Run a loaner pool

A loaner pool holds shared kit that rotates between borrowers — spare laptops, conference cameras, demo phones — and tracks who has each item and when it's due back. You drive the whole loan from the admin console: mark an asset as shared, hand it out at the front desk, log the return, and chase overdue items.

Pool loans are short-term and have a planned return date, which is what separates them from a permanent assignment. An asset can be one or the other, never both at once.

:::note Before you begin

• You have an admin role (admin, it-admin, or super-admin).
• The asset already exists in the register. To add one, see Add a hardware asset.
• The asset isn't currently assigned to a person. Recover the assignment first — a permanently assigned asset can't also be a loaner.
• The borrower already has a user account in your workspace. :::

How the pool works

A pool asset's loan state is tracked separately from its physical state. The asset keeps its normal status (such as available, in repair, or retired) and condition, while each loan is its own checkout record with a borrower, a due date, and out/in conditions. This is why a device can read In repair on its asset page yet never show as falsely "checked out" — being lent out is a property of the open checkout, not the status.

You reach the pool at Assets → Pool / shared assets. The page opens with four counters across the top:

Counter	What it counts
Pool assets	Every asset flagged as shared.
Available	Pool assets with no open checkout — free to lend right now.
In use	Open checkouts (reserved or checked out).
Overdue	Checked-out items whose due date has passed.

Each asset in the list shows a State badge for its current loan status:

State	Meaning
Available	No open checkout. Ready for the next borrower.
Reserved	Held for a borrower but not yet handed over.
In use	Checked out and not yet due back.
Overdue	Checked out and past its due date.

:::note Admins drive the loans Employees no longer browse and reserve loaners themselves. They get a read-only My loans view of what's currently checked out to them; all lending and returning happens here in the admin console. :::

Add an asset to the pool

To make an asset borrowable, flag it as shared and set its loan defaults. You can do this from either the asset's own page or its pool page.

1. Open the asset. From Assets → Hardware, select the item; or if it's already pooled, open it from Assets → Pool / shared assets and use the Pool settings card.
2. On the hardware page, find the Pool / shared asset card in the right column.
3. Set the fields below, then select Save pool settings (or Save settings on the pool page).

Field	Required	Default	Notes
Include in the shared pool	Yes	Off	Turns the asset into a loaner. Clear it to take the asset out of the pool.
Display label	No	Empty	A short name shown on the pool page instead of the full asset name — for example, Loaner MBP #2. Up to 191 characters.
Max loan days	No	Empty	A whole number from 1 to 365. Pre-fills the due date at checkout and sets when the borrower's return reminder fires.

:::tip Max loan days drives the reminder The due date defaults to today plus Max loan days at checkout (7 days if you leave it blank). On that due date, the borrower gets a reminder email to return the kit. :::

warning

You can't take an asset out of the pool while it's checked out — log the return first. You also can't pool an asset that's permanently assigned; recover the assignment, then enable the pool option.

Check an asset out

To lend a pool asset to someone, record a front-desk handover. This opens a checkout, holds the asset against other borrowers, and notifies the person.

1. Open the asset from Assets → Pool / shared assets.
2. In the Front-desk handover card — shown only when the asset is free — set the fields below.
3. Select Check out.

Field	Required	Default	Notes
Borrower	Yes	—	The employee taking the asset. Only active workspace users appear.
Due back	Yes	Today + Max loan days (or 7 days)	When the asset is expected back. Must be a future date and time.
Condition out	Yes	The asset's current condition	Physical state at handover: Excellent, Good, Fair, or Poor.
Purpose	No	Empty	Why it's being borrowed — for example, Client demo in Vilnius. Up to 500 characters.
Internal notes	No	Empty	Notes for staff, such as accessories included or existing marks. Up to 2000 characters.

On checkout, the asset's State changes to In use, the borrower gets an in-app notification with the due date, and the loan appears on their My loans page.

note

If someone grabbed the same asset in another session a moment earlier, you'll see This asset is already reserved or checked out. Refresh the page to see who holds it.

Return an asset

To close a loan when the kit comes back, log the return. This frees the asset for the next borrower and records the condition it came back in.

1. Open the checked-out asset from Assets → Pool / shared assets.
2. In the Current state card, set the fields below.
3. Select Mark returned.

Field	Required	Default	Notes
Returned condition	Yes	The asset's current condition	State on return: Excellent, Good, Fair, Poor, or Broken. This value also becomes the asset's overall condition.
Notes	No	Empty	Free text up to 2000 characters — record any damage or missing accessories.

The checkout moves to returned, stamps the return time and who logged it, and the asset goes back to Available. The full loan stays in the asset's Checkout history table.

:::tip A worse return condition updates the asset Setting Returned condition to a lower grade writes that condition back onto the asset, so the next borrower sees its true state on the pool page. :::

Cancel a checkout

To close an open loan without recording a physical return — a no-show borrower, or a loan opened by mistake — cancel it. From the Current state card, select Cancel checkout and confirm. The checkout moves to cancelled and the asset becomes available again. Use Mark returned instead whenever the asset is actually back in hand, so the return condition is captured.

Track overdue loans

When a checked-out asset passes its Due back date, it counts toward the Overdue counter and shows a red Overdue badge. If any loans are overdue, an Overdue checkouts panel appears above the asset list listing each item, its borrower, and how long ago it was due. Select Open on a row to jump to the asset and either log the return or contact the borrower.

Verify

• The asset shows an Available badge on the pool page after you add it and before any loan.
• After a checkout, the State badge reads In use, the In use counter goes up by one, and the borrower sees the item on their My loans page.
• After a return, the asset is Available again and the loan appears in the asset's Checkout history with its out and in conditions.

Troubleshooting

Symptom	What to do
The Front-desk handover card isn't showing	The asset already has an open checkout. Log the return or cancel it first, then check out again.
Cannot remove from pool while it is checked out.	The asset is on loan. Mark it returned (or cancel the checkout), then clear Include in the shared pool.
Cannot pool an asset that is permanently assigned. Recover it first.	The asset has an active assignment. Recover it on the hardware page, then enable the pool option.
This asset is currently in repair and can't be lent out.	The asset's status is in repair, retired, or disposed. Move it back to an active status on the hardware page before lending.
The borrower isn't in the Borrower list	They have no active user account in this workspace. Add or reactivate the user, then return to the asset.

Related

Assign and recover hardwarePermanent issuance, the other way to hand out an asset.Read →Add a hardware assetCreate the asset record before you pool it.Read →The My portalWhere employees see the loans checked out to them.Read →Hardware overviewHow status, condition, and the register fit together.Read →