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How do I issue a device and take it back?

Requires Basic

Quick answer

Section titled “Quick answer”

In the asset detail view, you’ll find the “Issue / return” panel: choose a recipient (employee or free text), optionally set Due On and Note, click “Issue” — done. Taking a device back works via “Take back”. For every transaction, Notory can generate a PDF receipt (issue/return receipt) on request, which you can download or e-mail to the recipient.

Prerequisites

Section titled “Prerequisites”

Check-out / return is included on all plans (no feature gating). To e-mail the receipt, SMTP must be configured on the instance.

Instructions

Section titled “Instructions”

  1. Issue the device. Open the asset. In the “Issue / return” panel (on the right, under the QR code), you can optionally select an employee from the list — the recipient name then fills in automatically. For external recipients, leave the selection at “External recipient (free text)” and type in the name. Optional: Due On (return date) and Note (e.g. “with charger and bag”). Click “Issue”.

    Issuing directly from the asset: recipient, due date, note — then 'Issue'.

  2. Use the receipt. After issuing, the panel shows “Currently issued” with the recipient and timestamp. “Download receipt” gets you the issue receipt as a PDF; if an employee is linked, you can deliver it directly with “Send by e-mail”. If the receipt requirement is enabled on the instance, the download starts automatically after issuing.

    After issuing: return and receipt functions in the same panel.

  3. Take it back. In the panel, click “Take back” — the transaction is marked as returned, and a return receipt becomes available.

  4. All transactions at a glance. Under Catalog & Checkout → the “Check-out / return” tab, you’ll see every issuance for the tenant with its status (Checked out/Returned) and timestamps — and you can also quickly check out (select an asset, enter a name, “Check out”) and return (“Return”) devices there.

    The 'Check-out / return' tab: quick check-out and the list of all transactions.

  5. For recipients: “My devices”. Employees can see the devices currently issued to them in their own “My devices” view.

What happens behind the scenes?

Section titled “What happens behind the scenes?”
  • One device, one issuance: An asset can only ever be issued once at a time — a second checkout is rejected with 409, and the interface displays “Check-out failed (may already be checked out).”
  • A transaction, not a field: Each issuance is its own transaction with a status (checked_out → returned), timestamps (checked_out_at, checked_in_at), and a due date — the complete history is preserved.
  • PDF receipt: The receipt (filename ausgabe-beleg-…pdf or rueckgabe-beleg-…pdf) contains the device, serial number, recipient, and timestamps; the template text can be customized in the instance settings. When the receipt requirement is enabled, the interface downloads it automatically on issue/return.
  • E-mail delivery: “Send by e-mail” sends the receipt to the linked user’s address (subject line “Ausgabebeleg”/“Rückgabebeleg” — German for “issue receipt”/“return receipt”); without SMTP configured, the interface displays “E-mail delivery is not configured”.
  • “My devices”: Via the assigned_user_id link, employees can see their own currently issued devices — without any admin rights at all.
  • Distinction: Issuance complements the organizational assignment via the Assigned To field — it doesn’t replace it.
  • Tenant isolation: The asset, recipient user, and transaction must all belong to the same tenant.
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