Lend equipment for a few days with a due back date. TekStacks shows it as on loan, flags it once it is overdue, and can email reminders.

Overview

A loan is an assignment with a Due back date. Any equipment can be lent this way, and equipment you keep ready to lend can be marked as a Loaner so it is easy to find and lend.

While a loan is out:

• The equipment page and the Equipment list show "On loan until" and the date.
• Once the date passes, it shows "Overdue since" and the date, in red.
• The loan appears on the renewals calendar under Loaners due back.
• An overdue loan appears on the Unreturned list with the reason Loaner overdue.

Requirements

• Role: Assign, lend and check in to lend and check in. Admin, Manager and Technician have it by default. Turning on loan reminders needs Company settings, custom domain and storage, which only Admins have.

Step 1: Mark equipment as a loaner (optional)

1. Open the equipment and click Edit.
2. Turn on Loaner ("Kept ready to lend out for a few days").
3. Save.

On the equipment page, Details shows Loaner: "Yes, kept ready to lend". On the Equipment list, a loaner nobody holds shows "Loaner" under Assigned to, and the Loaners filter finds them all.

Step 2: Lend it

1. Open the equipment and click Lend. For equipment not marked as a loaner, click Assign.
2. Pick the employee in Assign to and add anything Going with it.
3. Set Due back. For a loaner it starts three days from today. The date cannot be in the past.
4. Save.

TekStacks confirms with "Lent to" the employee "until" the date.

Step 3: Get it back

When the equipment returns, click Check in, tick what came back, and save. See Assigning and returning.

Step 4: Turn on loan reminders (optional)

1. In the sidebar, open Administration, Settings, and the Loaners tab.
2. Turn on Send loan reminders and click Save.

TekStacks then emails the borrower and whoever lent the equipment the day before it is due back, the day after it was due, and every week while it stays out. Borrowers without an email address are skipped, and the person who lent it is told so.

Finding loans

On the Equipment list:

• Loaners shows only equipment marked as a loaner, or only equipment that is not.
• Overdue loaners shows loans past their due back date.

Notes

Note: The reminder email asks the borrower to bring back the accessories that went with the equipment, and to ask IT if they need it longer.

Note: To give a borrower more time, click Reassign, pick the same employee and set the new Due back date. Enter the accessories again, since a reassignment starts a new holding.

FAQ

Does a loaner have to be marked Loaner to be lent? No. Any equipment with a Due back date is a loan. The Loaner setting only marks equipment you keep ready to lend.

Can I print a tag that says when a loan is due back? Yes. A Loaner status tag prints the borrower and the due back date. See Status tags.