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Checkout History Tab

The Checkout History tab provides a complete chronological record of every device and cart that has been assigned to a user over time. Think of it as the complete assignment timeline - showing what they have now, what they had before, when devices were issued, and when they were returned.

This tab is essential for audits, accountability, troubleshooting device issues, and answering questions about device assignment patterns.

Permission Required

To view the Checkout History tab, you need the View Users permission assigned to your role.

Understanding Checkout History​

Think of checkout history as a logbook of everything this user has ever been assigned - a permanent record that helps answer questions like "Who had this device last semester?" or "How many times has this student needed a replacement device?"

What checkout history shows:

  • Every device checkout (current and historical)
  • Cart checkouts (classroom sets, loaner carts)
  • Checkout dates (when assigned)
  • Check-in dates (when returned)
  • Loaner status (temporary vs. permanent assignments)
  • Active vs. returned status
  • Complete audit trail

What checkout history doesn't show:

  • Who checked the device out to the user (see device Activity Log)
  • Why the device was checked in (see device Notes or Incidents)
  • Device condition at check-in (see Incident History tab)

Why checkout history is important:

  • Accountability - Prove who had what device when
  • Auditing - Verify asset assignment records
  • Troubleshooting - Identify device assignment patterns
  • Parent questions - Answer "When did my child get this device?"
  • Investigation - Research device history for incident reviews
  • Compliance - Maintain complete records for district policies

What You'll See on the Tab​

The Checkout History tab displays a table showing all checkout events for this user:

Checkout History Table Columns​

ColumnWhat It Shows
StatusActive (currently checked out) or Returned (checked in)
Item TypeDevice (individual device) or Cart (group checkout)
Device/CartDevice type and identifier (e.g., "Chromebook - Serial ABC123") or cart name
Checkout DateWhen the item was checked out to the user
Check-in DateWhen the item was returned (blank if still checked out)
Is LoanerWhether this was a temporary loaner assignment
ActionsView, Print Receipt (for devices), Expand Details

Visual indicators:

  • Active checkouts - Highlighted or marked to stand out from historical records
  • Returned checkouts - Standard formatting, includes check-in date
  • Loaner checkouts - Badge or icon indicating temporary assignment

Example entry:

Status: Active
Item Type: Device
Device: Chromebook - Serial #123ABC456
Checkout Date: 08/15/2024
Check-in Date: (blank - still checked out)
Is Loaner: No
Actions: [View] [Print Receipt] [Expand ▼]

Example historical entry:

Status: Returned
Item Type: Device
Device: iPad - Serial #789XYZ012
Checkout Date: 01/12/2024
Check-in Date: 06/01/2024
Is Loaner: Yes (replacement during repair)
Actions: [View] [Print Receipt] [Expand ▼]

Viewing Checkout Details (Expanded Row)​

Each checkout row can be expanded to reveal additional information without navigating away from the page.

How to Expand a Row​

  1. Click the Expand button (▼) or click anywhere on the row
  2. Row expands to show detailed metadata
  3. Click again to collapse

What the Expanded View Shows​

Additional details revealed:

  • Checkout ID - Internal system identifier for this checkout transaction
  • Checkout Timestamp - Exact date and time of checkout
  • Check-in Timestamp - Exact date and time of check-in (if returned)
  • Checked Out By - Administrator who performed the checkout
  • Checked In By - Administrator who performed the check-in
  • Serial Number - Full device serial number
  • Asset Tag - District asset tag number
  • Device Model - Specific model information
  • Loaner Reason - Why a loaner was issued (if applicable)
  • Notes - Any checkout-specific notes added during transaction

When to use expanded view:

  • Need precise checkout/check-in timestamps for investigations
  • Verifying which administrator processed the transaction
  • Reviewing checkout-specific notes
  • Confirming device identifiers (serial, asset tag)
  • Researching timeline details during incident reviews

Active vs. Returned Checkouts​

The Checkout History tab shows both current and historical checkouts:

Active Checkouts​

Characteristics:

  • Status: Active
  • Check-in Date: Blank (not yet returned)
  • Appears at the top of the list
  • Visually highlighted or distinguished

What this means:

  • User currently has this device/cart
  • Device is in the user's possession right now
  • No check-in recorded yet

Actions available:

  • View full checkout details
  • Print checkout receipt
  • Navigate to device profile to check in

Returned Checkouts​

Characteristics:

  • Status: Returned
  • Check-in Date: Populated with return date
  • Appears in chronological order below active checkouts

What this means:

  • User previously had this device/cart but returned it
  • Historical record preserved for audit trail
  • Complete checkout cycle recorded

Actions available:

  • View full checkout details
  • Print historical receipt
  • Review exact checkout duration

Common Use Cases​

Scenario 1: Parent Questions Device Assignment Date​

A parent calls asking when their child received their current Chromebook:

  1. Open the student's user profile
  2. Click Checkout History tab
  3. Look at Active Checkouts section (top of list)
  4. Find current Chromebook entry
  5. Check Checkout Date column: 08/15/2024
  6. Tell parent: "The Chromebook was checked out on August 15, 2024"

Result: Quick, accurate answer to parent's question.

