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Bulk Device Checkout and Process

Bulk Device Checkout and Process is a two-step workflow for checking out devices to users in batch using a CSV file.

This workflow is commonly used during mass distribution events such as beginning of school year device distribution or large-scale device refreshes.

Permission Required

To access System Utilities, you need the Manage Settings permission assigned to your role.

Understanding Bulk Device Checkout​

Think of bulk device checkout as mass device distribution automation - you prepare a list of device-to-user assignments, upload it, and process it to check out hundreds or thousands of devices at once.

What this utility does:

  • Uploads a bulk checkout CSV into a staging area
  • Processes the CSV and performs checkouts according to the file
  • Creates checkout records and updates device status
  • Provides a delete option if the wrong file is uploaded

When to use:

  • Beginning of school year device distribution
  • Grade-level or building-wide device refresh
  • New device shipment distribution
  • Replacing old devices with new ones in batch

When NOT to use:

  • Checking out single devices (use manual checkout)
  • Small batches (<10 devices) where manual checkout is faster

The Two-Step Workflow​

Step 1: Upload the Bulk Checkout CSV​

Upload prepares the file for processing but does not check out devices yet.

How to upload:

  1. Navigate to Settings → System Utilities
  2. Locate Bulk Device Checkout
  3. Download the CSV Import Template
  4. Populate the template with checkout records (device serial + user ID)
  5. Upload the CSV using the upload area

What happens:

  • File is validated for format
  • CSV is staged in system for processing
  • No devices are checked out yet

Step 2: Process the Bulk Checkout CSV​

Process applies the checkouts from the uploaded CSV.

How to process:

  1. Locate Bulk Checkout Process
  2. Confirm the correct file is present (review timestamp)
  3. Click Process Bulk Checkout
  4. Wait for processing to complete
  5. Validate by checking a sample set of devices and assignments

What happens:

  • CSV is read and parsed
  • Devices are checked out to specified users
  • Checkout history records created
  • Device status updated to "Checked Out"
  • Inventory counts updated

CSV Template and Requirements​

Download the Template​

Use the CSV Import Template button to download the expected checkout format.

Common columns:

  • Device Serial Number (required)
  • User ID (required)
  • Checkout Date (optional - defaults to today)

Column requirements:

  • Device serial numbers must match existing devices in Manage1to1
  • User IDs must match existing users
  • Devices must be available for checkout (not already checked out)

Before You Upload​

Checklist:

  • ✓ Verify device serial numbers match inventory
  • ✓ Verify user IDs match existing students/staff
  • ✓ Confirm devices are not already checked out
  • ✓ Remove test rows or header comments
  • ✓ Ensure file is saved as CSV (not Excel .xlsx)

Common mistakes to avoid:

  • Device serial numbers that don't exist
  • User IDs that don't exist
  • Devices already checked out to someone else
  • Duplicate rows (same device listed twice)

Delete Option​

If the uploaded file is incorrect, delete it and re-upload.

How to delete:

  1. Locate Bulk Checkout Process
  2. Click Delete Checkout CSV File
  3. File is removed from staging
  4. Re-upload the corrected file using Bulk Device Checkout

When to delete:

  • Wrong file uploaded
  • Errors found in CSV after uploading
  • Need to make changes before processing

Important: Delete must be done BEFORE processing. Once processed, checkouts are applied and cannot be undone by deleting the CSV.

Verification Steps​

After processing, confirm checkouts were applied correctly.

What to check:

  • Devices show as checked out to the intended users
  • Checkout history is present where expected
  • Inventory reports reflect expected checked-out counts
  • Device status changed to "Checked Out"
  • Users can see their assigned devices

Recommended verification:

  1. Run device checkout report
  2. Check 10-15 device records manually
  3. Verify user assignments are correct
  4. Confirm checkout dates are accurate
  5. Check inventory totals match expectations

If problems found:

  • Review CSV for serial number or user ID errors
  • Check that devices existed and were available
  • Verify users existed in system
  • Contact Manage1to1 Support if checkout results are unexpected

Best Practices​

✅ Do:

  • Download template from your environment
  • Test with small CSV (5-10 devices) before processing full file
  • Verify all device serial numbers exist in inventory
  • Confirm all user IDs exist before upload
  • Coordinate distribution timing with upload/processing

❌ Don't:

  • Process without reviewing uploaded file first
  • Include devices already checked out
  • Use serial numbers that don't exist
  • Upload CSV with thousands of rows without testing
  • Process same file multiple times (creates duplicate checkout attempts)

Common Questions​

Q: What happens if a device in the CSV is already checked out? That device checkout will fail and be skipped. Other devices in the CSV will still process. Review results to identify failed checkouts.

Q: Can I upload multiple CSV files before processing? No. Only one CSV can be staged at a time. Process or delete the current file before uploading another.

Q: How long does processing take? Depends on file size. Small files (50 devices): seconds. Large files (2000+ devices): several minutes.

Q: What if a user ID in the CSV doesn't exist? That checkout will fail. The device remains available. Correct the user ID and re-upload the CSV.

Q: Can I specify checkout date in the CSV? Check your template - some configurations allow checkout date column. If not provided, defaults to current date.

Q: Will users be notified when devices are checked out via bulk process? This depends on notification settings. Check with your administrator or Manage1to1 Support about automated checkout notifications.

Q: What if I process the same CSV twice? Devices already checked out will fail on second processing. Only devices still available will be checked out again (potentially creating duplicate checkout attempts).

Bulk Device Checkout and Process enables efficient mass device distribution for large-scale deployment events, eliminating manual one-by-one checkouts and reducing distribution time significantly.

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