Check Out Cart
  3. Search for the teacher's name
  4. Click the action button to assign

The cart now shows as checked out to that teacher. All devices in the cart are considered assigned to them.

Set Up Checkout to Room​

  1. Open the cart's device page
  2. Click Check Out Cart
  3. Find the room in the list (rooms show a "Room" badge)
  4. Click the action button to assign

The cart is now assigned to that room. It will appear on the room's detail page.

Phase 4: Day-to-Day Management​

Starting Each Day​

Teachers or tech staff can verify:

  • Cart is in correct location
  • Device count matches expected
  • All devices power on and function

When Cart Rotates to New Teacher/Room​

For rotating schedules:

  1. Check in the cart from current teacher/room
  2. Check out the cart to the next teacher/room
  3. Physically move the cart to the new location

This creates a history of where the cart has been.

Handling Device Issues​

When a device in the cart has problems:

  1. Remove the problem device from the cart
  2. Create an incident for the device
  3. Send device for repair if needed
  4. Add a replacement device to the cart (optional)

The cart stays in use with one fewer device while the issue is resolved.

End of Day​

Ensure:

  • Cart is returned to designated storage area
  • Devices are plugged in for charging
  • Any issues are reported

Best Practices​

✅ Do:

  • Name carts clearly so teachers know what they're requesting
  • Set accurate capacity limits to prevent overstuffing
  • Keep devices charged and ready to go
  • Track checkout history to identify usage patterns
  • Regularly verify physical device count matches system

❌ Don't:

  • Create multiple cart records for the same physical cart
  • Leave carts checked out over summer without checking in
  • Forget to update assignments when teachers change
  • Skip device inspection when carts return

Common Workflows​

Workflow 1: Weekly Rotation Schedule​

A cart rotates between three teachers each week:

Monday: Check out to Teacher A Friday: Check in from Teacher A Next Monday: Check out to Teacher B ...and so on

This creates complete history of who had the cart when.

Workflow 2: Period-Based Sharing​

Multiple teachers share a cart during the day:

  • Check out to the room (e.g., "Science Lab A")
  • Teachers in that room can use the cart
  • At end of day, cart returns to storage
  • Check in until next use

Workflow 3: Semester Assignments​

A teacher has exclusive use of a cart for the semester:

  1. Check out cart to teacher at semester start
  2. Teacher keeps cart in their room
  3. Check in cart at semester end
  4. Summer: cart returns to tech storage

Troubleshooting​

"I can't add more devices to the cart"​

Check if the cart has reached its capacity limit. Either:

  • Remove a device from the cart
  • Increase the cart's capacity setting

"A device appears in the wrong cart"​

A device can only be in one cart at a time. Remove it from the incorrect cart first, then add it to the correct one.

"The cart shows as checked out but I don't know who has it"​

Check the Checked Out column on the cart list, or open the cart device page to see the current assignment. If it shows a name but they don't have it, someone forgot to check it in.

"How do I see cart usage history?"​

The cart's checkout history shows all past assignments. View the cart and look for checkout history or run a cart checkout report.

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