Scenario 2: Auditing Device Assignment Records​

District IT needs to verify all device assignments for the school year:

  1. Export checkout history for all users (from reports)
  2. Or manually review key users' profiles
  3. Open user profile
  4. Click Checkout History tab
  5. Review all Active checkouts
  6. Verify each has valid checkout date
  7. Confirm devices match expected assignments
  8. Check for any unreturned loaners that should have been returned

Result: Complete audit trail of device assignments verified.

Scenario 3: Investigating Lost Device Claim​

A student claims their device was lost 3 weeks ago, but there's no incident report:

  1. Open student's user profile
  2. Click Checkout History tab
  3. Review Active Checkouts:
    • Chromebook checked out 6 months ago (still active, not checked in)
  4. Check Incident History tab:
    • No loss incident reported
  5. Expand the checkout row to see:
    • Checkout date: 08/15/2024
    • No check-in date (still shown as checked out)
    • No loss incident linked
  6. Create incident for lost device
  7. Process check-in and loss documentation

Result: Identified discrepancy between claim and records, corrected documentation.

Scenario 4: Understanding Device Turnover Pattern​

A student has requested yet another replacement device, and staff want to understand why:

  1. Open student's user profile
  2. Click Checkout History tab
  3. Review all checkouts for the school year:
    • Checkout 1: Chromebook #1, 08/15/2024 - 09/10/2024 (returned, 26 days)
    • Checkout 2: Chromebook #2 (loaner), 09/10/2024 - 09/20/2024 (returned, 10 days)
    • Checkout 3: Chromebook #3, 09/20/2024 - 11/05/2024 (returned, 46 days)
    • Checkout 4: Chromebook #4, 11/05/2024 - Present (active, 60 days so far)
  4. Cross-reference with Incident History tab:
    • Incident #1: Broken screen (09/10)
    • Incident #2: Water damage (11/05)
  5. Identify pattern: Student has had 4 devices in 3 months, all due to damage
  6. Decision: Require additional device training before issuing next device

Result: Pattern identified, intervention planned.

Scenario 5: Verifying Summer Device Collection​

End of school year - verifying all students returned devices for summer:

  1. Filter students by grade level (e.g., all 8th graders)
  2. For each student:
    • Open user profile
    • Click Checkout History tab
    • Check for Active Checkouts
  3. If active checkouts found:
    • Note the device and student
    • Contact family for device return
  4. If no active checkouts:
    • Student clear for summer
  5. Document students with unreturned devices

Result: Complete verification of summer device collection.

Checkout Actions​

View Checkout​

Click View to open the full checkout record.

What you'll see:

  • Complete checkout transaction details
  • Device/cart information
  • Timestamps and administrator information
  • Associated notes or special conditions
  • Links to device/cart profile

When to use:

  • Need complete checkout transaction details
  • Reviewing checkout for audit purposes
  • Verifying exact checkout conditions

Click Print Receipt to generate a PDF receipt of the checkout.

What's included:

  • User information
  • Device information (serial, asset tag)
  • Checkout date and time
  • Administrator who performed checkout
  • Acknowledgment of receipt (for signatures if needed)

When to use:

  • Creating paper records for device assignment
  • Providing user with checkout confirmation
  • Building-level record keeping
  • Insurance documentation

Formats:

  • PDF download for printing
  • Email option (if configured)
Receipt Availability

Print Receipt is typically available for device checkouts. Cart checkout receipts may vary depending on district configuration.

Understanding Loaner Assignments​

The Is Loaner column indicates whether a checkout was a temporary loaner device.

What "Loaner" Means​

Loaner checkouts:

  • Temporary device issued while user's assigned device is being repaired
  • Interim device during replacement processing
  • Short-term assignment for specific purposes

Non-loaner checkouts:

  • Permanent assignment for the school year
  • User's primary device

Why this matters:

  • Loaners should be returned when primary device is ready
  • Loaners in checkout history help explain multiple device assignments
  • Unreturned loaners may indicate missing devices

Example pattern:

08/15/2024 - 10/01/2024: Chromebook #123 (primary) - Returned due to damage
10/01/2024 - 10/15/2024: Chromebook #456 (LOANER) - Returned after repair complete
10/15/2024 - Present: Chromebook #123 (primary) - Active (repaired, reassigned)

This pattern shows: device was damaged, loaner issued during repair, original device returned after repair.

