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Setting Up Loaner Device Tracking

This guide walks you through setting up a complete loaner device workflow — from marking devices as loaners to enabling return date tracking and automated reminders.

What You'll Set Up​

By the end of this guide, you'll have:

  • Devices designated as loaners in your inventory
  • A default return period configured for your district
  • Automated email reminders that notify users when their loaner is due back
  • A customized reminder email that matches your school's communication style

Step 1: Mark Devices as Loaners​

Before return date tracking can work, your loaner devices need to be identified in the system.

  1. Navigate to a device's profile and click Edit
  2. Toggle the Loaner Device switch to Yes
  3. Optionally enter a Loaner Number (e.g., "LOANER-001")
  4. Save the device

Repeat for each device in your loaner pool. If you're importing devices via CSV, you can include the loaner flag in the import.

tip

Use a consistent naming convention for loaner numbers (like "LNR-001", "LNR-002") so they're easy to find and filter in the device list.

Step 2: Enable Return Date Tracking​

  1. Go to Settings → System Settings
  2. Select the Inventory tab
  3. Scroll to the Loaner Return Dates section
  4. Toggle Enable Loaner Return Dates to on
  5. Choose your Default Return Period:
    • Same day — for devices that should come back by end of day
    • Next school day — the most common choice for overnight loaners
    • 1 week — for longer-term loaner needs
    • Custom — set a specific number of school days
  6. Click Save Settings
info

All return periods skip weekends automatically. A device checked out on Friday with "next school day" selected will be due Monday.

Step 3: Customize the Reminder Email​

The default reminder email works out of the box, but you may want to customize it to match your school's tone.

  1. Go to Settings → System Settings → Email Templates
  2. Find the Loaner Return Reminder template
  3. Edit the subject line and message body as needed
  4. Use merge fields to personalize the email:
    • {$firstname} and {$lastname} — the user's name
    • {$device_barcode} — the device's asset tag
    • {$return_date} — when the device is due back
    • {$reminder_status} — whether it's "Due Tomorrow", "Due Today", or "Overdue"
  5. Save the template

Example Customization​

Subject: Reminder: Please Return Loaner Device {$device_barcode}

Body:

Hi {$firstname},

Just a friendly reminder that the loaner device you're borrowing ({$device_barcode})
is {$reminder_status} — return date: {$return_date}.

Please bring it to the tech office at your earliest convenience.

If you need more time, let us know by contacting the help desk.

Thanks!
Technology Department

Step 4: Check Out a Loaner​

Now when you check out a loaner device to a user:

  1. Go to the user's profile or the device profile
  2. Click Check-Out Device
  3. You'll see a Return Date field pre-filled with your default period
  4. Adjust the date if this checkout needs a different return timeline
  5. Complete the checkout

That's it — reminders will be sent automatically based on the schedule.

How Reminders Work​

You don't need to do anything after checkout. Manage1to1 handles reminders automatically:

  • Short loans (1-2 days): Reminder on the day it's due
  • Week-long loans: Reminders at 3 days out, 1 day out, and day of
  • Longer loans: Reminders at 1 week, 3 days, 1 day, and day of
  • Overdue: Daily reminder email until the device is returned

When the device is checked in, reminders stop automatically.

Monitoring and Extending Loaners​

Once you have loaner devices checked out, use the Loaner Status Dashboard to keep track of everything.

Viewing Active Loaners​

  1. Go to Reports → Loaner Status Dashboard
  2. Use the summary cards at the top to see overdue, due today, and due soon counts at a glance
  3. Click the filter buttons to narrow the list (e.g., show only overdue devices)

Extending Return Dates​

Sometimes a student needs more time. You can extend return dates in bulk:

  1. On the Loaner Status Dashboard, check the boxes next to the loaners you want to extend
  2. Enter the number of school days to extend (weekends are skipped automatically)
  3. Click Extend and confirm
  4. The new return dates are applied immediately and reminders adjust accordingly

Reviewing History​

Go to Reports → Loaner Checkout History to see past checkouts. Each entry shows whether the loaner was returned on time or late, which helps identify users who may need follow-up.

Dashboard Widget​

A Loaner Devices widget appears on the admin dashboard with quick counts and links to the reports. You can reposition or hide it using the Customize dropdown on the dashboard.

Best Practices​

For your loaner pool:

  • Keep loaners in a dedicated building or cart so they're easy to find
  • Use consistent loaner numbers for quick identification
  • Regularly audit overdue loaners using the device list filters

For return periods:

  • Start with "next school day" — it's the most common for repair loaners
  • Use "1 week" for planned absences or testing periods
  • Adjust per-checkout when needed — the default is just a starting point

For the reminder email:

  • Keep it friendly — students and staff respond better to a kind tone
  • Include who to contact for extensions
  • Mention where to return the device (tech office, front desk, etc.)

Troubleshooting​

Reminders aren't being sent:

  • Verify Loaner Return Dates is enabled in Settings → Inventory
  • Check that the device is marked as a loaner
  • Confirm the user has an email address in their profile
  • Check that the Loaner Return Reminder email template is not disabled

Return date field doesn't appear at checkout:

  • The field only shows for devices flagged as loaners
  • Verify the feature is enabled in settings
  • Check that you're checking out to a user (not a room or cart)

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