Asset Tracking

OneSiteKit tracks four categories of physical assets: Radios, Fuel Keys, CAS Units, and Tools. All four share a consistent sign-out / return workflow accessible from the Tools tile.

How asset tracking works

Every tracked asset has a unique QR code label applied to it. Users scan the label with their phone to sign the asset out, or open the asset list and tap Sign Out directly. The system records who has the asset, when they took it, and all handoff and return history.

Sign-out workflow

1. Open the Tools tile
2. Scan the asset's QR code or select it from the available list
3. Confirm the asset details
4. The asset is now signed out to you

Return workflow

Returns go through admin approval — the asset is not immediately available until approved:

1. Find your signed-out asset in the list
2. Tap Request Return
3. The asset enters Return Requested status
4. An admin approves or rejects the return from Pending Approvals
5. On approval, the asset returns to Available

Handoff workflow

If another user needs to take over an asset you currently have:

1. They scan the asset's QR code or find it in the list
2. They tap Request Handoff
3. You receive a notification and can approve or decline
4. On approval, the asset transfers without needing to be physically returned and re-signed-out

Asset statuses

Status	Meaning
Available	In the pool, ready to sign out
Signed Out	With a specific user
Return Requested	Return submitted, awaiting admin approval
Handoff Pending	Transfer between users awaiting approval

Reporting an issue

If an asset is damaged or malfunctioning, tap Report Issue from the asset detail screen. The report goes to admins for triage and is linked to the asset's history.

Admin capabilities

Admins can:

• Add, edit, and archive assets
• Approve or reject return requests
• View the full sign-out history for any asset
• Bulk import assets from CSV
• Generate and print QR code label sheets

TIP

Use the QR Decoder tile to look up any asset instantly — scan the label and see its current status and sign-out history without navigating to a specific asset list.