Asset Tracking

OneSiteKit tracks four categories of physical assets: Radios, Fuel Keys, CAS Units, and Tools. All four share a consistent workflow for sign-out, return, and handoff — managed from the Tools tile by users and from the Asset Database tile by admins.

---

Adding assets to the database

Admin privilege required

Only users with the Admin or Owner role can add, edit, or remove assets.

Adding a single asset

1. Open the Asset Database tile
2. Select the asset category tab (Radios, Fuel Keys, CAS Units, or Tools)
3. Tap Add and fill in the asset details — model, serial number, and any category-specific fields
4. Tap Save

An ID number is assigned automatically based on your org's asset count in that category and your org code (e.g., RAD-001-ACME, TK-004-ACME). You cannot manually set this ID — it increments from the last entry.

After saving, a Print QR button appears immediately. Use it to print a label for that specific asset before adding the next one.

Bulk importing assets

1. Open the Asset Database tile and select the category tab
2. Tap Import CSV
3. Download the template if needed — it shows the required column format
4. Upload your completed CSV file

The system assigns IDs automatically in the same sequential format. You do not need to include IDs in the CSV — only asset details such as model and serial number.

---

Generating and printing QR code labels

Every asset needs a QR code label affixed to it before users can scan it for sign-out. Labels are generated from the Asset Database.

Single asset label

After adding an asset (or at any time from the asset's record):

1. Open the asset record from the Asset Database
2. Tap Print QR
3. A print sheet opens — print it on label stock and affix it to the physical asset

Bulk label export (multi-select)

To print labels for multiple assets at once:

1. Open the Asset Database and navigate to the relevant category
2. Tap the checkbox on each asset row to select it — or use Select All to capture the full list
3. Tap Export QR Labels
4. A label sheet is generated for all selected assets — print and affix

TIP

QR labels must be scanned from inside the OneSiteKit app. Scanning with your phone's native camera app will not work — the code requires an authenticated session to resolve.

---

Signing out an asset

Who can sign out: Any approved user with access to the Tools portal.

Via QR scan (recommended)

1. Open the Tools tile from the portal
2. Ensure you are in Sign Out mode (shown at the top of the screen)
3. Tap the Scan button and point your camera at the asset's QR label
4. The asset is identified and added to your sign-out list
5. Scan additional assets if needed — batch sign-outs are supported
6. Tap Submit Sign-Out to confirm

Via asset list

1. Open the Tools tile and browse the available assets in the relevant tab
2. Tap an available asset to open its detail
3. Tap Sign Out

Sign-out approval

By default, sign-out requests enter a Pending Approval queue rather than completing immediately. Users see a confirmation that their request was submitted; the asset is marked Pending Approval until an admin acts on it.

Admins approve or reject pending sign-outs from the Pending Approvals section of the Admin Control Panel. On approval, the asset is marked Signed Out to the user and they receive a notification.

See Configuring approval requirements below to change this behaviour.

---

Returning an asset

Who can return: The user who currently has the asset signed out.

Standard return

1. Open the Tools tile
2. Switch to Return mode
3. Scan the asset's QR code — or find it in your Signed Out list and tap Request Return
4. Confirm the return

Return approval

By default, a return enters a Return Requested queue. The asset is not marked Available until an admin confirms the physical hand-back.

Admins action return requests from the Pending Returns section of the Admin Control Panel. On approval the asset returns to Available status.

When return approval is turned off, tapping Request Return immediately marks the asset as Available — no admin step required.

See Configuring approval requirements below to change this behaviour.

Cancelling a pending return

A return request can be cancelled before an admin has acted on it. Find the asset in your signed-out list and tap Cancel Return Request — the asset returns to Signed Out status under your name.

---

Handing off an asset

A handoff transfers an asset directly from one user to another without requiring it to be returned and re-signed-out first.

Typical scenario: A crew member is leaving site and their replacement needs the radio immediately.

How to request a handoff

The receiving user initiates the handoff:

1. Open the Tools tile in Sign Out mode
2. Scan the QR code on the asset (which is currently signed out to someone else)
3. The app recognises the asset is already held and presents a Request Handoff option
4. Tap Request Handoff to submit

Handoff approval

Handoffs require approval from either the current holder or an admin before the transfer completes:

• The current holder receives a push notification and can approve or decline from the Tools portal
• An admin can approve or decline from Pending Approvals

On approval, the asset is immediately transferred to the requesting user — no physical return to a depot is needed.

CAS units

Handoffs for CAS units additionally require that the receiving user has an approved CAS certification on file. If their certification is missing or expired, the handoff option is not shown. Contact your admin to resolve the certification before proceeding.

---

Asset statuses

Status	Meaning
Available	In the pool, ready to sign out
Pending Approval	Sign-out request submitted, awaiting admin approval
Signed Out	Currently with a specific user
Return Requested	Return submitted, awaiting admin confirmation
Handoff Pending	Transfer between users awaiting approval

---

Configuring approval requirements

Admins can adjust whether sign-outs and returns require admin approval. These are separate toggles found in Site Configuration → Workflow & Safety.

Sign-outs require admin approval

Default: On for all new organizations.

When on, every sign-out request goes through a pending queue before the asset is released. This gives admins visibility and control over who takes what, and when.

When turned off, sign-outs complete immediately upon the user submitting — no admin action required.

Returns require admin confirmation

Default: On for all new organizations.

When on, a return request queues for an admin to confirm that the asset has been physically handed back. This ensures the asset record matches reality — an asset is not marked Available until someone with admin access has verified it.

When turned off, users can return assets instantly without waiting for admin confirmation.

Changing these settings

1. Open Admin Control Panel → Site Configuration
2. Scroll to Workflow & Safety
3. Toggle Sign-outs require admin approval and/or Returns require admin confirmation
4. Changes take effect immediately for all users

INFO

Handoff approval is not configurable — handoffs always require approval from the current holder or an admin. This is intentional: a handoff transfers legal accountability for the asset and should never happen silently.

---

Admin capabilities

From the Asset Database tile, admins can:

• Add, edit, and archive individual assets
• Bulk import assets via CSV
• Generate single or bulk QR code label sheets
• View the full sign-out and return history for any asset
• Approve or reject pending sign-outs, returns, and handoffs
• View which assets are currently signed out and to whom

QR Decoder shortcut

The QR Decoder tile is a universal scanner — scan any asset label to instantly see its current status, who has it, and take quick actions (sign out, return, handoff) without navigating to the specific asset list.