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Asset Check-out

The platform can enable you to track and record details about assets that are changing ownership or location.


Before checking out assets, they first need to exist under the Tagged Assets section.

You then need to customize the Asset Check-out Data Capture fields so that you can gather the details you need about the asset being checked out.

There are several ways to check out assets.

Asset check-out from the web app

Option 1 – From the Tagged Assets page

Go to the Manage Assets > Tagged Assets page. On the table, select the assets then click on the Check-out Selected button. On the page that follows, fill out and submit the form.

Option 2 – From the Asset Check-in page

Assets that have previously been checked in are on the Check-in page. To check them out again, go to Manage Assets > Check-in.

On the table, select the asset then click on the Check-out Selected button, fill out and submit the form.

Option 3 – From the Asset Check-out page

Go to the Manage Assets > Check-out page. Click on the Add New Record button > Add A Single Record. On the new page, select the asset then fill out and submit the form.

Option 4 – Use an online spreadsheet

Go to the Manage Assets > Check-out page, then click on the Add New Records button > Scan To Spreadsheet. On the new page, use our smartphone app to scan barcodes or NFC tags, then populate the rest of the spreadsheet.

Option 5 – Use Bluetooth, USB, or Wireless scanners

Go to the Bluetooth & USB scanners page, then choose Check-out Assets from the dropdown menu.

When barcodes are then scanned, the spreadsheet at the bottom of the page will be populated with the scanned values. You then need to fill in the rest of the cells with the corresponding data, then save the spreadsheet.

Option 6 – Importing CSV files

You can also import data by going to the Add New Records > Import From CSV option.

When importing CSV files, ensure that your data is aligned properly as shown on the example templates.

Asset check-out from the Smartphone App

On the iOS or Android app, go to Check-out Assets, then fill out the form.

If you have barcodes or NFC tags, you can scan them using the app. Alternatively, you can search for the asset.

Asset check-out via automated workflows

Using Zapier

Using Zapier, you can automate how asset check-out records are added to your account. For example, you could edit a Google Sheet row, and have the data on that row automatically used to create an asset check-out record.

You first need to set up a Zap trigger.

After that, choose the app Ventipix Asset & Inventory Manager, and the action Create Asset Check-out.

Click on Continue, then authenticate your account.

In the step that follows, map data from your Zap trigger on to the fields that you want to populate automatically.

Proceed to then test the integration, and turn the Zap on.

Using Microsoft Power Automate

Using Microsoft Power Automate, you can also automate how assets are added to your account from other platforms (flows). For example, you could set up a trigger or schedule whereby data from the source platform is automatically used to create an asset in your account.

In your Power Automate account, set up a new flow, for example, “Automated – from blank” or “Scheduled – from blank“.

After that, choose the connector with the data source, and its appropriate action. If using Excel, you would choose, “list rows present in a table“. For example:

If using Google Sheets, you would choose, “Get rows“. For example:

Once the connector has been set up with all its authentication requirements, and file location details, proceed to add a new step.

In this new step, search for “Ventipix Asset and Inventory” connector. Then, under its Action menu, select, “Create an asset or inventory record“.

In the new prompt, under the Services dropdown, select “Asset Check-out”.

In the input fields that will then be displayed, select the dynamic content that should go on to them.

On the “Apply to each” prompt, click on the “Create an asset or inventory record” title to expand it.

After that, continue to populate the necessary or required fields with more dynamic content. For example:

Once that’s done, save the entire flow set up, then let it run.

If needed, you can of course add further steps in the workflow.