Cart Checkouts vs. Device Checkouts​

The Checkout History tab shows both individual device checkouts and cart checkouts:

Device Checkouts​

What they are:

  • Individual devices assigned to a user
  • One device per checkout record
  • Most common type

Displayed as:

  • Item Type: Device
  • Device: "Chromebook - Serial ABC123"

Cart Checkouts​

What they are:

  • Entire carts (sets of devices) assigned to a user (typically teachers)
  • One cart may contain 10, 20, or 30 devices
  • Less common, usually for classroom sets

Displayed as:

  • Item Type: Cart
  • Cart: "Cart Name - Grade 5 Science Cart"

Differences:

  • Cart checkouts represent multiple devices under one assignment
  • Returning a cart returns all devices in the cart
  • Cart checkouts are typically to staff for classroom use

Tips for Using Checkout History​

✅ Do:

  • Review checkout history before making device assignment decisions
  • Check for patterns (frequent replacements, short checkout durations)
  • Use expanded view for precise timestamp details
  • Cross-reference with Incident History tab for complete context
  • Export checkout history for audit documentation
  • Verify active checkouts before year-end device collection
  • Use Print Receipt for record keeping

❌ Don't:

  • Assume no active checkouts without checking visually
  • Ignore patterns of frequent device turnover (may indicate training needs)
  • Forget to check loaner status (unreturned loaners are missing devices)
  • Edit checkout records directly (all changes should be through proper check-in workflows)
  • Delete historical checkouts (permanent audit trail)
  • Skip checking cart checkouts for staff users (may have classroom sets checked out)

Common Questions​

Q: What's the difference between "Current Checkouts" on the User Information tab and this Checkout History tab?

  • Current Checkouts (User Information tab) - Only shows ACTIVE (currently checked out) items
  • Checkout History tab - Shows ALL checkouts, both active and historical (returned)

The User Information tab is for "what they have now," and Checkout History is for "everything they've ever had."

Q: Can I edit checkout dates or check-in dates from this tab? No. Checkout History is a read-only audit trail. All check-ins and checkouts must be performed through the proper workflows (device checkout, device check-in) to maintain data integrity.

Q: Why does a student have so many checkout records? Multiple reasons:

  • Device replacements due to damage, loss, or upgrades
  • Loaner devices issued during repairs
  • Different devices for different school years
  • Upgrades (e.g., switching from iPad to Chromebook)

Review the Is Loaner column and cross-reference with Incident History tab to understand why.

Q: How far back does checkout history go? Checkout history is maintained indefinitely unless your district has a data retention policy that archives old records. Typically, you can see all checkouts for the user's entire time in the district.

Q: What if a checkout shows as "Active" but the device was actually returned? This indicates the device was never checked in properly. You should:

  1. Verify if the device is truly returned
  2. Process a proper check-in through the device profile or checkout system
  3. Once checked in, the status will update to "Returned" with a check-in date

Q: Can I see who checked the device in or out? Yes! Expand the checkout row to see:

  • Checked Out By - Administrator who performed the checkout
  • Checked In By - Administrator who performed the check-in

This is useful for accountability and investigating checkout/check-in timing.

Q: Why would a student have both a device checkout AND a cart checkout? Uncommon but possible. Typically:

  • Students - Have individual device checkouts
  • Staff - May have individual device checkout (personal laptop) AND cart checkout (classroom set)

If a student has a cart checkout, verify this is intentional (may be a student aide managing a cart).

Q: What does "Print Receipt" do? Generates a PDF containing:

  • User and device information
  • Checkout date and details
  • Administrator who performed checkout
  • Can be used for signatures or record-keeping

Useful for creating paper trails or acknowledgment forms.

Q: Can I export the checkout history for this user? Export options depend on your system configuration. Typically:

  • Export entire checkout history table to CSV
  • Use Print Receipt for individual checkouts
  • Use district-wide reports for bulk checkout history across all users

Q: Why doesn't a returned checkout have a check-in date? This shouldn't happen in a properly functioning system. If a checkout shows "Returned" status but no check-in date, this may be a data issue. Contact your system administrator.

Q: Can I delete old checkout records? No. Checkout history is a permanent audit trail. Old records should be preserved for:

  • Accountability
  • Compliance
  • Auditing
  • Historical reference

Only system administrators with database access can remove checkout records, and this is strongly discouraged.

Q: What if I need to see checkout history for a device, not a user? Go to the device profile and view its Checkout History tab. That shows all users who have had that specific device over time. This tab shows all devices a specific user has had.

The Checkout History tab provides a complete, chronological audit trail of every device and cart assignment for a user. This permanent record supports accountability, auditing, troubleshooting, and answering questions about device assignment patterns over time.

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