Checkout - Vehicle Status Board
New Feature - Released April 2024
Many agencies like to track which employees are using which vehicles. Depending on the modules used by the agency, this can be done using one of sever different processes. (see the links at the bottom of this article to related check in / out processes)
This article describes how to use the special Checkout Vehicle Status Board to track and assign vehicles on a daily basis. This article also focuses exclusively on the check in / out process. To learn details on how the general vehicle status board works, and its associated options, please follow the link at the bottom of this article on the Vehicle Status Board.
The Checkout Vehicle Status Board is a replacement Vehicle Status board for agencies that want to check in and out vehicles to employees without leaving the vehicle status board.
To view the Checkout Vehicle Status Board, using the main navigational menu, click Reports, and then select the Vehicle Status Tab.
Select Checkout Vehicle Status Board or No Header Checkout Status Board.
You are taken to one of the Checkout Vehicle Status Boards.
The main difference between this board and the standard Vehicle Status Boars is the Checkout Vehicle Status Board offers you the ability to check in / out vehicles to employees without leaving the status board.
Example cards on the standard Vehicle Status Board.
Example cards on the special Checkout Vehicle Status Board.
You will notice that the Checkout Vehicle Status Board cards have a button at the bottom of each card.
The buttons display the current check in / out status of each vehicle.
Looking at Vehicle 07 above, we see that is is NOT currently checked out by an employee.
Looking at Vehicle 09 above, it is currently checked out by employee Rodney Farva.
The Last Update field on the card is the date and time the vehicles status was last updated. Checking in or out a vehicle does NOT update the vehicle status or the Last Update field.
To check a vehicle out to an employee, click the button at the bottom of the card.
A modal opens allowing you to select the employee that is checking out this vehicle.
Select the employee and then click Check Out to complete the process.
We see that vehicle 07 is now checked out to employee John Doe.
To check in a vehicle, or to reassign a vehicle to a different employee, click the name of the employee that the vehicle is currently checked out to.
A modal opens allowing you to process the request.
To ONLY check in the vehicle, click Check In / Out.
The screen refreshes and we see the vehicle is no longer checked out to any employee.
To check in the vehicle and immediately check it out to a different employee, Select the new employee and then click Check In / Out.
The screen refreshes and we see that vehicle 07 is now checked out to employee Ethan Hawke.
Check In / Out History
The historical check in / out records for each vehicle and for the entire agency can be located in multiple places, where you look generally depends on your role and what modules your agency uses.
From the Vehicle Management Page
Using the main navigational menu, click Manage => Vehicles.
Click on the specific vehicle number from the management list.
On the Vehicle Details page, scroll down and click the Checkouts tab, which displays a list of the historical check in / out records for the vehicle.
From the Check In / Out Reports
To see the historical check in / out records, click Reports, and then click the Check Out tab.
Select one of the available reports. Generally, for historical records, we use the Historical Check In / Out report.
